New Coordinator FAQ

How do I start a new group?
I am a new group leader/SEC representative. What do I do?
Where does the money for SEC come from?
Where can I find templates for budget requests, reports, etc.?
How do I post my event on the calendar?

How do I start a new group?
If no club currently exists that suits your needs, then follow these simple steps:

  • Prepare a CONSTITUTION. A group constitution must have the following essential sections: Purpose, Membership, Meetings & Events, Officers, Elections, Duties of the Officers, Removal of Officers, Amendments. Sample Constitution
  • Ask for RECOGNITION at an SEC MEETING. Email the VP of Internal/External Affairs in advance to be placed on the agenda.
  • Contact your class tech committee representatives to be added to the Student Group Directory.
  • As an SEC-recognized group, you will be able to reserve rooms, receive funding, and have a vote at all meetings. However, your group must attend monthly SEC meetings to remain recognized.

I am a new group leader/SEC representative. What do I do?

  • Attend the SEC Orientation in February
  • Attend the SEC monthly meeting or designate a co-coordinator to attend — SEC meetings usually occur on the first Wednesday of every month
  • Submit a budget proposal and End of Year Report in May — check out “Other Resources” for helpful templates. Instructions will be sent out around mid-April.
  • Maintain record of accounting activities per SEC guidelines
  • Email to request an AmpUp mailing list for your group.
  • Contact your tech-rep to add your group to the Student Group Directory

Where does the money come from?
Key Points:

  • SEC funds come from student activity fees, the SOM, UPP (University of Pittsburgh Physicians), and fundraising efforts.
  • SORC (Student Organization Resource Center) administers the funds for student organizations.
  • It is vital that organizations keep accurate accounting records.
  • The SEC has a special Pitt account—and other interest groups under the SEC umbrella have their own subaccounts.

The Full Story:

The Student Organization Resource Center (SORC) is an administrative group under the umbrella of Pitt’s Student Affairs office that provides resources to graduate and undergraduate student organizations and administers their funds. They do so by using a multi-tool web-based application called Pitt’s Real-time Integrated Solutions for Management (PRSIM). This software allows university businesses to keep general ledgers, reimburse travel and business expenses, deliver payrolls, make purchases, etc.

The SEC, along with many other student organizations, has a university “account” that is SORC views and manages using the PRISM software. It is important to realize that this account is not like a bank account. For example, student groups cannot withdraw funds at will, nor are they able to see real-time transactions online, as one can with a modern bank account. Instead, organizations must request funds in a process that can take up to 4 weeks, and while organizations are able to view their account activity online, it is only as recent as the previous month (or months, sometimes).

For this reason, it is important that student organizations practice accurate and thorough bookkeeping. For the SEC, this is done by the Finance Team. For a student interest group, it should be done by the group’s treasurer or coordinators. The SEC has its own account and most groups are funded from that account, but there are a handful of interest groups that are under are overseen by the SEC that have their own sub-accounts with SORC. These accounts may be drawn from by the SEC VP of Finance or the business managers of these select groups.

Where can I find templates for budget requests, reports, etc.?
Check out the Finance and Refunds section under the Resources tab!

How do I post my event on the calendar?
Go to the Calendar tab and click “Suggest an event”.