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Prepare and Approve Club Budget Proces - Student Activities

Student Activities Department – KFUPM

1. Purpose of the Document

This document defines the internal Student Activities process for preparing, reviewing, and providing initial approval for club budgets. This process is a call activity within a larger institutional workflow, which concludes with a final approval by the Student Fund Department after this stage.

The purpose is to ensure shared understanding, clarify responsibilities, and support departmental alignment before integration into the larger institutional workflow.

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 ensures that club budgets are properly justified, reviewed, and initially approved before moving to the Student Fund Department for final decision.

2. Scope of This Process

Included

  • Preparation of club budgets by club presidents.
  • Review and initial approval of budgets within the Student Activities Department.

Not Included

  • Review and approval by the Student Fund Department.
  • Final approval of club budgets.

These activities occur after this process in the parent workflow and are not part of this document’s scope.

3. Actors & Responsibilities

Club President

  • Creates the initial budget proposal.
  • Provides justification for each requested item.
  • Submits the budget to the Club Supervisor.
  • Reviews comments and performs required revisions.

Club Supervisor

  • Reviews the submitted budget for quality, clarity, and compliance.
  • Evaluates the strength of justification and estimated cost accuracy.
  • Approves or returns the budget for modification.
  • For approved budgets, forwards the budget to the Director for initial Student Activities approval.

Director – Student Activities Department

  • Reviews the budget endorsed by the Club Supervisor.
  • Provides initial approval on behalf of Student Activities.
  • Returns the budget for modification if it is not satisfactory.
  • For budgets approved at this level, passes them to the Student Fund Department through the larger institutional workflow.

4. Detailed Process Description

Pool: Student Activities Department – Club Budget Preparation & Initial Approval

This pool represents the activities, responsibilities, and workflow performed by the Club President, Club Supervisor, and Director within the Student Activities Department for the preparation and initial approval of club budgets.

Lane A — Club President
  1. Club Budget Requested (Start Event)
    The budget preparation cycle begins following a club’s internal needs assessment after it is requested by the Director.
  2. Prepare Budget with Justification
    The Club President develops a detailed budget proposal. Each item must include:
    • Why is this item necessary: Explain the necessity of the budget item.
    • What goal does it serve: Describe the specific objective this item supports.
    • What is the value for students: Clarify how this item benefits or adds value to students.
    • Why this amount: Justify the requested amount for this item.
  3. Submit Budget to Club Supervisor
    The prepared budget is forwarded to Student Activities for review.
Lane B — Club Supervisor
  1. Review Budget
    The Club Supervisor evaluates the proposal based on:
    • Clarity and completeness.
    • Strength of justification.
    • Compliance with Student Activities guidelines.
    • Estimated cost accuracy.
  2. Decision: Approve Budget? (Gateway)
    • Yes: Supervisor endorses the budget and moves it to the Director.
    • No: Supervisor returns the budget to the Club President with comments.
  3. Return Budget for Modification with Comments (If Not Approved)
    The Supervisor provides guidance and revision notes and sends the budget back to the Club President.
  4. Approve Club Budget (If Approved)
    The Supervisor confirms readiness for Director review.
  5. Submit Budget to Director (Student Activities Department)
    The Supervisor forwards approved budgets for department-level initial approval.
Lane C — Director
  1. Review Club Budget
    The Director assesses:
    • Policy compliance.
    • Student impact.
    • Financial rationality.
    • Completeness and clarity of justification.
  2. Decision: Approve Budget? (Gateway)
    • Yes: The Director gives initial Student Activities approval.
    • No: Budget is returned to the Club President with comments.
  3. Return Budget for Modification with Comments (If Not Approved)
    The Director sends comments back to the Club President for revision through the Student Activities channel.
  4. Approve Budget – Initial Student Activities Approval (If Approved)
    The Student Activities part of the process is completed.
  5. Club Budget Approved (End Event)
    This indicates the conclusion of the Student Activities initial approval stage. The budget now proceeds to the Student Fund Department for further evaluation in the parent workflow.

5. Process Model

Below is the BPMN visual model for the “Prepare and Approve Club Budget Process”.

See a quick explanation of the symbols here: BPMN symbol legend

For the full BPMN 2.0 specification, see: Complete BPMN Symbol Reference .

6. Relationship to the Larger Workflow

This process is a Call Activity used by the overarching Student Club Budget Lifecycle. It is invoked within the parent workflow to handle Student Activities’ part of the budget preparation and initial approval.

Outputs of this process and their role in the next stage:

  • Student Activities approved budget: Provided as an input to the Student Fund Department for further review and final approval decisions.
  • Returned budget with revision comments: Sent back to the Club President for modification when required, before being re-entered into the workflow.

The final approval is not part of this process; it occurs after Student Fund review in the parent process.

7. Inputs and Outputs

Inputs

  • Draft club budget.
  • Itemized costs.
  • Supporting documents and quotations (if any).

Outputs

  • Student Activities initially approved budget.
  • Budget returned with comments (if revisions are required).

8. Compliance Requirements

  • All justification requirements must be fully addressed for every budget item (necessity, goals, value to students, and amount justification).
  • All comments, revisions, and approvals must be recorded and traceable.
  • Student Activities must verify alignment with institutional financial and activity policies.

9. Review Points for Departments

Departmental reviewers should confirm:

  • Accuracy of the described workflow.
  • Correct definition of roles and responsibilities for all actors.
  • Completeness of justification requirements for each budget item.
  • Alignment with Student Activities operational reality.
  • Correct understanding of the process as a call activity leading into the Student Fund stage.

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