Extra Funding Request Process – Student Fund & Student Activities

1. Purpose of the Document

The purpose of this document is to define the institutional workflow for reviewing and approving extra funding requests submitted by student clubs during the fiscal year. The process begins within Student Activities and proceeds to the Student Fund Department for final evaluation and approval.

This documentation ensures:

Clear understanding of responsibilities across all stakeholders.
Accurate representation of decision criteria, approval steps, and message flows.
Transparency in financial decision-making between Student Activities and Student Fund.
A unified reference for consistent inter-departmental coordination and quality assurance.

This process supports the larger Student Club Financial Lifecycle and governs mid-year budget increases. It includes:

Initial request submission and internal evaluation within Student Activities.
Sequential approval by Club Supervisor and Director – Student Activities.
Final financial review and approval by the Director General – Student Fund.
Communication of outcomes back to Student Activities for closure.

This structure ensures fairness, proper financial oversight, and consistent handling of exceptional funding needs.

Note

Use this section to clearly explain why the process exists and how it supports the broader goals of the Deanship of Student Affairs. In this case, the process governs mid-year budget increases for clubs and clarifies how Student Activities and Student Fund share responsibilities.

2. Scope of This Process

Included

Submission of an extra funding request by a club.
Supervisor review and initial decision-making within Student Activities.
Director-level review and authorization to forward to Student Fund.
Financial evaluation and approval or rejection by the Director General – Student Fund.
Communication of final decisions back to Student Activities.
Official closure of the request lifecycle.

Not Included

Annual club budget preparation or approval cycles.
Adjustment cycles for regular club budgets.
Expenditure monitoring after approval.
Preparation of justification materials by clubs.

3. Actors & Responsibilities

Club President

Identifies the need for additional funding.
Prepares and submits the extra funding request with justification.

Club Supervisor – Student Activities

Receives and reviews extra funding requests.
Approves or rejects the request with comments.
Forwards approved requests to the Director – Student Activities.

Director – Student Activities

Performs a higher-level review of supervisor-approved requests.
Approves or rejects extra funding requests.
Forwards approved requests to the Student Fund.
Waits for and receives the Student Fund decision.
Closes the request in Student Activities after receiving the final outcome.

Director General (DG) – Student Fund Department

Receives extra funding requests from Student Activities.
Evaluates justification and financial feasibility.
Approves or rejects the request.
If approved, adds the additional amount to the club’s budget.
Sends an official approval or rejection message back to Student Activities.

4. Detailed Process Description

Pool: Student Activities Department – Extra Funding Request Handling

This pool represents the activities performed within Student Activities, from initiation of the extra funding request by the club to internal reviews and forwarding of approved requests to the Student Fund, as well as receiving and closing based on the final decision.

Lane A — Club President

Extra funding needed (Start Event)
A club identifies the need for additional funding during the fiscal year.
Submit extra funding request with justification
The club president submits a formal extra funding request including:
- Reason for the additional funding.
- Supporting justification and documentation.

Lane B — Club Supervisor – Student Activities

Review extra funding request
The supervisor evaluates the justification and the necessity of the extra funding request.
XOR Gateway — Approve request?
- No: Reject extra funding request with comments.
- Yes: Approve extra funding request with comments.
Reject extra funding request with comments (Supervisor)
The supervisor documents reasons for rejection and communicates them. End Event: Extra funding request rejected.
Approve extra funding request with comments (Supervisor)
The supervisor approves the request and documents supportive comments. These comments:
- Provide contextual justification from Student Activities.
- Strengthen the request for higher-level decision-makers.
- Help the Director and Student Fund understand the operational need and value of the extra funding.
Forward request to Director – Student Activities
The supervisor forwards the approved request and comments to the Director – Student Activities for higher-level review.

Lane C — Director – Student Activities

Review extra funding request (Director)
The Director performs a final internal assessment of the request, considering:
- Alignment with Student Activities priorities.
- Reasonableness of the requested amount.
- Justification strength and supervisor comments.
XOR Gateway — Approve?
- No: Reject extra funding request with comments.
- Yes: Forward the request to Student Fund.
Reject extra funding request with comments (Director)
The Director documents reasons for rejection and closes the request within Student Activities. End Event: Extra funding request rejected.
Approve extra funding request with comments (Director)
The Director approves the request and provides supportive comments that:
- Support the request at the institutional level.
- Provide weight and context for the Student Fund.
- Clarify why the increased funding is justified.
Forward extra funding request to Student Fund (Send Task)
The Director sends the approved and commented request to the Student Fund Department.
Event-based gateway — Await response from Student Fund
Student Activities waits for a message from Student Fund indicating one of two outcomes:
- “Extra funding request approved”
- “Extra funding request rejected”
Message received — Extra funding request approved
Student Activities receives DG’s approval and records the positive outcome. End Event: Extra funding request approved.
Message received — Extra funding request rejected
Student Activities receives DG’s rejection and records the final decision. End Event: Extra funding request rejected.

Pool: Student Fund Department – Extra Funding Evaluation & Approval

This pool represents the evaluation and decision-making steps performed within the Student Fund Department, from receiving extra funding requests to final approval or rejection and updating club budgets.

Lane A — Director General (DG) – Student Fund Department

Extra funding request received (Message Start Event)
The extra funding request arrives at the Student Fund Department from Student Activities.
Review extra funding request (DG)
The DG evaluates the request, considering:
- Funding necessity and urgency.
- Financial feasibility and available budget.
- Alignment with Student Fund policies.
- Justification details and comments from Supervisor and Director – Student Activities.
XOR Gateway — Approve?
- Yes: Approve extra funding request.
- No: Reject extra funding request with comments.
Reject extra funding request with comments (DG)
The DG documents the rejection rationale and sends a Message End Event — “Extra funding request rejected” to Student Activities.
Approve extra funding request (DG)
The DG authorizes the additional funding for the club.
Add amount to club budget (DG)
The DG updates the club’s allocation within the Student Fund system to reflect the approved increase.
Message End Event — “Extra funding request approved”
The DG sends the approval message back to Student Activities, completing the Student Fund part of the process.

5. Process Model

Below is the BPMN visual model for the “Extra Funding Request Process – Student Fund & Student Activities”.

6. Relationship to the Larger Workflow

This process operates as a supplementary mechanism to support clubs requiring additional funding beyond their approved annual budget. It interacts with:

The annual Clubs Budget Approval Process.
Financial monitoring and operational planning within Student Activities.
Student Fund allocation management.

Outputs of this process influence:

Club operational flexibility.
Student Fund budget utilization.
Inter-departmental financial reporting.

7. Inputs and Outputs

Inputs

Extra funding request submitted by club president.
Supervisor comments and decisions.
Director authorization and comments.
Student Fund financial availability and policy constraints.

Outputs

Approved extra funding request.
Rejected extra funding request.
Updated club budget allocation (if approved).

8. Compliance Requirements

All extra funding requests must include justification and supporting documentation.
Approvals and rejections at each level must be recorded.
Student Fund must maintain audit records for budget increases.
Cross-department communication must follow official channels.
Decisions must comply with KFUPM financial governance policies.

9. Review Points for Departments

Departments should evaluate the process to ensure it reflects actual practice and governance requirements. Suggested review points include:

Clarity of message flows and decision boundaries between Student Activities and Student Fund.
Alignment of approval criteria across departments.
Consistency and quality of justification and documentation.
Adherence to financial governance and institutional policies.

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