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SABC: Student Activities Budget Committee










Student Activities Budget Committee (SABC)



SABC Informational Sessions will be held through the month of September.  Specific dates for these sessions will be released soon.  

Electronic versions of both Appeals and Reallocation forms will also be available soon. 

SABC is responsible for the policies, procedures, and allocation of the student activity fee.  The SABC is a USG committee that contains both USG and non-USG representatives.


SABC Contact Person:

Rob Whitbeck, USG Treasurer

You may contact Rob via email at acer0327@aol.com or put a note in the SABC mailbox located in the Office of Student Leadership and Community Development (Room LL 408).
 

SABC Guidelines: Student Activities Budget Committee (SABC)

The Student Activities Budget Committee (SABC) is responsible for the policies, procedures and allocation of the student activity fee. The SABC is a USG committee that contains both USG and non-USG representatives.

The success of SABC is contingent upon the close relationship between the Office of Student Leadership and Community Development, officially registered student clubs and the United Student Government (USG) leadership that facilitates the SABC process. SABC is an independent committee that is responsible for managing its own processes, procedures, and guidelines with the supervision of the Director of Student Leadership and Community Development.

The SABC shall be composed of the following members:
• The United Student Government (USG) Treasurer, who shall serve as chairperson and who is a non-voting member;
• The USG President;
• Procedure for selecting the 7 student representatives of SABC:
•One member from each of the executive boards of the departmentally-sponsored, non-SABC funded student governing bodies CSA and RHA will be appointed by the group’s advisor(s). (2 seats)
•One USG representative will be appointed by the USG President and USG Treasurer from interested applicants within the USG Senate. The USG President and USG Treasurer may appoint a member of USG to SABC if Senators do not apply for the position. In the event the USG President and USG Treasurer are unable to come to a consensus, the Director of Student Leadership and Community Development/USG Advisor will be consulted to help make the decision. (1 seat)
•One CAB representative will consist of a member of the CAB executive board who will be approved by the group’s advisor. (1 seat
•Three student club representatives will be appointed by the USG President and USG Treasurer from interested applicants who serve on the Executive Board within officially registered student clubs. The USG President and the USG Treasurer may appoint a club representative to SABC if club leaders do not apply for the position. In the event the USG President and the USG Treasurer are unable to come to a consensus, the Director of Student Leadership and Community Development/USG Advisor will be consulted to help make the decision. (3 seats)
• Dean of Students;
• Student Affairs administrator (appointed by the Dean of Students);
• Director of Student Leadership and Community Development;
• The USG Secretary, to serve as recording secretary for SABC and is a non-voting member.

All members of SABC are expected to attend all SABC meetings for the entire time of the meeting. In the event of an absence by an SABC committee member, proxy votes will not be factored into the budget allocation process. Quorum must be met before budget decisions can be made. Quorum is 70% of SABC members.

The Student Activities Budget Committee must meet every two weeks during the academic year to hear late budget requests, appeals, and reallocation requests.

The SABC shall operate under Robert’s Rules of Order. In the event of a split decision on an agenda item, the Chairperson shall cast the deciding vote.

When reviewing budgets, the SABC shall consider a comparison of the total amount allocated to a club in the current semester and the amount the club is requesting for the upcoming semester.

SABC General Guidelines:


• The student club or organization must be registered with the Office of Student Leadership and Community Development before a budget request can be submitted to the SABC. This includes:
     • a Constitution (approved by the United Student Government and the Dean of Students) 
     • a current list of club officers, club members and advisor (submitted to the Office of Student Leadership and Community Development) 
     • Allocation Criteria - The SABC will consider budget requests based on but not limited to the following criteria:
     • The nature, number and scope of the services and activities provided. 
     • The number of students participating in and being served by the organization’s programs, activities and/or services. 
     • The opportunities for social and cultural activities not readily available to the student body. 
     • The effort to reach as many potential members as possible.
     • The educational and personal development opportunities offered to student members. 
• Itemization: All budgets, appeals, and reallocation requests must contain accurate and detailed itemization in order to gain approval by the SABC. Examples of what constitutes appropriate itemization can be found in the budget packet or may be obtained in OSL&CD (located in Lowenstein 408). 
• The SABC will not accept any incomplete budget request, appeal, or reallocation forms. A completed form must contain the signature of a faculty/staff advisor. 
• Activities must be directly relevant to the mission of the requesting club and must be open to the entire student body in order to receive funding. 
Reallocation Requests: If a club chooses not to use portions of previously allocated funds, it may request to allocate those funds toward other club purposes. Funding may not be reallocated to an event after the event has already occurred. The same rules governing submission of the relevant paperwork and funding restrictions apply for both appeals and reallocation requests. 
Fundraisers: A fundraiser will serve as a financial interest for an individual club (i.e., candy, raffles, pens, bumper stickers, etc.). Start-up costs for sales solicitation fundraisers are typically limited to $200.00 per club, per semester. This funding will not be automatically granted. It must be requested from SABC in either a fall or spring semester budget or as an appeal or reallocation request during the semester. Any such funding that is given to a club must be reimbursed to SABC. Any money raised through a fundraiser started with seed money from SABC must be deposited with OSL&CD as self-generated funding. 

Funding Restrictions:

• The SABC does not fund any club or organization which is exclusionary.
• The SABC does not allocate funds retroactively, that is, after the event requiring the funds has taken place. 
• The SABC will not fund requests that contain incomplete information about the event or program, such as itemized costs, specific honorarium information, specific travel information, contract prices, etc. The SABC will not allocate lump sums. 
• The SABC will not allocate funds for politicians or political parties. 
• The SABC will not fund local mailings to members.
• The SABC will not fund advertisements in The Observer or advertisements geared towards reaching a community outside of Fordham. This includes, but is not limited to, mailings, postcards, and flyers. 
• The SABC will not provide funding for activities that are exclusive only to membership of one organization (e.g. banquets, end of semester parties, etc.). 
• The SABC does not allocate funding towards the purchasing of alcoholic beverages. 
• The SABC does not fund transportation inside the five boroughs of New York City, but reserves the right to provide such funding in extraordinary circumstances. 
• The SABC does not fund charitable organizations.
• Fordham undergraduate students who present lectures/programs at events hosted by student clubs or organizations will not be funded with SABC monies. The SABC reserves the right to make exemptions to this policy in cases where undergraduate students are bringing in supplies of which they themselves are the owners (i.e., DJ equipment).
• All allocations must be applied to the program they were requested for. 
• Appeals, late budgets and programs that are resubmitted due to insufficient information are reviewed twice a month. Clubs should recognize that funding is limited. Appeals, late budgets and resubmitted proposals may not receive funding or may receive partial funding. It is in the clubs’ best interest to plan in advance and itemize expenses for all programs in the original budget packet. 
• Late budgets are subject to a 20% deduction of the final budget. 
• The SABC reserves the right to refrain from funding any activity that involves risk to students. 
• The SABC will fund a limited amount of student travel expenses for conferences. Please consult the guidelines concerning student travel for specific information. 
• The SABC will not fund honoraria for full-time faculty/administration/staff. 
• Honoraria granted to individuals who are eligible to receive them may cost no more than $250. Requests for honoraria must include the name, organizational affiliation, and credentials of the person(s) for whom the honoraria are being solicited in order for the request to be eligible for approval. 
• Funding for dinner excursions will be capped at $20 for each student attending the excursion. Clubs will not be granted funding for more than 3 dinner excursions per semester. 
• Due to the high cost of apparel, SABC is unable to fund requests for such shirts in full. SABC can only provide half of the cost of an order of t-shirts, and the requesting club must account for the other half of the cost using either self-generated funds or the personal funds of students who wish to purchase one of the t-shirts.
• The SABC will only provide strictly limited funding for prizes at events.
• While newly-formed clubs are not allowed to submit a budget, they can submit a maximum of two appeals per month during their probationary period.

Guidelines for SABC Ethical Behavior:


• If a member of SABC is an active member of a club or organization, s/he must abstain from voting on her or his club’s budget.
• If a member of SABC is advocating for a club or organization that he/she has personal ties to, the SABC member must identify that he/she has information that was shared by his/her contact with membership of the club.
All members of SABC are expected to attend all SABC meetings for the entire time of the meeting.
• In the event of an absence by an SABC committee member, proxy votes will not be factored into the budget allocation process
• Debates about funding specific requests must be professional and appropriate.

Accessing Funds

Access to funding is frozen each semester until the organization’s President and Treasurer attend a Basic Training Workshop offered by the Office of Student Leadership and Community Development.

Over-Expenditures

It is the responsibility of each club or organization to know how much money it has available for spending at any given time. It is the policy of the SABC and the Office of Student Leadership and Community Development that no club or organization may spend more for an event than the club or organization has been allocated by the SABC. If, during the course of a semester, an organization discovers that it needs additional funds, the club may appeal for additional funding to the SABC, Dean of Students or Director of Student Leadership and Community Development.

Surpluses 


Any SABC-allocated funds remaining in a club’s account at the end of a semester will revert to the SABC contingency account. These monies will be allocated along with the next semester’s Student Activities Fee. Monies generated through a club’s activities will remain in the respective club’s SABC account.

Revenue Generating Activities


Within the parameters of the University’s policies on sales, solicitations, and fund raising, student clubs and organizations are encouraged to organize events and programs to raise funds for their specific purposes. These funds can be used only for purposes consistent with those of the club or organization and University policy. These monies must be deposited with the Executive Secretary of Student Leadership and Community Development on the next business day.

All revenue collected by student clubs for fund-raisers, advertising, ticket sales etc., must be given to Office of Student Leadership and Community Development for deposit immediately upon receipt.

Inactive Clubs


Any self-generated funds in the account of a club or organization that has been inactive for a period of two consecutive years (four consecutive semesters) will automatically revert to the general contingency fund.

Amendment Guidelines


The SABC will review their guidelines annually in the middle of the spring semester. Any changes in the structure or guidelines of the SABC require a three-fourths majority of voting members (written proxies will be accepted) in order to be approved. Any such changes are subject to review by the Director of Student Leadership and Community Development and the Dean of Students. 

SABC Funding of Student Travel


Any group of students interested in traveling off campus as representatives of the University must first receive approval for the trip from the Dean of Students or a designate. Once approved, the group leader must provide the following information to the Office of Student Leadership and Community Development for each student traveling: 

• Name of student Traveling

• Local contact information;

• Emergency contact information;

• Dates and Times of the trip;

• Travel destination;

• Means of transportation;

• Contact person/phone number at destination;

It may be necessary, as determined by the Dean of Students or a designate, for the group to be accompanied by a Fordham University chaperone. Chaperones are staff members of the Division of Student Affairs, faculty members or other administrators approved as trip chaperones by the Director of Student Leadership and Community Development and/or the Dean of Students. All students traveling are expected to abide by the Fordham University policies as published in the Student Handbook.

Guidelines for Student Travel Funded by the Student Activities Budget Committee


"Travel" is defined as any trip outside the five boroughs of New York City or the immediate tri-state area or a conference. Student travel must be sponsored by a recognized student club, organization or department sponsored group. The purpose for the travel must be representative of the approved purpose of the student group. New clubs that are on probation are not eligible to submit travel requests.

• Students interested in attending a conference and/or organizing student travel must meet with the Assistant Director for Programming or the Director of Student Leadership and Community Development and provide detailed conference information. Each student who is interested in attending the conference must complete an application.
• Student participants should be accompanied by a Fordham University chaperone. Chaperones are staff members of the Division of Student Affairs, faculty members or other administrators approved as trip chaperones by the Director of Student Leadership and Community Development and/or Dean of Students.
Funding: An itemized funding request must be submitted to SABC either with the club budget or as an appeal or reallocation during the semester. SABC, the Director of Student Leadership and Community Development and/or the Dean of Students will only fund conference registration fees, hotel accommodations and non-Manhattan travel (including airfare, train and bus tickets). Meal expenses will not be reimbursed. In the itemized funding request, the club must demonstrate reasons why this travel is sufficiently important to the club and the university community that they should be granted funding for it by SABC. These reasons must include why this travel will benefit the Fordham student participants and how the knowledge they obtain at the conference will enhance the club’s programs when they return to campus. SABC will make decisions regarding conference funding on the basis of each individual request.
• Number of Participants: This will be determined through a tiered system depending on the location and cost of the conference.

Local Conferences:  The term "local conference" refers to all conferences taking place within the five boroughs of New York City and the immediate tri-state area. For these conferences, clubs will be granted no more than $1,500. Clubs may appeal to take as many students as the amount of funding allocated will allow them to bring. The funding request should include the names of the students that the club would like to bring to the conference and a justification for why the club desires to bring that particular number of people. However, clubs will not automatically be granted the maximum amount of $1,500 for a local conference. SABC reserves the right to review, alter, and deny any appeals for a local conference based on the number of attendees and the cost of attending the conference.

Non-Local Travel:  The term "non-local travel" refers to all travel that does not fall within the above definition of a local conference. SABC will fund no fewer than two (one student / one chaperone) and no greater than four (three students / one chaperone) attendees for any single instance of non-local travel. SABC reserves the right to review, alter, and deny any appeals for non-local travel based on the cost. If a group wants to send additional participants beyond the maximum amount that SABC will fund, the group must offset the costs with self-generated funds. The Director of Student Leadership and Community Development can provide fundraising guidelines. All fundraising initiatives must be approved. On rare occasions and as deemed appropriate by the Director of Student Leadership and Community Development and/or the Dean of Students, the number of funded participants may be increased, but this will be determined on a case-by-case basis.

• Seniors: Graduating seniors will not be funded by SABC unless their participation in the conference is a culmination of their four-years of involvement in a specific student organization. The Director of Student Leadership and Community Development and/or the Dean of Students will determine whether a senior’s participation in a SABC-funded conference is appropriate for funding. Seniors who wish to attend a conference may join the student delegation if he/she assists in the financing of the conference.
• Housing Accommodations: Participants will only be housed in single-sex accommodations. Chaperones will be housed in his/her own room.
• Travel Agency: All air travel reservations must be booked through the University travel agent, Omega Travel. Omega Travel can be reached at x5840.
• Student Behavior: All students are expected to abide by the Fordham University policies published in the Student Handbook. Any policy violations that take place during the entirety of the event will be referred to the Dean of Students and/or the Director of Residential Life. Participants may not consume alcohol (or other drugs) during the entire trip.
• Agreement: All students participating in travel must sign a travel contract that he/she will participate in conference sessions and other important activities associated with the program as well as adhere to Fordham University’s Student Code of Conduct.
• Post-Conference Report: Every club that attends a conference must submit a report upon their return consisting of the following:
          a) A copy of the conference agenda
          b) A list of the specific activities the members of the club attended while at the conference
          c) What each member of the club learned at the conference and how he or she will relate this information to his or her role as a student leader in the FCLC community
          d) In the opinion of the attendees, whether the conference was good or not and why
          e) Whether or not this conference is one the club would like to attend again.  These reports shall be submitted within two weeks after the group returns from the conference.


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