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Official Regulations

STUDENT ACTIVITIES FUNDING BOARD REGULATIONS
(CURRENT AS OF AUGUST, 2013)

Downloadable Format: STUDENT ACTIVITIES FUNDING BOARD REGULATIONS

Group I – TITLE AND DEFINITIONS

Reg. 1. The full title of this body is “The Student Activities Funding Board of the Oakland University Student Congress”.

Reg. 2. The short and citing titles of this body are “The Student Activities Funding Board”, “Student Activities Funding Board”, “The Board”, “Board”, and “SAFB”, any of which may be used interchangeably and refer to the full title of this body as defined in Reg. 1.

Reg. 3. Where used in this appendix, “The members of the Board”, “members of the Board”, “The members” and “members” refer to the collective membership of the Student Activities Funding Board of the Oakland University Student Congress, as described in Regs. 17-19.

Reg. 4. Where used in this appendix, “Reg.” shall stand for “Regulation” and “Regs.” shall stand for “Regulations”.

Reg. 5. Where used in this appendix, “CSA” shall stand for “The Center for Student Activities and Leadership Development”, and/or any of its future complimentary variants.

Reg. 6. Where used in this appendix, “majority” shall mean a number of votes in the affirmative being greater than half of those casting a vote.  Unless another type of vote is specified, a majority vote is all that is required.

Reg. 7. Where used in this appendix, “supermajority” shall mean a number of votes in the affirmative being equal to or greater than two-thirds of those casting a vote.

Reg. 8. Where used in this appendix, “unanimous” shall mean that all votes cast must be in the affirmative.

Reg. 9. Where used in this appendix, “The Chairman of the Board”, “The Chairman” and “Chairman” may be used interchangeably, and refer to “The Chairman of the Student Activities Funding Board of the Oakland University Student Congress”, as described in Reg. 17.1.

Reg. 10. Where used in this appendix, “The Associate Chairman of the Board”, “The Associate Chairman”, “Associate Chairman of the Board” and “Associate Chairman” may be used interchangeably, and refer to “The Associate Chairman of the Student Activities Funding Board of the Oakland University Student Congress”, as described in Reg. 18.1.

Reg. 11. Where used in this appendix, “The Advisor to the Board”, “The Advisor”, “Advisor to the Board” and “Advisor” may be used interchangeably, and refer to “The Advisor to the Student Activities Funding Board of the Oakland University Student Congress”, as described in Reg. 19.1.

Reg. 12. Where used in this appendix “The Members  of the Board”, “The Members”, “Members of the Board” and “Members” may be used interchangeably, and refer to “The Members of the Student Activities Funding Board of the Oakland University Student Congress”, as described in Reg. 18.2.

Reg. 13. For the purposes of these Regulations, abstentions are non-votes, meaning they do not count towards the vote tally.

 

Group II – MISSION STATEMENT

Reg. 14. The mission statement of the Board is as follows:

Reg. 14.1. “The purpose of the Student Activities Funding Board of the Oakland University Student Congress is to impartially assist the registered student organizations of Oakland University in implementing and developing programs, events, and other activities to benefit the Oakland University student body by fairly and equitably appropriating its financial resources as well as professionally consulting with the aforementioned organizations.”

 

Group III – RELATIONSHIP WITH THE OAKLAND UNIVERSITY STUDENT CONGRESS

Reg. 15. The Board is a standing committee of the Oakland University Student Congress, hereafter referred to as the Congress. In discharging the responsibilities delegated to it by the Congress, the Board holds the following:

Reg. 15.1. The Congress is responsible, by and through its own methods, for appointing and confirming the Chairman of the Board.

Reg. 15.2. The Congress is responsible, by and through its own methods, for approving the student membership of the Board as appointed by the Chairman.

Reg. 15.3. The Congress is responsible, by and through its own methods, for approving and reviewing these Regulations as often as necessary, or when requested by the Chairman of the Board on behalf of the Board.

Reg. 15.4. The Congress is responsible, by and through its own methods (restricted by the appropriate regulations contained herein), for removing the Chairman or any member of the Board.

Reg. 15.5. The Congress is responsible, by and through its own methods, for monitoring the Board’s activities and ensuring fiscal and ethical responsibility.

 

Group IV – MEMBERSHIP

Reg. 16. All members of the Board must be currently enrolled Oakland University students in both good academic and good disciplinary standing, which is to be verified by the Advisor.

Reg. 17. The tiebreak voting membership of the Board is as follows:

Reg. 17.1. The Chairman of the Board

Reg. 17.1.1. The Chairman is only permitted to vote in the case of a tie during standard voting.

Reg. 18. The voting membership of the Board is as follows:

Reg. 18.1. The Associate Chairman of the Board

Reg. 18.1.1. The Associate Chairman must be appointed by the Chairman within two (2) weeks of the start of the Board’s term, and approved by the Congress, pursuant to Reg. 15.2.

Reg. 18.1.2. Should the Associate Chairman position be vacant for any reason, a replacement must be appointed within two (2) weeks of the effective date of the vacancy as determined by the Board, and approved by the Congress, pursuant to Reg. 15.2.

Reg. 18.2. The Members of the Board

Reg. 18.2.1. There is a maximum of six (6) Members of the Board (in addition to the Associate Chairman).

Reg. 18.2.2. Members of the Board are appointed by the Chairman, and must be approved by a majority vote of the legislative body of the Congress, pursuant to Reg. 15.2.

Reg. 19. The non-voting membership of the Board is as follows:

Reg. 19.1. The Advisor to the Board

Reg. 19.1.1. The Advisor to the Board is an ex-officio, non-voting member of the Board.

Reg. 19.1.2. The CSA, by and through its own methods, is responsible for appointing an administrative professional as the Advisor to the Board.

Reg. 20. The voting membership of the Board at no time may contain greater than three (3) members from any branch of the Congress.

Reg. 21. The requirement for quorum is a majority of the members currently on the Board (excluding the Chairman) being present.

 

Group V – AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE CHAIRMAN OF THE BOARD

Reg. 22. The Chairman is required to fluently understand and fulfill these Regulations, as well as any addenda.

Reg. 23. The Chairman is required to ensure that all allocation decisions are made in a fair, equitable, impartial, and timely manner, pursuant to these Regulations.

Reg. 24. The Chairman is responsible for the handling and adjudication of all waiver requests pursuant to the corresponding Regulations.

Reg. 24.1. The Board may override his/her decisions regarding waivers by a majority vote.

Reg. 25. The Chairman is responsible for the formal and professional conduction of all weekly Board meetings, as well as any special or emergency sessions or hearings.

Reg. 26. The Chairman is required to develop forms and procedures (including, but not limited to paper and/or electronic forms) to fulfill the responsibilities of the Board as outlined in these Regulations.

Reg. 26.1. The Chairman may, at his/her sole discretion, implement and/or use an online allocation request system.

Reg. 26.2. The Chairman may, at his/her sole discretion, require the usage of a specific type of forms; be they on paper, online, or both; and may deny any and all allocations that do not meet said requirements, pursuant to this section.

Reg. 27. The Chairman is required to ensure that these Regulations remain up-to-date.

Reg. 27.1. He/she is also required to work cooperatively with the member of Congress that is responsible for changes to the Bylaws to the Oakland University Student Congress Constitution, to ensure that this Appendix contained therein is up-to-date.

Reg. 28. The Chairman is responsible for providing a copy of these Regulations, as well as any addenda, to all student organizations in either paper and/or electronic format.

Reg. 29. The Chairman is required to maintain all records for any action taken by the Board.

Reg. 29.1. The records from prior terms are required to be kept for a minimum of seven (7) years to comply with University Auditing policies.

Reg. 30. The Chairman is required to provide regularly updated records to the Advisor to the Board as well as the CSA Accounting Clerk on a weekly basis.

Reg. 31. The Chairman shall have the authority, in consultation with the Associate Chairman and the Advisor to the Board, to make executive decisions on all allocation decisions, appeals, hearings, disciplinary actions and addenda during the Summer semester, as well as during any official University holidays/vacation periods, and/or during any times of Board inactivity, and/or as directed by the Board.

Reg. 32. The Chairman is required to make a good faith effort to ensure that the voting membership of the Board always has at least three (3) members.

Reg. 33. The Chairman is required to submit regular reports to the Congress pursuant to the following:

Reg. 33.1. Weekly reports to be submitted in paper and/or electronic format.

Reg. 33.2. Semester summaries regarding Board actions and financial standing.

Reg. 33.3. Year-end evaluation and summary.

Reg. 34. The Chairman is responsible for the finalization of all Board decisions by filing the required paperwork with the CSA or other appropriate department.

Reg. 35. The Chairman must comply with the decisions as approved by the Board, except as noted in these Regulations.

Reg. 36. The Chairman is required to conduct a minimum of one (1) training session per semester, excepting the Summer semester.

Reg. 36.1. Attendance to these trainings may be required by the Chairman for an organization to maintain good standing with the Board.

Reg. 37. The Chairman may, at his/her sole discretion, initiate the removal of any Board member with the Congress.

Reg. 38. The Chairman is required to attend all Board meetings, unless an emergency prevents him/her from doing so.

Reg. 38.1. The Chairman may, at his/her sole discretion, permit the Associate Chairman of the Board to conduct the meeting in his/her absence, or may cancel the meeting.

Reg. 39. The Chairman is required to formulate an agenda for each regular and special meeting of the Board.

Reg. 39.1. This agenda should include at minimum a call to order, roll call, approval of minutes, any necessary reports, a consent agenda (for non-hearing and/or waiver requests only), a hearing agenda, public comment, announcements,  and adjournment.

Reg. 40. The Chairman is responsible for the interpretation of these Regulations.

 

Group VI – AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE ASSOCIATE CHAIRMAN OF THE BOARD

Reg. 41. The Associate Chairman is required to attend all Board meetings, unless an emergency prevents him/her from doing so.

Reg. 42. The Associate Chairman is required to record minutes for every Board meeting, and is responsible for the distribution of said minutes in a timely manner to all members of the Board.

Reg. 43. The Associate Chairman is responsible for carrying out the duties of the Chairman in his/her absence.

Reg. 44. The Associate Chairman is required to fluently understand and fulfill these Regulations, as well as any addenda.

Reg. 45. The Associate Chairman is responsible for executing any other tasks as assigned by the Chairman.

Reg. 46. In the event that the Chairman leaves his/her office, the Associate Chairman of the Board will temporarily fulfill the position of Chairman of the Board as laid out in these Regulations, until which time the Congress appoints a replacement pursuant to Reg. 15.1.

Reg. 47. The Associate Chairman may be recommended for removal by the Chairman at any time, and shall be given due process by the Congress, pursuant to its bylaws.

Reg. 48. The Associate Chairman may resign at any time by submitting his/her resignation to the Chairman in writing.

Reg. 48.1. Should the Associate Chairman be absent from three (3) consecutive meetings without notice, it shall be presumed that he/she has resigned, and his/her place may be filled.

Reg. 49. The Associate Chairman may be removed and/or may resign from the position of Associate Chairman without being removed and/or resigning from being a Member of the Board.

 

Group VII – AUTHORITY, DUTIES AND RESPONSIBILITIES OF MEMBERS OF THE BOARD

Reg. 50. The Members are required to attend all Board meetings, unless an emergency prevents them from doing so.

Reg. 51. The Members, in conjunction with the Associate Chairman, shall be responsible for voting on all appropriate matters before the Board, with each member receiving one (1) vote on each item.

Reg. 51.1. Should a Member belong to an organization that has any action before the Board, his/her vote is automatically counted as an abstention.

Reg. 51.2. Insofar as allocation requests are concerned, the Board may vote to approve, deny, contingently approve (approval as long as the specified criteria are met), or table.

Reg. 52. The Members, in conjunction with the Associate Chairman, shall be responsible for approving or denying any Board-related expenses, including but not limited to: food for Board meetings, office supplies, and the Chair’s discretionary fund (if applicable).

Reg. 53. The Members are required to fluently understand and fulfill these Regulations, as well as any addenda.

Reg. 54. The Members are responsible for ensuring that the Chairman and the Associate Chairman of the Board are exercising their authority and fulfilling their responsibilities completely, appropriately, and ethically.

Reg. 55. Any Member may be recommended for removal by the Chairman at any time, and shall be given due process by the Congress, pursuant to its bylaws.

Reg. 56. Any Member may resign at any time by submitting his/her resignation to the Chairman in writing.

Reg. 56.1. Should any Member be absent from four (4) consecutive meetings without notice, it shall be presumed that he/she has resigned, and his/her place may be filled, pursuant to this Regulation.

Reg. 56.2. Should any Member be dismissed under Reg. 56.1, he/she will have to be approved again should he/she want to regain his/her position on the Board.

 

Group VIII  - AUTHORITY, DUTIES AND RESPONSIBILITIES OF THE ADVISOR TO THE BOARD

Reg. 57. The Advisor is responsible for assisting the Chairman in all training programs.

Reg. 58. The Advisor is responsible for consultation on matters concerning the Board.

Reg. 59. The Advisor is required to fluently understand and fulfill these Regulations, as well as any addenda.

Reg. 60. The Advisor is required to attend all Board meetings, unless an emergency prevents him/her from doing so.

Reg. 61. The Advisor is responsible for ensuring that all members of the Board maintain good academic and disciplinary standing.

 

Group IX – FUNDING QUOTAS

Reg. 62.  All organizations shall have the same maximum funding quotas regardless of membership size, purpose, goals, or any other discerning factors.

Reg. 63. The Board shall, at the beginning of each semester, determine a fixed maximum overall funding quota per organization for that semester.

Reg. 63.1. The Board may, at its discretion, determine the maximum overall funding quotas for the entire term of the Board, as opposed to a per-semester basis.

Reg. 64. The maximum discretionary funds quota per organization shall be four hundred dollars ($400) for the Fall and Winter semesters, and two hundred dollars ($200) for the Summer semester.

Reg. 64.1. Discretionary funds are the only source of Board funding for banners and fliers, as well as for office supplies, copies, etc.

Reg. 64.2. Discretionary funds are considered part of the overall funding quota (Reg. 61), as opposed to funding in addition to the overall funding quota.

Reg. 64.3. Discretionary funds forms MUST be submitted a fortnight (fourteen days) prior to the designated date funds are needed.

Reg. 64.4. Discretionary funds are NOT to be used for gifts of any kind, delivery or rush fees for food being ordered, graduate paraphernalia, or for food, lodging, or travel expenses for conferences.

Reg. 64.5. Organizations can choose to purchase T-shirts using their discretionary funds.

Reg. 64.5.1. The maximum amount an organization is permitted to spend on T-shirts is ten dollars ($10) per T-shirt.

Reg. 64.5.2. T-shirts must be given away for FREE to any Oakland University student who requests one, given that there are an adequate number of T-shirts available.

Reg. 64.6. Discretionary funds are allowed to be used at an organization’s discretion, while still obeying the policies and procedures of the CSA and Oakland University, as well as any applicable state and federal laws.

Reg. 64.7. The Board may, at its sole discretion, restrict the uses of discretionary funds on a per-semester and/or per-term basis pursuant to this regulation.

Reg. 65. The maximum food funding quota per organization shall be a fixed amount equal to one-half (1/2) of the overall funding eligibility as decided per semester.

Reg. 66. The maximum Oakland Post funding quota per organization shall be a fixed amount equal to one-sixth (1/6) of the overall funding eligibility as decided per semester.

Reg. 67. The maximum conference funding quota per organization shall be a fixed amount equal to one-third (1/3) of the overall funding eligibility as decided per semester.

Reg. 68. The maximum equipment funding quota per organization shall be a fixed amount equal to one-half (1/2) of the overall funding eligibility as decided per semester.

Reg. 69. The maximum speaker funding quota per organization shall be one hundred dollars ($100) per hour for up to three (3) hours, for a total of three hundred dollars ($300), for any given event.

Reg. 69.1. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 69.2. No Oakland University student, advisor, faculty member and/or staff member are eligible for a speaker fee.

Reg. 69.3. No member and/or advisor of a particular organization can be defined as a speaker for a meeting of that same organization.

Reg. 70. The maximum performer funding quota per organization shall be one hundred dollars ($100) per hour for up to three (3) hours, for a total of three hundred dollars ($300), for any given event.

Reg. 70.1. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 71. The maximum band funding quota per organization shall be one hundred dollars ($100) per hour for up to three (3) hours, for a total of three hundred dollars ($300), for any given event.

Reg. 71.1. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 72. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 72.1. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 73. The maximum disc jockey (DJ) funding quota per organization shall be one hundred dollars ($100) per hour for up to three (3) hours, for a total of three hundred dollars ($300), for any given event.

Reg. 73.1. Any event that is sponsored by more than one organization will be eligible for the above quota multiplied by the number of sponsoring organizations.

Reg. 74. The Board may, at its sole discretion, add supplementary funding quotas as necessary, pursuant to this Regulation.

Reg. 75. Any organization requesting an amount greater than that permitted by the above funding quotas without an approved waiver may have that portion of its request denied, pursuant to this Regulation.

 

Group X –GENERAL PROVISIONS

Reg. 76. The Board shall, at the start of each term, set the required forms and form enclosures required for different types of funding and communicate said requirements to the organizations via training.

Reg. 77. Organizations must complete all required forms and form enclosures and submit them as a correctly completed allocation packet; failure to comply will result in a denial of the allocation packet.

Reg. 77.1. Form enclosures include, but are not limited to: specific, itemized quotes for all purchase requests, itemized breakdowns of all conference fees, co-sponsorship forms, event histories, copies of Travel Authorization Forms, copies of Oakland University Services Agreements, copies of fliers and/or banners and any other items deemed necessary by the Board.

Reg. 77.2. The Board may, at its sole discretion, deny any request where the appropriate paperwork is not submitted simultaneously, unless previously approved by the Chair; pursuant to this Regulation.

Reg. 77.2.1. The Board should make reasonable accommodations for organizations that may have simply forgotten or been unaware that a certain piece of paperwork is required, but may still exercise Reg. 77.2 at its discretion.

Reg. 77.3. Any forms added to the allocation packet cannot be submitted, undertaken, or completed by an advisor. This includes any services agreement forms, catering quotes, travel authorization forms, registration forms, and all other forms submitted with an allocation form.

Reg. 78. For all student organizations, all completed allocation packets must be submitted by the Monday two (2) weeks prior to either the event or the date payments are due, whichever is earlier, by 5:00 pm.

Reg. 78.1. Organizations must be aware that larger events and events requiring payments to companies and/or individuals outside the university generally take longer than two (2) calendar weeks, and must provide the Board with a reasonably sufficient amount of time (greater than fourteen days) for processing.

Reg. 78.1.1. The Board may deny any request that, in its opinion, has not been submitted with a reasonably sufficient amount of time for processing, pursuant to this Regulation.

Reg. 78.2. In regards to registrations (for conferences, tournaments, etc.), the date for registration processing is what the Monday two (2) week deadline requirement is applicable to – not the date of the conference.

Reg. 78.3. All allocation requests totaling more than one thousand dollars ($1,000), and hence requires a hearing, must be submitted by the Monday three (3) weeks prior to either the event or the date payments are due, whichever is earlier, by 5:00 pm.

Reg. 78.4. Any student that is a paid member of any department, center, special academic program, outreach program, or concentration cannot submit an allocation form that is cosponsored by that specific department, center, special academic program, outreach program, or concentration.

Reg. 79. All requests for events must be advertised.

Reg. 79.1. Said advertising must be in compliance with CSA and Oakland University Posting Policies.

Reg. 79.2. All advertising must state “Free and Open to all Oakland University Students” in at least a bold 16 point font.

Reg. 79.3. All advertising must state the date, time, and location of the event; in addition to any other necessary details to ensure that the event is fully open to the community.

Reg. 79.4. Any organization who fails to advertise their event to the Oakland University student body will be at risk for having their funds rescinded for the total amount SAFB approved for that event, in addition to being denied for all funds for the remainder of that semester.

Reg. 79.5. Any event that is allocated $1,000 or more by the Student Activities Funding Board is required to recognize the Student Activities Funding Board as a sponsor in any advertising for that event.

Reg. 79.6. Any flyer that is submitted with an allocation form must be displayed on at least five (5) bulletin boards that are designated for student organizations, and must conduct a reasonable marketing and advertisement effort for that event, as determined by the Board on whether or not that effort has been met.

Reg. 80. All requests must enrich the campus life and be free and open to all Oakland University students.

Reg. 81. A minimum of two (2) officers in an organization are required to complete a training session as scheduled by the Board.

Reg. 81.1. For the purposes of this Regulation, an online training session and an in-person training session both qualify to satisfy this requirement.

Reg. 81.2. The Board shall deny all requests from an organization not in compliance with Reg. 81, pursuant to this Regulation.

Reg. 82. All organizations are required to remain in good financial standing with Oakland University. 

Reg. 82.1. Should an organization be in bad financial standing with Oakland University, that organization shall remain in said bad standing until the organization itself rectifies its standing.

Reg. 82.2. The Board shall deny all requests from an organization not in compliance with Reg. 82, pursuant to this Regulation.

Reg. 83. All original receipts and/or invoices for purchases must be submitted to the CSA Accounting Office no later than December 1st for Fall semesters, April 1st for Winter semesters and August 1st for Summer semesters.

Reg. 83.1. The above dates are also the final dates for allocation requests for their respective semesters.

Reg. 84. The Board shall call an in-person hearing for any allocation requesting greater than or equal to one thousand dollars ($1,000); or for any allocation request that, in the Board’s opinion, requires additional information.

Reg. 85. All allocation requests are made on a contractual basis between the Board and the requesting organization.

Reg. 86. An organization may only spend approved funds on the items for which said funds were allocated for, unless re-categorization of funds is approved by the Chairman.

Reg. 87. The Board may, at its sole discretion and for any reason, rescind any funds previously approved as necessary.

Reg. 88. Any unused funds and/or funds spent that do not have valid receipts submitted for them on time, shall be called back at the end of the Fall, Winter, and Summer semesters.

Reg. 89. All allocation requests shall be considered on a rolling basis.

Reg. 90. Organizations are responsible for the planning and execution of their own events.

Reg. 90.1. The Board shall not fund event planners.

 

Group XI – FUNDING RESTRICTIONS

Reg. 91. The Board shall not fund organizations after-the-fact for events or other purchases. The Board does not reimburse for expenses without an allocation approved prior to the expenses being incurred.

Reg. 92. The Board shall not fund any departments, centers, special academic programs, outreach programs, or concentrations.

Reg. 93. The Board shall not fund any expenses that are incurred from unlicensed vendors without prior approval from the appropriate Oakland University offices.

Reg. 93.1. Office supplies, fliers, and banners fall shall only be funded through discretionary funds.

Reg. 94. The Board will not fund any property or supplies that can be obtained from the university at little or no charge, or any items that are determined by the Board to be unnecessary.

Reg. 95. The Board will not fund activities pertaining to the campaigns of any candidate for any office, be it at the University, local, state and/or federal level.

Reg. 96. The Board will not fund any uniforms, clothing and/or other articles of attire.

Reg. 97. The Board will not fund gifts and/or handouts of any nature, excepting food per these Regulations.

Reg. 98. The Board will not fund tax costs, delivery/shipping and handling fees and/or tips.

Reg. 99. The Board shall not fund any event that raises any funds whatsoever, including for philanthropic causes, unless the purpose for those funds is to pay off the costs of the event.

Reg. 99.1. In no case shall Oakland University students be required to pay any price to attend any event utilizing Board funds.

Reg. 100. The Board will not fund any event that is held off-campus, unless the event will both enrich the Oakland University community and cannot be feasibly conducted on-campus.

Reg. 100.1. In no case shall the Board fund any event held at a restaurant.

Reg. 101. The Board shall not fund any event where preferential treatment is given to one group of individuals and not all Oakland University students.

Reg. 101.1. For the purposes of this Regulation, requiring students to confirm attendance in advance does not constitute preferential treatment, so long as the sign up date(s), time(s) and location(s) are publicized.

Reg. 102. The Board shall only fully fund events where the Oakland University student to non-Oakland University students is 90% to 10%.

Reg. 102.1. The Board may fund events with a greater non-Oakland University student attendance at a percentage of the requested amount equal to that of the percentage of Oakland University students attending.

Reg. 103. The Board shall only fund the educational expenses of registrations (for tournaments, conferences, etc.), based off of the itemized conference breakdown required by Reg. 77.1. 

Reg. 103.1. The items the Board shall not fund in regards to registrations include, but are not limited to: food, lodging, transport and/or handouts.

Reg. 103.2. The Board shall only fund the fee association with the earliest registration, any additional costs incurred for a later registration are the responsibility of the organization and/or the attendees.

Reg. 104. The Board shall only fund food for one meeting per semester that does not have a speaker and/or a specific activity.

Reg. 104.1. The Board shall, on a case-by-case basis and at its sole discretion, decide if the speaker and/or specific activity requirement has been fulfilled.

Reg. 105. The Board shall not fund events that are scheduled for official Oakland University holidays and/or vacation periods.

 

Group XII – AUDITS

Reg. 106. There are two types of audits that the Board may conduct:

Reg. 106.1. A general audit shall consist of a complete auditing of an organization’s financial records.

Reg. 106.2. A specific audit shall consist of a targeted auditing of a specific event put on by an organization.

Reg. 107. The Board shall conduct at random a minimum of one (1) general audit and three (3) specific audits during each the Fall and Winter semesters.

Reg. 108. The Board may, at its sole discretion, conduct an unlimited number of general and/or specific audits, at random and/or by selection.

Reg. 109. The Chairman and/or his/her designee is/are responsible for conducting the audits.

 

Group XIII – AWARDS

Reg. 110. The Board may, at its sole discretion, create a number of awards in recognition of outstanding performance by organizations.

Reg. 110.1. These awards may or may not have a positive monetary impact on the organizations that receive them, at the Board’s sole discretion.

Reg. 110.2. These awards should be granted once per year, usually at the end of the Winter semester.

 

Group XIV  - APPEALS/REHEARINGS

Reg. 111. Any organization may request an appeal of any decision made by the Board.

Reg. 111.1. Such an appeal must be requested using an official appeal form to be created by the Chairman of the Board.

Reg. 111.2. Such an appeal must be filed within five (5) calendar days of notification of the Board’s initial decision.

Reg. 111.3. All appeals must be based off of either:

Reg. 111.3.1. An error made by the Board and/or any of its members.

Reg. 111.3.2. Additional information not previously available to the Board.

Reg. 111.4. All appeals require a hearing by the Board.

Reg. 111.5. The Board’s decision on appeal shall be final.

 

Group XV – WAIVERS

Reg. 112. Organizations may, under undue circumstances, request a waiver of any Board Regulation by using an official waiver request form, to be developed by the Chairman of the Board.

Reg. 112.1. All such requests must include the specific Regulation that the waiver is being requested for.

Reg. 112.2. All such requests must be made independently for each individual waiver being requested.

Reg. 113. The Chairman, pursuant to Reg. 24, shall be responsible for rendering an initial decision on all waiver requests within three (3) business days of receiving the request.

Reg. 114. The Chairman shall report any waiver requests and his/her decisions on said requests at the next Board meeting following the decisions made.

Reg. 114.1. The Board may overturn the Chairman’s decisions pursuant to Reg. 24.1.

 

Group XVI – OVERARCHING STIPULATIONS

Reg. 115. The Board may, at its sole discretion, and at any time and for any reason, approve and/or deny any allocation request.

Reg. 116. The Board may, at its sole discretion and by a unanimous vote plus the Chairman’s consent, override any of these Regulations without a waiver being requested.

Reg. 117. The Board may, at its sole discretion and by a unanimous vote plus the Chairman’s consent, close funding for a semester in situations of emergency fund levels.

Reg. 118. The Board may, at its sole discretion and by a supermajority vote, allow for special additional funding for any organization, should the Board’s financial situation allow for it.

 

Group XVII – REGULATION AMENDMENTS

Reg. 119. All permanent amendments to these Regulations must be made by a majority vote of the Congress pursuant to its rules.

Reg. 119.1. Permanent amendments shall be initiated by the Chairman of the Board, in consultation with the Board’s members.

Reg. 120. The Board may, by a supermajority vote, institute any necessary addenda to these Regulations, which shall stand as amendments to these Regulations that expire at the end of the Board’s term.

Reg. 121. These Regulations shall remain in effect until the Congress approves new Regulations.