CR018 - Student Chapter Expenses

Suggestion:

Change systems and processes so that Student Chapters are able to quickly/easily get approval for expenditure on planned events.

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Comments

Thanks Fran.

Thanks Fran.

Completely agree it should be simple/easy for all, but Student Chapters do not even get the chance to submit a budget, so every single event (requesting funding) currently needs to be approved separately by the full finance committee.

A event just two weeks ago for our local Student Chapter - with a request for £120 - had to go to the full finance committee for approval, so there was not time before hand.

So - if the timing falls badly - with terms/semesters of 10 to 12 weeks - student chapters can only realistically get funding by planning a term/semester ahead.

As Chapter committees will likely change every academic year, holding a (freshers) event in the first term is just about impossible for the new committee to put on. So just when the first year students are looking to get involved, the BCS Student Chapters can't hold funded events. Just crazy in my mind.

I think this is a big barrier to just 'getting on with it'

Of course - for large, more costly events then it makes sense to have a formal finance committee approval process, but small low cost [few hundred pounds] events (the majority) should be able to be streamlined.

Thankfully, Branches and SGs don't need full finance committee approval to meet (yet anyway) ;-)

It doesn't take a full

It doesn't take a full meeting of the CBFC to approve; the Chair of the CBFC can make an executive approval of up to £1500. [See "Finance Frustrations" thread, Aug/Sept 2019]They already have a process. It's not documented or widely known of course. Treasurers aren't reminded about it. It's not on the volunteer portal. Personally, I think the CBFC processes need a major overhaul to make them far more agile and responsive to needs.

REFER

REFER

chapters need same prudence over funding as branches. Processing should be relatively easy and swift for both - including proper controls and safeguards

Thanks Carol.

Thanks Carol.

Please see above comment to Fran.

Yes - financial prudence is required of course. The recommendation is not proposing a 'free for all'.

However, we don't ask Branches and SGs to seek full finance committee approval before booking catering for a meeting, but we expect this from a Student Chapter - with a committee that likely has no personal income at all.

We are currently set up to prevent Student Chapters from holding any meetings. :-(

AGREE. I believe that student

AGREE. I believe that student chapters have had difficulty obtaining funding from the BCS. If the BCS want to have student chapters then it has to support them. Processes need to be visible and easy to follow.

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Don't understand why they should be treated differently from MGs. All should be speedy.

Thanks Paul.

Thanks Paul.

Please see above comment to Fran.
Student Chapters are treated differently now - no budget, every meeting approval by the finance committee.
We should accept/appreciate that Student Chapters are different to Branches and SGs.
We need to create a much better support environment in my view - of course with appropriate due diligence/prudence for the sums of money involved.

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REFER

I don't see why processes should differ between student chapters and branches / SGs. If things need to be made simpler for students we should focus on making things simpler and more uniform for all member levels and types.

Thanks Kylie.

Thanks Kylie.

Please see above comment to Fran.
I think processes do need to be different - appreciating the differing challenges for the appropriate member group.
Student Chapters are quite different to Branches and SGs.
I agree things need to be as simple as possible for all.

Agree

Agree
Student Chapters should not be disadvantaged for supporting BCS activities