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Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS: 


What are the requirements to be eligible for funding from SAFB?
  • To be registered for the current academic year on GrizzOrgs and be approved by the CSA (OrgSync)
  • To attend the mandatory Student Organization Training
  • To be in good financial standing in your SAFB and FLEX accounts (SAFB does not funds organizations in deficit)
  • To have a president, vice-president, treasurer, and secretary (four officers registered on GrizzOrgs)
  • To fully understand and abide by all SAFB rules and regulations (you can view them here)
  • To fully understand and abide by all CSA, OU, city, state, and federal rules and regulations.
  • To fully understand how to use the GrizzOrgs program and apply for SAFB funding using the online forms


When are the SAFB deadlines?

  • All SAFB funding requests must be submitted to SAFB 3 Weeks prior to the date of the event (or date the registration is due)
    • This means SAFB's deadline can be up to 21 days prior to the date of your event (or the date payments are due, whichever is earlier)
    • Remember! CSA requires you to submit your contracts ONE MONTH in advance! Pleas plan accordingly!
  • Allocation requests requiring a hearing must be submitted to SAFB by the Monday Three (3) Weeks prior to the date of the event (or date the registration is due)
    • Hearings are required by the Board for all funding requests totaling more than $1000; the Board also usually requests hearings for equipment requests.
    • SAFB will notify you of your hearing date, time, and location via an email.
  • All paperwork must be turned in 3 weeks prior to day of your event.
    • If you're request does not require a hearing, you will typically receive a response by the following Friday.
    • Please expect to receive an email decision representing the Board's decision from the SAFB email (safb@oakland.edu)
  • December 1st, April 1st and August 1st are the deadlines for semester funding submissions and the deadline to use your discretionary funds


What are the funding maximums:

  • You can view the funding maximum amounts by clicking here.
  • You can APPLY for up to $3000 during both the Fall and Winter semesters (and $1000 during the Summer semester).
    • You do not automatically receive $3000!
    • If you co-sponsor an event, you are eligible for the total amount multiplied by the number of sponsoring organizations for a DJ, band or speaker
  • You can receive $400 for discretionary funds during both the Fall and Winter semesters (and $200 during the Summer semester).
    • Discretionary funds remain in your account until the end of the semester (December 1st, April 1st, or August 1st)
    • It is the responsibility of your organization to keep track of how much you've spent of your discretionary funds.
  • You can receive up to $500 for Oakland Post advertisements during both the Fall and Winter semesters (and $200 during the Summer semester).
    • You must attach a quote from the Oakland Post to your allocation submission.
    • You must receive a funding approval from SAFB before finalizing your ad agreement with the Oakland Post.
  • You can receive up to $1200 for food during both the Fall and Winter semesters (and $500 during the Summer semester).
    • SAFB does not fund trips to restaurants or food at conferences.
    • With the exception of the OC, your organization can cater food from off-campus vendors (if approved by the CSA).
  • You can receive $300 total for the cost of a speaker, performer, or DJ for an event.
    • You must attach a speaker contract with your allocation submission if you want to pay the speaker, performer, or DJ (and give a copy to the CSA).
    • SAFB does not require speaker contracts for speakers not requesting funding.
  • You can receive up to $1000 for conference registration fees during both the Fall and Winter semesters (and $350 during the Summer semester).
    • You must submit your travel authorization form (to SAFB and the CSA) and a detailed breakdown of the costs.
    • SAFB only pays for conference registration fees, and not for food, travel, or lodging expenses at conferences.
  • You can receive up to $1500 for equipment costs during both the Fall and Winter semesters (and $500 during the Summer semester).
    • You must attach all quotes for your equipment requests with your allocation submission.
    • Please note that any equipment purchased using SAFB funding must be stored on OU's campus at all times.

 

What are the common paperwork “must haves?”

  • Allocation request form 
  • COPIES quotes for any food requests, rental requests (such as a movie or stage), or equipment purchase
  • A COPY of a contract if hiring a performer
  • A complete breakdown of conference costs, if applying for a conference
  • A calendar request stating “Free and Open to All to OU Students” if applying for an event


What are discretionary funds and what can they be used for?

  • You do not automatically receive $400 (or $200).
  • Following SAFB approval, it is your organization's responsibility to keep track of your expenses, not SAFB's.
  • Your discretionary funds are the only SAFB funds available to purchase banners or fliers.
  • You can use your discretionary funds on apparel  totaling no more than $10 per item (i.e. T-shirts).
  • You can use your discretionary funds on food for events, including from off campus vendors approved by the CSA.
    • Please note that food bought in the Oakland Center must be from Chartwells Catering.
  • You can use your discretionary funds on equipment or office supplies for the student organization.
    • Please note that all material bought must be stored on campus at all times.
  • You can use your discretionary funds for conference registration fees, but not for food, travel, or lodging at conferences.
  • You cannot use your discretionary funds for giveaways of any kind, souvenirs, gifts, or graduate paraphernalia.
  • You cannot use your discretionary funds for fundraisers, trips to restaurants, or delivery or rush fees for food.
  • The last day you can use your discretionary funds for the Fall semester is December 1st, 2012.


What does SAFB not fund?

  • Giveaways or souvenirs of any kind
  • Meetings without speakers (with the exception of one non-speaker meeting per semester)
  • Fundraisers of any kind
  • Food, lodging, or travel expenses for conferences (SAFB does fund food, just not for conferences)
  • Party or event planners
  • Photographers for events
  • Trips to restaurants (but you can cater for on campus events)
  • Speakers totaling more than $300 for an event
  • Events for departments (but departments can cosponsor a student organization's event)
  • Personal items or supplies of any kind
  • Gifts, presents, or graduate paraphernalia
  • Delivery of rush fees for food being ordered 


What are hearings and when are they required?

  • Allocation requests over $1000 require a hearing with the board. SAFB will notify you of your hearing date, time, and location via an email.
    • At it's sole discretion, the Board may decide not to have a hearing and make a decision without having a hearing.
    • At it's sole discretion, the Board may decide to have a hearing on any allocation form it chooses
  • If your requesting more than a $1000, than you must submit your completed packet 3 Weeks before the event (or date payments are due).


What should an officer of an organization do when they need help regarding an SAFB-related issue?

  • PLEASE ASK FOR HELP!
  • Email the SAFB Chair Jorge Garcia, at safb@oakland.edu.
  • Call us at (248) 370-4292.
  • Try using the Contact Us page for more help.


Important Reminders:

  • You do not automatically receive $3000 a semester!
  • You must apply for your discretionary funds and apply for each event separately.
  • You are responsible for your organizations accounts and ensuring you stay in good standing.
  • ONLY GIVE COPIES TO SAFB – make a copy for yourself and give originals to the CSA when approved (You can make copies in the CSA for free)
  • Contracts are due to the CSA ONE MONTH in advance!