Subject: Levy Reporting Template
Date: Wed, 29 Jan 2003 17:52:51 -0500
From: John K Muir 
To: Representatives of
    Trent Central Student's Association
    Trent student organisations
    Trent U Finance Office

Greetings Colleagues,

At a meeting held in early December 2002, representatives of the Trent Central
Student Association, other student organisations, and Trent University Financial
Services met to discuss collection, payment and reporting of student
organisational fees.

The meeting provided a forum to share concerns and a great deal of information.
In addition to discussion, Trent U Financial Services provided financial
information relating to the current year's student organisation fees and Trent
Radio presented a draft policy for the consideration of those present (see
attached)

The results of were that Trent University Financial Services undertakes to
provide student organisations with the following;

a) A full, accurate and timely annual reporting of all receipts and
disbursements of funds received and remitted in trust by Trent University,
pertaining to Trent Student Association fees and each student organisation
fee, as classified in the section entitled "Student Association and
Organisation fees" of the Trent University 2002-2003 Calendar, according to
generally accepted accounting principles, commencing in the 2002-2003 academic
year, and,

b) a full and accurate reporting by academic year of all receipts and
disbursements of funds received and remitted in trust by Trent University for the
ten years prior and commencing with a report for the 1992-03 academic year,
pertaining to Trent Student Association fees and each student organisation fee, as
classified in the sections dealing with these fees in the Trent University
Academic Calendar for the year being reported, according to generally accepted
accounting principles, and,

e) the ability for an independent review and verification of these reports, and,

f) an acknowledgement by Trent U that the financial benefit the University derives
from collecting and holding "Student Association and Organisation fees" offsets
any burden Trent U may experience in preparing the sought after reports.

In addition, Trent Radio undertook to prepare a draft reporting template. (see
attached)  If you have any questions about the template please contact me at the
address or phone number below.

It is my hope that this meets the immediate needs of student organisations with
levy protocols similar to ours, and that it can be easily amended to be used for
college cabinets and the TCSA.

I am very grateful to the TCSA for bringing us together in December, and ask that
the TCSA reconvene all parties before reading break begins - before 14 Feb 2003 -
so that the reporting policy can be set in place then.

This email has been sent to; Donna Hoard and Garth Brownscombe at Trent University
Financial Services & as many student groups as I could identify.  If you know of a
student group who could be interested in this levy reporting policy please pass it
on.

Sincerely,

[signed]

John K Muir, General Manager - Trent Radio
jkmuir@trentu.ca  741 4011

Attachments/Links:
A Reporting Policy for Trent University Financial Services
Re: "Student Association and Organisation Fees".03 Dec 2002
(MS Word DOC 22kb)

Student Levy Reporting Template (XLS worksheet 24kb)

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