Student Activity Finance Board Code v1.2

ARTICLE I. STRUCTURE AND DUTIES

Section 1. The Student Activity Finance Board (SAFB) is to follow the Equal Opportunity Act of the University of Missouri System.

Section 2. The Student Activity Finance Board shall be charged with the appropriation of all collected student activity fees including:

Direct Student Funding Fees – these are dedicated fees collected for those recognized student organizations and activities that have been approved by the Student Council.
External Funding Fees – these are funds available for distribution to recognized student organizations which receive less than twenty-five percent of their operating budget from the fees described in A above.
Equipment and Contingency Fund Fees – these are funds available for purchases of equipment (of $5000 or more) or unforeseen circumstances that are not otherwise in the budget of the organization requesting funds.

Section 3. The Student Activity Finance Board has the following duties and powers:

To provide to the Student Council a recommendation of student activity fees and their distribution to recognized student organizations.
To audit recognized student organizations at its own discretion or at the request of the Student Council Executive Board.

Section 4. To be eligible to serve on the Student Activity Finance Board, members must meet the following criteria during their entire term on the Board:

All members must be students and voting members must have been enrolled for a minimum of two semesters at the Missouri University of Science and Technology.
All members, with the exception of associate members, must have a cumulative GPA of 2.5 or higher.
No more than two members of SAFB, excluding associate members, may be members of a single fraternity, a single sorority, a defined community in a residence hall, an Student Activity Fee funded organization, with the exception of Student Council, or voting members of the Interfraternity Council, the Residence Hall Association, or the Panhellenic Council.
In order to be eligible to serve on SAFB, voting member applicants must fill out a formal application, available on the Student Council website, and a physical copy must be turned in to the SAFB Chair. After submission of the application, SAFB shall then schedule an interview with the applicant within one week. If positions are available on SAFB, applicants may be voted upon to become SAFB electees by a majority vote of SAFB after all current applicants have interviewed.
1. Each individual SAFB electee shall be brought forth to Student Council to be approved to serve on SAFB by a two-thirds vote of Student Council. Only SAFB may bring forth nominees to be approved by Student Council.
2. If no voting positions are available, an applicant may become an associate member of SAFB by a majority vote of SAFB.
Associate SAFB members hold all rights as other SAFB members except they cannot vote and need not be confirmed by Student Council.
1. The SAFB Chair, with approval by a majority of SAFB, may appoint Associate members as is deemed necessary to prepare for expected vacancies on the Board.
2. If a voting position becomes vacant, associate members may become a voting member by following the procedures outlined in Article I, Section 4, Subsection D

Section 5. The Student Activity Finance Board’s membership shall consist of the following:

Ex-officio members – these members shall oversee and act as advisors to SAFB. They shall be as follows:
1. SAFB Alumni Advisor – this person shall be the immediate past SAFB Chair.
2. SAFB Advisor – this person shall be the Student Council Treasurer.
There shall be 14 voting members selected to serve on SAFB. Seven of these members shall serve on the External Funding Committee (EFC) and seven of these members shall serve on the Direct Student Funding Committee (DSF).
1. Associate members shall be placed on committees at the SAFB Chair’s discretion.
All SAFB voting members must serve on one, and only one, committee.
No more than one voting member of each committee may be a member of a single fraternity, a single sorority, a defined community in a residence hall, a Student Activity Fee funded organization, with the exception of Student Council, or voting members of the Interfraternity Council, the Residence Hall Association, or the Panhellenic Council.
Any SAFB member who is a member of an organization that receives funding through the yearly Student Activity Fee Referendum may not take part in that organization’s funding process, with the exception of Student Council. Any SAFB member who was a member of an organization that receives funding through the yearly Student Activity Fee Referendum may not take part in that organization’s funding process for at least two semesters after leaving that organization.
There shall be three additional non-voting members of SAFB. They are as follows:
1. SAFB Chair
  1. The SAFB Chair shall have served a minimum of two semesters on SAFB.
  2. The SAFB Chair shall serve only one term, which shall begin when approved by Student Council at the first Student Council meeting in January and shall end upon the approval of the new chair by Student Council the following calendar year.
  3. At the end of the term, the member may stay on SAFB as a non-voting advisor for one year only. After serving as an advisor, the member becomes ineligible to serve on SAFB for the remainder of his or her college career.
  4. A majority of SAFB shall elect the SAFB Chair with approval by a two-thirds vote from Student Council.
  5. The SAFB Chair is an ex-officio member of both Student Council and Student Council’s Executive Committee.
2. Director of Direct Student Funding
  1. The Director of the Direct Student Funding Committee shall serve a term that begins when approved by Student Council at the first Student Council meeting in January and shall end upon the approval of the new Director by Student Council the following calendar year.
  2. A majority of SAFB shall elect the Director with approval by a two-thirds vote from Student Council.
  3. This Director shall be responsible for the Direct Student Funding (DSF) Committee.
3. Director of External Funding
  1. The Director of the External Funding Committee shall serve a term of one semester that begins when approved by Student Council until the next Director has been approved by Student Council.
  2. A majority of SAFB shall elect the Director with approval by a two-thirds vote from Student Council.
  3. This Director shall be responsible for the External Funding Committee (EFC)

Section 6. Membership Removal

All members of SAFB shall serve until they vacate their position from the board, become ineligible, or are removed from their position.
1. SAFB members, including the SAFB Chair and Committee Directors, may be removed from their positions by a majority vote of SAFB and two-thirds approval of Student Council.
The SAFB Chair or the Committee Directors may be recalled by Student Council by a unanimous minus one majority vote.
1. Any voting member of Student Council who is serving on SAFB shall be ineligible to vote for this recall. They may proxy their vote to another representative as outlined in the Student Council Constitution and Bylaws for this vote.
  1. In order to allow for proxies, notice must be given to the Student Council President that this recall shall occur four days prior to the given Student Council meeting. The Student Council President must then pass this intention along to SAFB members, and Student Council members.
2. Before the recall is initiated, and during the recall proceedings, the following guidelines should be taken into consideration:
  1. Have complaints from organizations requesting funds been made regarding the person facing the recall?
  2. Have complaints from SAFB members been made regarding the person facing the recall?
  3. Has the person shown a lack of planning regarding deadlines stated in the Code?
  4. Has the person been approached by administrators or Student Council Officers regarding his or her performance?
  5. Has the person being recalled directly violated the SAFB Code?
In the event that the SAFB Chair position becomes vacant, Student Council Officers, by a majority vote, shall elect an interim Chair until a new Chair can be elected to fulfill the remaining term as outlined in Article I, Section 5, subsection F, sub-subsection a.
1. The recommended order of candidates to be considered for the interim position shall be the DSF Director, EFC Director, SAFB voting members, and SAFB associate members.
2. The interim Chair shall not serve in that capacity past the second regularly scheduled Student Council meeting following the time of appointment.
In the event that a Committee Director position becomes vacant, the SAFB Chair, with approval by a majority vote of the Student Council Officers, shall appoint an interim Director until a new Director can be elected to fulfill the remaining term as outlined in Article I, Section 5, subsection F, sub-subsection b or sub-subsection c. If there is no SAFB Chair, Student Council Officers, by a majority vote, shall appoint the interim Director in the Chair’s stead.
1. Any SAFB member, past or present, shall be eligible to serve as the interim Director.
2. The interim-Director shall not serve in that capacity past the second regularly scheduled Student Council meeting following the time of appointment.

Section 7. SAFB Procedures

Each committee shall review and administer all requests for funding and shall present their recommendations to SAFB. All recommendations for funding must be approved by SAFB with a majority vote before the recommendation may be brought before Student Council.
In the case of a tie during SAFB voting, the SAFB Chair and the two Directors shall vote to break the tie.
The fiscal agent of an organization receiving funding from any part of Section 2 of this article must be present at the Student Council meeting at which their funding request shall be voted upon. Failure to appear at said meeting is grounds for a recommendation for no funding.

ARTICLE II. DIRECT STUDENT FUNDING COMMITTEE

Section 1. Responsibilities of the Direct Student Funding Committee

The Direct Student Funding Committee shall provide financial assistance to eligible organizations and present recommendations to the student body on what they find to be appropriate funding for each group. The Committee shall act as a liaison in assessing both student body expectations and organization needs.
Any organization that is not currently receiving Direct Student Funding shall submit to the SAFB chair and DSF director a document of no more than two pages giving the reasons the organization feels it meets the eligibility requirements and should receive student funding . They shall also submit an initial budget that includes both expenses and income for their first proposed funding year, excluding expected Direct Student Funding. This must be done in the spring semester, two weeks before the second to last General Student Council meeting.
1. Eligible organizations shall be defined as organizations that fall into at least one of the following categories:
  1. Campus Departments providing student activities,
  2. Programming Boards,
  3. Media Organizations,
  4. Governing Bodies,
  5. External Funding Committee accounts, or
  6. Any other organization that benefits the entire student body without regard to membership.
2. Approval of the applying organization shall be with an SAFB majority vote and a three-fourths Student Council vote at the second to last General Student Council meeting of the spring semester.
3. Organizations shall remain approved for Direct Student Funding until one of the following criteria occur.
  1. The organization’s scope changes such that it no longer meets the definition of an eligible organization,
  2. The organization is approved by Student Council for zero dollars of DSF Funding for two consecutive years, or
  3. SAFB unanimously recommends that the organization be removed from DSF.
SAFB shall present the organizations under consideration for removal from Direct Student Funding to the Student Council.
1. It is recommended that the organizations under consideration have a minimum of ten minutes to present any case for remaining approved for funding.
2. Student Council shall approve this removal by a three-fourths vote.
3. An organization removed from Direct Student Funding shall be eligible for EFC Club Appropriations the first semester after its approved budget expires.
SAFB shall have access to all pertinent fiscal information from organizations requesting fees, including audits.

Section 2. Final Student Activity Fee Recommendations

The Student Activity Fee recommendation procedure shall follow the calendar set by the SAFB Code Review Committee the previous spring semester. This calendar shall be set in accordance with the Direct Student Funding Recommendation Process Guidelines.
All organizations receiving Direct Student Funding shall appoint their current fiscal agent to serve as the organization’s liaison to the Direct Student Funding committee. When a new fiscal agent is elected or appointed to the organization requesting funding, the former fiscal agent shall see that the new fiscal agent is trained in the areas of budgeting and bookkeeping. The newly appointed fiscal agents must contact SAFB to inform it of their position.
SAFB shall assist the organizations requesting funding in preparing their budgets. The process for submitting requests for student activity fees shall be as follows.
1. Organizations shall submit their preliminary budgets to SAFB.
2. SAFB shall review these budgets and recommend any changes to the organizations. SAFB shall return any recommendations for changes to the organization’s budget.
3. SAFB shall meet with representatives of each organization to discuss the budget proposal for that organization.
4. Organizations shall submit both an electronic and physical copy of their final proposals to the SAFB Chair.
5. If a complete budget is turned in after the established dates without an approved written excuse to SAFB, the organization shall not be eligible for funding for the fiscal year in question. All written excuses turned in to SAFB must be approved by a two-thirds majority vote of SAFB in order for the said organization to be eligible for funding.
SAFB shall hold an open forum concerning the proposed student activity fees for the student body during the General Student Council meeting set by the calendar. Information about each organization, including the current level of funding, the requested level of funding, and the Board's recommended level of funding shall be made available.
1. During this open forum, Student Council and the entire student body may make recommendations to adjust the Student Activity Fee recommendation. SAFB may decide whether to follow or ignore such recommendations.
The Student Council shall debate, amend if needed, and vote during the next Student Council meeting on the Direct Student Funding recommendations for the subsequent academic year. These recommendations shall then be submitted to the Vice Chancellor for Student Affairs and the Chancellor no later than the first full week in November or the deadline given by Student Affairs.
1. The Student Activity Fee recommendation for Student Council, if any, cannot be amended by Student Council.
2. No Student Activity Fee may be used to pay for automotive travel expenses other than at a standard rate set by the University of Missouri System.
SAFB shall release all recommendations to funded organizations and the student body no less than 72 hours in advance of both aforementioned meetings.
The Student Council President shall be responsible for seeing that the recommendations of the Student Council are defended at every level of the university administration.

Section 3. Activity Fee Incident Procedures

Should an organization receiving Direct Student Funding incur a debt or violate University procurement policy, SAFB shall recommend that Student Council place that organization on probationary status with a simple majority vote.
Organizations on probationary status must:
1. Provide SAFB a written explanation of how the debt or violation occurred along with an outline of how the organization shall rectify the debt, and
2. Have their fiscal agent meet no less than every two weeks with an SAFB representative to discuss their budget.
Once the organization has rectified the debt, SAFB must review the probationary status. If SAFB feels the organization can handle its own finances, SAFB may recommend that the organization be taken off of probationary status using the procedure listed in Article II, Section 3, subsection D.
Student Council may, at the request of SAFB, remove an organization from probationary status with a three-fourths vote.
Any organizations placed on probationary status three or more times in a five-year period − or not abiding by the terms of Article II, Section 3, subsection B – shall not be eligible to receive direct student funding for a period of no less than one year.

Section 4. Equipment and Contingency Fund

The Equipment and Contingency Fund shall be administered by SAFB at the time of its Direct Student Funding referendum in the fall.
The purpose of the Equipment and Contingency Fund shall be to:
1. Enable all University-recognized organizations, excluding University-approved housing, to make long term purchases on a limited basis that cost more than a total of $5,000;
2. Provide a contingency fund for the External Funding Committee; and
3. Provide a contingency for other recognized student organizations.
Organizations requesting funding from the Equipment and Contingency Fund, under Article II, Section 4, subsection B, sub-subsection a, shall supply a summary of their request, including copies of their projected and actual budgets for the past three years, to the Student Activity Finance Board. Two price quotes must be included.
Organizations requesting funding from the Equipment and Contingency Fund under Article II, Section 4, subsection B, sub-subsection c shall supply the Student Activity Finance Board with a summary of their request, including a formal explanation of the events leading up to the request. This documentation shall be kept by SAFB and Student Life in order to provide continuity of the SAFB Code.
To approve equipment funding (Article II, Section 4, subsection B, sub-subsection a), Student Council must approve with a majority vote a request after being given a recommendation by SAFB. The encumbrance of funds shall be spread evenly over two or more semesters. Funding approval applies for all the scheduled semesters.
In the event that any External Funding line item exceeds the estimated cost approved by the Student Council, up to ten percent of the amount appropriated can automatically be taken from the Equipment and Contingency Fund. Should the additional amount exceed ten percent of the amount appropriated, the Board shall review the request and follow the procedure outlined in Article II, Section 4, subsection G.
To approve the use of the Equipment and Contingency Fund (Article II, Section 4, subsection B, sub-subsections b & c), other than the procedure outlined in Article II, Section 4, subsection F, a majority of SAFB may recommend to Student Council immediate allocation at any time during the academic year, requiring a majority vote to pass.
Cancellation of an equipment purchase shall cause any remaining funds to become unavailable to the organization.
SAFB must follow up on all requests made to this fund.
Funds appropriated by the Board from the Equipment and Contingency Fund must be spent within one calendar year from the time the funds are available. If the organization has not used the fund to make their equipment purchase within the given time frame, the funds for the purchase shall no longer be available to the organization.

ARTICLE III. EXTERNAL FUNDING COMMITTEE

Section 1. It shall be the responsibility of the External Funding Committee (EFC) to review requests for and to administer the Club Appropriations Fund, the Professional Projects Fund, the Non-Varsity Sports Fund, and the Campus Events Fund.

Section 2. It shall be the responsibility of the External Funding Committee to administer facility appropriations.

Section 3. It shall be the responsibility of the External Funding Committee to follow up on any purchases made through the Club Appropriations Fund, Professional Projects Fund, Non-Varsity Sports Fund, or Campus Events Fund.

Section 4. In order to transfer money from one organization to another organization during a Student Council EFC funding approval meeting, a three-fourths majority vote of Student Council is required; moreover both organizations must be listed within the same EFC fund. These provisions for transferring money can be used for organizations in any of the above-listed EFC funds, but money cannot be transferred from one EFC fund to another EFC fund.

Section 5. Any organization receiving funds from one EFC fund cannot receive money from any other EFC fund for the same expense or event.

Section 6. Club Appropriations Fund

The purpose of the Club Appropriations Fund is to financially help new organizations and to help existing organizations fund programs or equipment that would normally be beyond their budgeted resources.
Organization’s eligibility:
1. New recognized student organizations may receive funds. For these purposes, a group becomes a new organization when Student Life approves its proposed constitution. It may request funds as a new organization during the first three set appropriation periods following this approval, or by special consideration approved by SAFB.
2. All University-recognized organizations, excluding university-approved housing, may receive funds. Existing organizations receiving Direct Student Funding may only receive EFC funds for equipment for which money has not already been appropriated through Direct Student Funding.
3. No organization can receive EFC funding for three consecutive appropriation periods, excluding Direct Student Funding.
The Committee shall advertise the Club Appropriations Fund and the application deadline at the beginning of each semester for at least two weeks prior to the Friday of the third week of school, which shall be the day on which all applications are due. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Student Council Executive Board meeting of each academic semester.
Equipment approved by Student Council through club appropriations for an organization must be a one-time purchase lasting for at least three years, have a permanent on-campus storage place, and be used by the organization to achieve their mission. If no storage space is available on-campus for equipment and an organization has made arrangements for off-campus storage, Student Council may at its own discretion approve funding for such equipment, provided that all off-campus storage arrangements were previously disclosed to SAFB.
1. The organization must provide a minimum of two price quotes for each piece of equipment that the organization is requesting. The lowest price quote must be accepted for equipment requests unless the requesting organization can show just cause to accept another quote
To be considered for funding, organizations must complete the Club Appropriations Fund application and submit it to the External Funding Committee by the deadline stated on the application.
1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
2. To be eligible for funding, a representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
3. Student Council shall consider the requests at one General Student Council meeting each semester.
The maximum amount approved for any one organization during an academic semester shall not exceed 30 percent of the semester starting balance of the Club Appropriations Fund for that academic semester. During an academic year, no organization can receive more from this fund than the minimum amount required for Equipment and Contingency Fund requests; this provision may be waived by a two-thirds majority of SAFB.
The main motion to approve the recommendations of the External Funding Committee requires a two-thirds majority vote of Student Council and is not divisible.
Organizations approved for Club Appropriations Funding shall follow the following procedure.
1. A representative of the organization shall meet with a representative of the Office of Student Activities to make arrangements for the use of the appropriated funds within 30 days of Club Appropriations funding approval. The Administrative Associate shall inform the organization as to the current University regulations concerning the method of spending the funds.
2. If the amount of purchase is greater than the amount approved for that purchase, the difference, up to ten percent of the amount approved, shall also be paid from the Equipment and Contingency Fund. If the amount of purchase is less than the quote accepted, the difference shall immediately revert back to the Club Appropriations Fund.
3. Organizations must spend the funds within the semester they were approved, or the funds become unusable to the organization.
Programming sponsored in part or in whole by club appropriations must acknowledge Student Council support on all campus-wide publicity.
If an expenditure for which money was appropriated is canceled, another expenditure may be substituted with a two-thirds approval of SAFB. Any substituted expenditure must be made during the semester for which the money was originally appropriated.
Student Council reserves the right to revoke any appropriations at any time prior to the expenditure of the appropriated funds. This action requires a three-fourths vote of Council. The money revoked shall be unusable until the end of the semester, when it shall revert back to the Club Appropriations Fund.
If an organization decides that it no longer needs equipment purchased through the Club Appropriations Fund, ownership shall revert back to the Club Appropriations Fund account. The External Funding Committee may dispose of these items as they see fit, with all proceeds from the sale of these items going to the Club Appropriations Fund.
The Director of the External Funding Committee, in consultation with the committee, shall recommend changes, if any are needed, to how much of the Student Activity Fee goes to the Club Appropriations account for the following academic year. The Director of the External Funding Committee shall present this budget to SAFB during the Student Activity Fee process.
When making their recommendations each semester for club appropriations, eight items shall be taken into account by the External Funding Committee.
1. New organizations shall be given priority in funding and may receive money for operational costs, equipment, and programming. Only new organizations may receive funds for operational expenses.
2. The scope and necessity of the service that the organization provides to the campus as a whole. How many Missouri University of Science and Technology students shall benefit per dollar spent? Requests that benefit the entire campus shall be given first priority.
3. Is the item being requested beyond the organization's budgeted resources? What alternatives does the organization have if it does not receive funding?
4. How shall the funding be used by the organization? How shall the requested funds help the organization achieve their goals at the current time and in the future?
5. How much funding has the organization received from Student Council in the past five years, and how have they used that funding?
6. How much money has the organization tried to raise from other sources (fundraising, dues, donations)? New organizations are not required to have other sources.
7. For equipment requests, how available is the requested equipment from a department on campus, another campus organization, or in the surrounding area? What percentage of the total cost is the organization funding? Organizations that are providing matching funds shall be given priority based on the percentage of the total cost that they are funding.
The following are not to be funded:
1. Any expense judged to be the responsibility of a University department or of individual members of the organization including but not limited to conventions, trips, and food and refreshments for regular meetings;
2. Deficits incurred by the organization;
3. Any expenses incurred prior to the approval of funding with the exception of new organizations, which may apply for funds for expenses incurred or commitments made during the current semester;
4. The purchase of alcohol;
5. Off-campus activities if adequate facilities are available on campus;
6. Any requests for computer software, computers, or components thereof; and
7. Professional Projects, Non-Varsity Sports, or recurring campus-wide events.

Section 7. Professional Projects Fund

During the spring semester, the External Funding Committee Director shall generate a list of organizations that shall be recognized as Professional Projects for the following fall semester. This is to be approved by a two-third majority vote of Student Council. When approved, this list is to be posted on the Student Council website.
The External Funding Committee shall advertise the Professional Projects Fund and the application deadline at the beginning of the fall semester for at least two weeks prior to the Friday of the third week of school, which shall be the day on which all applications are due. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Executive Board meeting of the fall semester.
Each Professional Project group shall supply the following to SAFB when turning in the Professional Projects application in the fall of each year:
1. A copy of the previous year’s (August to August) budget and actual expenditures,
2. A copy of the current year's budget including all sources of income, expected income, and all expected expenditures. This budget shall be signed by the group’s designated fiscal agent, president, and faculty advisor and shall include the addresses and phone numbers of each; and
3. A summary of the previous year's activity, including all competitions and similar activities.
Professional Project groups may not have off-campus accounts and shall only transfer funds through a University account.
1. Each professional project group may request up to 50 percent of their expenses from the Professional Projects Fund.
Early in the fall semester, the Director of the External Funding Committee will make him- or herself available to assist Professional Projects in preparing their budgets
Funds for Professional Project appropriations shall come from the Professional Projects Fund of the Student Activity Fee.
1. If equipment for which money was appropriated is not purchased, other equipment or events can be substituted with a two-thirds approval of SAFB. Any substituted equipment or events must take place during the calendar year for which the money was originally appropriated.
To be considered for funding, organizations must complete the Professional Projects Fund application and submit it to the External Funding Committee by the deadline stated on the application.
1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the fall semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
2. To be eligible for funding, a representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
3. Student Council shall consider the requests at one General Student Council meeting in the fall semester.
These Professional Projects appropriations shall be for the entire year, although half of the funds may not be available until spring semester Activity Fees are paid.
The Director of the External Funding Committee, in consultation with the committee, shall recommend changes, if any are needed, to how much of the Student Activity Fee goes to the Professional Projects account for the following academic year. The Director of the External Funding Committee shall present this budget to SAFB during the Student Activity Fee process.
Equipment approved by Student Council through the External Funding Committee must have an on-campus storage place, and be used by the organization to achieve their mission. The lowest price quote must be accepted for equipment requests unless the requesting organization can show just cause to accept another quote.
1. The organization must provide at minimum two price quotes for each piece of equipment that the organization is requesting.
Any professional project or group of professional projects may request money to be set aside for a piece of required equipment. The total cost of this item must be less than the amount required in the Equipment and Contingency Fund. Appropriated money shall roll over to the following year, at which time it may be increased.
1. The amount set aside cannot exceed the amount originally proposed for the total cost of the equipment. The allocated amount must be used for the item that the funds were originally set aside for, unless all organizations involved in requesting money agree to change the item, SAFB votes by a two-thirds majority to change it, and Student Council approves the change.
2. If the rollover line item amount is not increased or spent in three years, the money may be put back into the Professional Projects Fund by a two-thirds vote of SAFB.
Funds from the Professional Projects Fund must be spent within the year they were approved, or the funds become unusable to the Professional Project group with the exception of funds specifically requested to be set aside for larger purchases.

Section 8. Non-Varsity Sports Fund

During the spring semester, the External Funding Committee Director shall generate a list of organizations that shall be recognized as Non-Varsity Sports for the following fall semester. This is to be approved by a two-third majority vote of Student Council. When approved, this list is to be posted on the Student Council website.
The External Funding Committee shall advertise the Non-Varsity Sports Fund and the application deadline at the beginning of the fall semester for at least two weeks prior to the Friday of the third week of school, which shall be the day on which all applications are due. The Committee shall be responsible for receiving and reviewing any requests. The Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board no later than the third Student Council Executive Board meeting of the fall semester.
Each non-varsity sport shall supply the following to the Student Activity Finance Board when turning in the Non-Varsity Sports Fund application in the fall of each year:
1. A copy of the previous year’s (August to August) budget and actual expenditures,
2. A copy of the current year's budget (August to August) including all sources of income and all expected expenditures. This budget shall be signed by the group’s designated fiscal agent, president, and faculty advisor and shall include the addresses and phone numbers of each; and
3. A summary of the previous year's activity, including all competitions and similar activities.
Non-varsity sports may not have off-campus accounts and shall only transfer funds through a University account.
Early in the fall semester, the Director of the External Funding Committee will make him- or herself available to assist Non-Varsity Sports in preparing their budgets.
Funds for non-varsity sports shall come from the Non-Varsity Sports Fund of the Student Activity Fee.
To be considered for funding, organizations must complete the Non-Varsity Sports Fund application and submit it to the External Funding Committee by the deadline stated on the application.
1. Requests turned in after the deadline but before the third Student Council Executive Board meeting of the fall semester shall not be accepted unless excused prior to the deadline by the External Funding Committee.
2. To be eligible for funding, a representative from the organization must meet with the Committee prior to the Committee’s recommendation to the Student Council Executive Board, either during the regularly scheduled interviews or at another mutually agreeable time. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
3. Student Council shall consider the requests at one General Student Council meeting in the fall semester.
These Non-Varsity Sports appropriations shall be for the entire academic year, although half of the funds may not be available until spring semester Activity Fees are paid.
The Director of the External Funding Committee, in consultation with the committee, shall recommend changes, if any are needed, to how much of the Student Activity Fee goes to the Non-Varsity Sports account for the following academic year. The Director of the External Funding Committee shall present this budget to the Student Activity Finance Board during the Student Activity Fee process.
Funds from the Non-Varsity Sports Fund must be spent within one year of the date approved, or the funds become unusable to the non-varsity sport.

Section 9. Campus Events Fund

The purpose of the Campus Events Fund is to help organizations sponsor campus events.
Organization and event eligibility:
1. A university-recognized organization may apply for funds.
2. Existing organizations receiving Direct Student Funding shall only receive money for events not already funded by their Student Activity Fee Budget.
3. Organizations applying for funding must show that 30 percent of the amount required has been raised by their organization independent of Campus Event Funds.
4. Organizations must submit an estimate as to number of participants in the event, including members and non-members of the organization.
5. The event is a recurring campus-wide event held once a year,
6. Occurred in the year directly prior to the request,
7. Will be open to all students, and
8. If at all possible, is being held on university property.
The External Funding Committee shall advertise the Campus Events Fund and the application process throughout the year. The Committee shall be responsible for receiving and reviewing any requests.
To be considered for funding, organizations must complete the Campus Events application and return it to the External Funding Committee at least sixty days prior to the event.
1. The External Funding Committee shall review all applications and records and shall submit its recommendations to the Student Council Executive Board within twenty days during the fall and spring semesters of the submittal of the application.
2. For events occurring during the first 60 days of a semester, applications must be submitted to the External Funding Committee during the semester (fall or spring) prior to the event. The applications must be received by the External Funding Committee no less than 40 business days before the end of the semester. The External Funding Committee must then review the application and submit its recommendation to the Student Council Executive Board by the second to last Student Council Executive Board meeting of the prior semester
3. To be eligible for funding, a representative from the organization must meet with the External Funding Committee at a mutually agreeable time prior to the Committee’s recommendation to the Student Council Executive Board. A representative of the requesting organization shall be expected to answer questions about the applications at the meeting with the External Funding Committee.
4. Student Council shall consider the requests at a General Student Council meeting.
The main motion to approve the recommendations of the External Funding Committee requires a two-thirds majority vote of Student Council and is not divisible.
Organizations approved for Campus Event Funding shall follow the following procedure.
1. A representative of the organization shall meet with a representative of the Office of Student Activities to make arrangements for the use of the appropriated funds within 30 days of the Campus Events funding approval. The Administrative Associate shall inform the organization as to the current University regulations concerning the method of spending the funds.
2. If the amount of purchase is greater than the amount approved for that purchase, the difference, up to ten percent of the amount approved, will also be paid from the Campus Events Fund. If the amount of purchase is less than the quote accepted, the difference shall immediately revert back to the Campus Events Fund.
Programming sponsored in part or in whole by the campus events fund, must acknowledge Student Council support on all campus-wide publicity.
If an expenditure for an event for which money was appropriated by Student Council needs to be changed, another expenditure may be substituted with a two-thirds approval of SAFB. Any substituted expenditure must be for the same event for which the money was originally appropriated.
If a campus event for which money was appropriated by Student Council needs to be rescheduled, SAFB must be notified prior to the event’s original date and time. The proposed new date must be approved by a two-thirds majority vote of SAFB. The SAFB approval vote for the new date need not occur before the event’s original date and time, but said vote must occur prior to event’s rescheduled date and time.
1. If SAFB rejects all new dates on which an event can be rescheduled, an organization may appeal SAFB’s decisions to Student Council at the next general council meeting. After hearing the reasons why SAFB rejected the proposed new dates and the reasons why the organization considers their dates reasonable, Student Council can overrule SAFB and approve a date with a two-thirds majority vote.
2. If no acceptable date can be mutually agreed upon by an organization and SAFB, or upon appeal, by an organization and Student Council, all allocated funds for that event shall revert back to the Campus Events Fund.
Student Council reserves the right to revoke any appropriations at any time prior to the expense for which money was approved. This action requires a three-fourths vote of Council. The money revoked shall be unusable until the end of the semester, when it shall revert back to the Campus Events Fund.
If an organization decides that it no longer needs items or funding through the Campus Events Fund, ownership shall revert back to the Campus Events Fund account. The External Funding Committee may dispose of these items and funds as they see fit, with all proceeds from the sale of these items going to the Campus Events Fund.
The Director of the External Funding Committee, in consultation with the committee, shall recommend changes, if any are needed, to how much of the Student Activity Fee goes to the Professional Project account for the following academic year. The Director of the External Funding Committee shall present this budget to SAFB during the Student Activity Fee process.
When making their recommendations for Campus Events Funds, the External Funding Committee shall take these items into account.
1. The scope and necessity of the service that the organization provides to the campus as a whole. How many Missouri University of Science and Technology students shall benefit per dollar spent? Requests that benefit the entire campus shall be given first priority.
2. Is the item beyond the organization's budgeted resources? What alternatives does the organization have if it does not receive funding?
3. How will the funding be used by the organization? How will the requested funds help the organization achieve their goals at the current time and in the future?
4. How much funding has the organization received from Student Council in the past five years, and how have they used that funding?
5. How much money has the organization tried to raise from other sources (fundraising, dues, donations)?
6. For equipment requests, how available is the requested equipment from a department on campus, another campus organization, or in the surrounding area? What percentage of the total cost is the organization funding? Organizations that are providing matching funds shall be given priority based on the percentage of the total cost that they are funding.
7. All decisions shall follow the Missouri University of Science and Technology Discrimination Policy.
8. How does your organization plan to advertise to the student body as a whole?
The following are not to be funded:
1. Any expense judged to be the responsibility of a University department or of individual members of the organization including but not limited to conventions, trips, and food and refreshments for regular meetings;
2. Deficits incurred by the organization;
3. Any expenses incurred prior to the approval of funding;
4. The purchase of alcohol;
5. Off-campus activities if adequate facilities are available on campus;
6. Any requests for computer software, computers, or components thereof; and
7. Professional projects or non-varsity sports.

ARTICLE IV. CODE AMENDMENT, REVIEW, AND DISSEMINATION

Section 1. This Code shall be reviewed by the SAFB Annual Review Committee. This committee shall form after the conclusion of the Student Activity Fee funding process occurring during the fall semester.

Membership shall be open to the entire student body and shall be advertised for a minimum of two weeks prior to the formation of the committee.
The Student Council President shall be responsible for appointing both the Chair and the Vice Chair of the committee by the second General Student Council meeting of the fall semester.
1. The chair of this committee shall be a member of the Student Council Executive Board.
2. The Vice Chair shall be from SAFB.
Members required to serve on the SAFB Annual Review Committee shall include: the SAFB Alumni Advisor, the SAFB Chair, the SAFB Chair-elect, the current Direct Student Funding Committee Director, the Direct Student Funding Committee Director-elect, the current External Funding Committee Director, the External Funding Committee Director-elect, the Student Council President, the Student Council Vice President of External Affairs, and the Student Council Treasurer.
The SAFB Annual Review Committee shall be run by the newest edition of Robert's Rules of Order as per the discretion of the chair.

Section 2. The Code may be amended by a two-thirds majority vote of the Student Council during the spring semester with the exception of the first and last General Student Council meetings.

For any funding process that is in progress, defined as the time between applications being made available and final Student Council approval, the SAFB Code in place when applications were made available shall be used. Code amendments passed during this time shall go into effect following all final Student Council funding approvals.
1. Campus Events applications shall follow the SAFB Code in place at the time of submission.

Section 3. After being amended, copies of the approved code must be distributed to all SAFB members, Student Council Executive Committee members, all organization fiscal agents, any Student Council member requesting a copy, and the Department of Student Life.

Section 4. The Code must also be posted on the Student Council website alongside the Student Council Constitution and Bylaws.

Missouri S&T Student Council

Student Activity Finance Board Code v1.2