Allocations Members
About Us:
The RUSA Allocations Board is an affiliated committee of the RUSA that operates separately from the RUSA and is responsible for the allocation of funds to registered Rutgers University Student Organizations as well as various registered events on an as needed basis. The goal of the Allocations Board is to promote and support diversity of programming made available to all Rutgers University Students through the fair and efficient use of the student activity fee.

2009-2010 Board Members
Chairman: Shayna Davis
Vice Chairperson: Janaki Shah
Treasurer: Mi Hyun Yoon
Auditor: Anthony Weigand
Secretary: Vrunda Dalal
Public Relations Chair & Committee: Zain Ahmad & Nilay Shah, Tara Kousha
Webmaster: Ilana Katronetsky
Advisor: Kerri Willson & Kevin Killen


Chairperson
Purpose of Position
The Chairperson serves as the manager of the Allocations Board providing direction and motivation of the Allocations Board members. The Chairperson also serves as official representative of the Allocations Board and is often called upon to address issues within the University as they relate to student fee allocations, referenda or special concerns. S/he also directs the setting of goals and timelines for the Allocations Board.
Responsibilities
  • Provides direction to Allocations Board and individual members
  • Serves as the official representative of the Allocations Board
  • Serves as a member of RUSA Executive Board
  • Coordinates all Allocations Board meetings
Tasks
  • Meets with Allocations Board members regularly and one-on-one to ensure responsibilities are being fulfilled
  • Provide direction and feedback to individual members when needed
  • Chairs and facilitates all meetings. Requests meetings space from the Central Reservations Office
  • Communicates with organization representatives regarding issues, additional allocation requests and special circumstances
  • Meets regularly with the Advisor regarding the status of the Allocations Board
  • In conjunction with the Advisor, develops a timeline of activities and tasks for the Allocations Board
  • Attends RUSA Executive Board Meetings; informs RUSA of Allocations Board activities
Key Relations
  • Advisor
  • RUSA Chair
  • RUSA Treasurer
  • Manager of Student Activities Business Office
  • Advisors for RUSA
Vice Chairperson
Purpose of Position
The Vice-Chairperson, along with the Chairperson, provides direction and motivation for the Allocations Board. S/he is mostly concerned about internal matters of the Allocations Board including the training and development of Allocations Board members. The Vice-Chairperson serves as a liaison with the administrative office of Student Centers and Programs, and therefore, must maintain regular contact with all staff.
Responsibilities
  • Serve as a Liaison to the Student Centers and Programs Office
  • Works in conjunction with administrative advisors within Student Centers and Programs Office in assigning Allocations Board members to serve as co-presenter for Treasurer Workshops and other related workshops
  • Coordinates training & development activities for the Allocations Board
  • In the absence of the Chairperson, serves as Acting Chairperson for the Allocations Board
Tasks
  • Ensures Allocations Board is aware of the status of registered organizations through the Student Centers and Programs Office
  • Develops and distributes Allocations Board organization liaison assignments. Updates as necessary.
  • In conjunction with the Advisor, develops a program plan and budget for the fall and spring retreats; reserves facility; communicates with guest speakers and special guests.
  • Upon the request of the Chairperson or Advisor, may fulfill chairperson duties including facilitating meetings, coordinating tasks and timelines, serve on RUSA Executive Board, and attending special meetings.
  • Educates Administrative Advisor regarding the allocation process.
Key Relations
  • Advisor
  • Administrative Advisor
  • Student Activities Advisory Council
Treasurer
Purpose of Position
The Treasurer is responsible for the financial management and well being of the Allocations Board. He/she provides an expertise on how to work effectively with the Student Activities Business Office (SABO) and is able to communicate and interpret pertinent policies and procedures that affect the allocation and management of student fees. The Treasurer also maintains a close and effective relationship with the staff in the SABO.
Responsibilities
  • Manages and reconciles the Allocations Board’s budget
  • Manages and reconciles the student activity fee "control" account
Tasks
  • Prepares, in conjunction with the Chairperson, the Allocations Board’s operating budget
  • Pays all bills and processes all vouchers for the Allocations Board
  • Reconciles the Allocations Board’s budget on a monthly basis
  • Prepares all budget transfers and line transfers for student organizations
  • Reconciles the student activity control account on a monthly basis
  • Meets regularly with the Advisor to discuss the status of the Allocations Board’s account and the control account
Key Relations
  • SABO Staff especially the Manager of the SABO
  • Advisor
Auditor & Co-Auditor
Purpose of Position
The Auditor is responsible for ensuring appropriate management of student fees. This is accomplished through random audits of registered organizations that receive student fees from the Allocations Board. He/she documents the outcome of all audits and shares the written information with the Allocations Board. If action should be taken, the Auditor works with the appropriate Allocations Board or staff members to facilitate disciplinary action.
Responsibilities
  • Develops a clear and consistent process for facilitating audits
  • Facilitates random audits on a regular basis
  • Addresses issues of improper or inappropriate management of student fees
Tasks
  • Develops schedule for audits. Prepares written guidelines and processes for audits.
  • Works in conjunction with SABO staff to select account(s) to review. Copy and review all materials.
  • Prepare written reports of all audits with outcomes and proposed recommendations
  • Facilitate any action (e.g. mediation, grievance, etc) towards an organization
Key Relations
  • SABO Staff
  • SAAC
  • Chairperson
  • Advisor
Secretary
Purpose of Position
The Secretary’s function is to ensure an accurate documentation of the actions taken by the Allocations Board and provide for a historical record of the Allocations Board’s activities. He/she ensures that the Allocations Board’s office has the resources, information and materials necessary for Allocations Board functioning. The Secretary assists the Chairperson in his/her correspondence.
Responsibilities
  • Oversees the effective functioning of the Office of the Allocations Board
  • Accurately documents meeting minutes and actions taken of the Allocations Board
Tasks
  • Maintains record of office supplies purchased. Purchases supplies as requested
  • Completes Office Space request; receives appropriate signatures from Chairperson and Advisor
  • Completes Organization Registration Form; receives appropriate signatures for Chairperson, Treasurer and Advisor
  • Takes minutes at meetings; prepares written documentation and distribute copies to Advisor and Allocations Board members.
  • Maintains, updates, and distributes Allocations Board roster
  • Files Allocations Board correspondence and paperwork
Key Relations
  • Advisor
  • Chairperson
Public Relations Chair & Committee
Purpose of Position
The Public Relations Director serves as the communications link between the Allocations Board and the student organizations, which they serve. In addition, he/she brings to the Allocations Board’s attention any public relations issues that need to be addressed and provides suggestions for follow up. She is also responsible for coordinating all marketing efforts on behalf of the Allocations Board.
Responsibilities
  • Coordinates Allocations Board recruitment & selection process in conjunction with Chairperson and Advisor
  • Coordinates the Allocations Boards participation in the Involvement/Activities Fair
Tasks
  • Develops, copies and distributes Allocations Board applications
  • Develops and distributes appropriate advertisements for recruitment including fliers, Targum ads
  • Completes request for Involvement/Activities Fair
  • Selects and purchases promotional items to give away at the Involvement/Activities Fair
  • Prepares Allocation letter for groups, in conjunction with the Allocations Manager
  • Maintains and updates Allocations Board web page and listserv
Key Relations
  • Student Centers and Programs Office Publications staff
  • Targum staff
  • Student Affairs Information Technology Office
Webmaster
Purpose of Position
The Webmaster serves as the liason between the board and the website.
Responsibilities
  • Updating the website with all pertinent information for all to see.
  • Opening appeals meetings on Fridays at 12:00 am and closing appeals meetings on Tuesday at 11:59 pm
Tasks
  • Maintains and updates Allocations Board web page and listserv
Key Relations
  • Student Affairs Information Technology Office
Advisor
Purpose of Position
The Advisor, as assigned by the Executive Director of Student Life Office, provides the necessary support and direction for the Allocations Board. S/he interprets and communicates pertinent policies, procedures and laws as they relate to the allocation of student fees. The Advisor provides a historical perspective and continuity for the Allocations Board members.
Responsibilities
  • Meets with key Allocations Board members as necessary
  • Provides necessary information and documentation to the Chairperson and Allocations Board members as they relate to the allocation of student fees
  • Ensures that proper training and development activities occur for the Allocations Board
  • Ensures that a fair and equitable selection process occurs for Allocations Board members
Tasks
  • Attends Allocations Board meetings
  • Coordinates training efforts for Allocations Board; assist in training as requested
  • Communicates key timelines and issues to the Chairperson and/or appropriate Allocations Board member
  • Meets regularly with the Chairperson and Treasurer
  • Prepares and distributes semesterly "take back" memo to organizations, advisors, and vendors
  • Informs Rutgers University community of outcome of selection process for Allocations Board
  • Assists in the facilitation of communication between the Allocations Board and RUSA
Key Relations
  • Chairperson
  • Treasurer
  • Manager of SABO
  • Executive Director of Student Life Office
  • RUSA Chair
  • Auditor(s)
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