Student Services Fees

Student Services Fee Pool

Students at Middlesex Community College who are enrolled contribute to the Student Service Fee Pool. This fund finances cultural, social, educational, recreational, and wellness activities within the laws of the Commonwealth of Massachusetts and regulations established by Middlesex Community College. The fiscal year of these funds shall end on the final day of June each year.

The Student Government Association (SGA) will work with the Office of Student Engagement in reviewing budget requests and recommending allocations. SGA and the Office of Student Engagement staff are available to assist with budget proposals. 

SGA members embrace the principles of honesty, fairness, and integrity. They protect the interests of all MCC students by ensuring that the decisions they make are in the best interests of all parties involved. Members do not make arbitrary judgments. They look at the big picture and make decisions that will benefit the entire college community. SGA derives its authority from the Governor, the Massachusetts Board of Higher Education, and the Middlesex Community College Board of Trustees through the President of the College and Vice President for Academic and Student Affairs. The student services fee and subsequent allocation by a student board is common practice among American colleges and is established to broaden the base of decision making; preclude the risk of arbitrary judgments; help ensure that the fee distribution will be in the best interest of the students at the college; and promote the welfare of the students as individuals and group members.

Allocations are made as long as funds are available and if the activity conforms to the funding guidelines and the Statement of Rights and Responsibilities. All such requests are subject to approval by the Director of Student Engagement & Retention or their designee.

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Guidelines for Allocations

The mission of the Student Government Association’s finance allocation process is to foster growth and excellence in the student experience at the college. SGA will fund activities that comply with the following guidelines, irrespective of viewpoint of the organization, and in accordance with the Statement of Rights and Responsibilities found in the current edition of the Student Handbook. The Student Government will not fund activities that fail to comply with the prescribed guidelines.

The budget request process exists to ensure accountability around the use of funds. The process will also teach budget planning; encourage organizations to plan ahead; provide a platform for organizations to justify their expenses; and encourage a greater diversity of activities funded through a portion of the student services fee. 

Requests for funding can be submitted throughout the year. Funds are distributed at the discretion of SGA until depleted. Requests are reviewed regularly.

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Organization Budget Requests


The budget request process consists of four stages:
  1. The budget request is submitted through Engage. Make sure to fill out the Budget Request Form (located in the Forms section on Engage) as thoroughly as possible. Requests that are vague in nature run the risk of being rejected.
  2. Budget defense: Presenting the budget request to SGA is a great way for student organizations to show why they need the requested budget. A budget defense should be scheduled and will occur during an SGA meeting.
  3. Appeal of SGA recommendation of funds may be submitted to the Office of Student Engagement if desired.
  4. Final SGA and Treasurer approval.
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Criteria for Returning Organization Budget Requests

The following will be taken into consideration when allocating returning organization budgets:
  • Organizations using their budgets responsibly will be favored over organizations that request a budget and do not use allocated funds.
  • All forms are submitted by deadlines and in a timely manner.
  • Administrative work (weekly reports, event requests, etc.) was completed and received in a timely manner the previous year.
  • Innovative programs were offered the previous year.
  • Completion of one or more service projects per year.
  • Organization involvement with OSE leadership workshops, trainings, etc.

New Organizations: Budget requests for new organizations or those submitted during the academic year with a personal defense by a student organization member. These formal proposals are short presentations that occur at weekly SGA meetings after the receipt of a request. Organizations requesting additional funding should also consider a formal proposal. The Office of Student Engagement can help you with your preparation.

  • New organizations are eligible for a maximum of $1,000 per year based on fund availability and at the discretion of the Director of Student Engagement & Retention or their designee.
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Student Government Funded Activities

The Student Government may fund activities that fall into the following categories:

Student Government Sponsored Initiatives These are activities or initiatives sponsored by SGA or parts thereof. These may include programs that enhance transformative learning.
OSE Operation & Programs Including staffing, licensing fees, publications, assessment, specialty supplies, and anything related to recruitment for student involvement or retention of students.
Conference Activities (Paraprofessional Fund) These activities involve support for currently enrolled students attending lectures, conferences, symposia, or similar activities. Students must also include in their plan how they will share what they learned from the conference with the MCC community.
Orientation Activities Activities designed to create a welcoming environment for new students.
Leadership Development Initiatives Including non-credit curriculum, speakers, retreats and workshops, service activities, and recognition.
Wellness, Fitness, & Recreation Activities intended to educate the college community about health, wellness, exercise, and nutrition, including hands-on and passive programming, facilities, and intramural sports.
Special Activity Funding

Financial assistance for activities and events that meet the mission of the Student Services Fee.  These activities fall into 1 of 3 categories:

  1. New Initiatives
  2. Collaborations
  3. Unanticipated needs
Budget proposals are reviewed and accepted according to the standard allocation process. These proposals are funded out of the contingency account. The contingency account is used to fund approved clubs and organizations. The funds are distributed as needed (under the discretion of SGA) until all funds have been depleted.
Engagement Activities These are activities which promote, supplement, or enhance curricular activities of the students at the College. To be included in this category, the activity for which funding is requested must be clearly linked to those of academic departments or programs.
Cultural Activities The activities are designed to increase competency in diversity and multicultural awareness.
Social Activities Programs and activities designed to create an environment that is enjoyable and pleasant, welcoming and fun; that is to build community and generate friendships.
The Contingency

An appropriation of the Student Services Fee. Criteria considered for allocation:

  1. The extent to which the proposed activity is likely to foster growth and excellence among students at the College.
  2. The commitment of the activity sponsors to the execution of the activity.
  3. The projected needs of the activity for the upcoming fiscal year.
  4. The intent for direct service or active participation of students.
  5. The program concept:
  • Does it connect to the strategic plan?
  • Does it connect to one or more ISLOs?
  • Does it meet one or more of the core commitments?
  • Does it encourage faculty-student interaction?
  • Does it meet the mission and goals as outlined by Student Government and/or the OSE?
  • Does it enrich the community?
Other Considerations
  • The amount of outside funding the activity has previously received and the potential for additional funding from other sources.
  • The goals of the organization's primary activities and its membership selection process.
  • The number of students who will benefit from the program or service. (Anticipated participation rate.  Does the activity benefit and/or is it open to the entire college community?)
  • Collaborative efforts with other departments/groups.
  • The success and effectiveness of the organization in planning and executing past programs. (Newly established organizations will not be judged by this criterion.)
  • The quality and thoroughness of the written budget request. (Budget requests must be completed in their entirety including any supplemental documentation.)
  • How much funding is available in the contingency account (SGA reserves the right to allocate a portion of the request based on anticipated future requests.)

Some limitations on food, travel, equipment, and subscriptions may apply. The contingency does not fund departments or supplement office budgets or long-term departmental programs.

  • No more than 49% of the contingency can be used to fund these initiatives during the fall semester.
  • A maximum limit of $500 may be imposed on non-organization requests.
  • A maximum limit of $1000 may be imposed on organization requests.
  • A maximum limit of $300 may be spent on food each semester.
  • A maximum limit of $300 may be spent on clothing each year.

All deadlines and procedures must be followed in order to be considered.
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Managing your Budget

  • Student Organizations are required to elect or appoint a Treasurer to manage funds.  
  • Budgets will be monitored by SGA and Office of Student Engagement, but the responsibility of managing funds and ensuring adequate funds exist before making purchase requests falls with the specific organization.
  • Advisors and organization executive officers may request a copy of their budget from SGA or OSE at any time.
  • There shall be no personal loans or advances made to anyone from the Student Services Fee.
  • No salaries shall be paid from the Student Services Fee to organization members.
  • No scholarship for an individual shall be funded by the Student Services Fee.
  • Student Services Fee funds shall not be used for monetary donations to charities.
  • Student Organizations are not permitted to maintain checking/savings accounts or any other types of bank accounts.  All funds are to be under direct supervision of SGA and the Office of Student Engagement.
  • All money generated through fundraising – either cash or checks – is to be deposited into the organization’s account through the Office of Student Engagement as soon as it is received.   
  • All spending must be approved prior to use of funds in accordance with relevant request deadlines.
  • All organizations will be notified of a deadline to complete the ‘Intent to Use Funds’ form and a date to submit purchase requests during the spring semester. All remaining funds will be returned to the general Student Services Fee pool. Goods and services must be received by the last day of June.
  • Invoices/receipts must be submitted to OSE within 2 business days of purchase, accompanied by a Receipt Processing Form. Failure to submit receipts may result in freezing of funds and/or not processing a reimbursement.



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Last Modified: 4/6/21