Co-Funding Board Guidelines

The CSB/SJU Co-Funding Board (CFB) is charged with the duty of allocating the student activity fee to jointly funded groups. In addition, the CFB is responsible for auditing each jointly funded club/organization account.

The CFB is comprised of five CSB senators and five SJU senators, elected by the student body. For specific duties, please refer to the respective student senate constitution. The CFB is chaired by one CSB and one SJU senator, who have been selected for this responsibility in accordance with their constitutions.

Purpose:

1. The CFB has determined the following purpose of the student activity fee: The student activity fee is designed for student clubs/organizations and events that add to the community at CSB/SJU through co-curricular and educational activities.
2. Please refer to each individual senate for their policies and guidelines regarding CSB-only or SJU-only clubs/organizations.

Process:

1. The CFB thoroughly considers every allocation request that is submitted, and makes a decision based on the policies and guidelines listed below. All CFB meetings are open meetings, unless called into closed session by a CFB member and approved by a majority vote.
2. Funding priority will be given to:
   1. Clubs in good standing.
   2. Organizations seeking funding to benefit the entire campus community.
   3. Other activities/events that are deemed in accordance with the mission of CSB/SJU and the CFB purpose statement.
3. Regular Application Process and Timeline Policies:
   1. Groups wishing to use Student Activity Fee Dollars must submit a completed official CFB Request for Funding Application unless otherwise indicated by the CFB.  The group will also be required to attend a scheduled hearing where they will be called upon to present their proposal for CFB review.
   2. All budgets submitted must identify the month in which the event is scheduled to occur.
   3. Groups seeking funding will need to submit a semester-long budget using the format found in the CFB Request for Funding Application by the following deadlines:
      • Fall Semester: March 10
      • Spring Semester: October 1
      • Only groups that have gained CFB consent may submit a year-long budget.  These budgets are due by March 10.
      • Dates are subject to change.
   4. Upon receiving all of the CFB Requests for Funding, the CFB will schedule hearings for every group that submitted a request.  These hearings will usually take place on Saturdays and/or Sundays and will be completed by no later than four Sundays following the request deadline.
   5. After careful consideration of all requests, the CFB will release its decisions and notify club contacts of the result.  The CFB will release its decisions no later than the fifth Sunday after the request deadline.
   6. Only groups adhering to all Application Process and Timeline Policies will be considered for funding.
4. Emergency/Spontaneous Funding Policies:
   The CFB recognizes that unforeseen circumstances or events may affect a group’s need for funding.  The CFB may reserve up to 10% of its annual funds for the purposes of emergency/spontaneous funding and will use the following policies for allocation of these funds:
   1. Funding of this sort is available for spontaneous activities/events or unpredicted expenses and will be granted only in rare instances.  Failure to turn in a semester budget does not constitute a sound reason for emergency/spontaneous funding consideration.
   2. Groups seeking this funding must submit a CFB Request for Funding and a written explanation that describes the extenuating circumstances resulting in the application for emergency/spontaneous funds.
   3. Completed proposals must be submitted by the Thursday before a CFB meeting and can be submitted anytime throughout the year.  Groups will be required to attend a hearing to present the proposal for CFB review.
   4. The CFB Reserves the right to refuse proposals not submitted with enough time to execute an event successfully.
5. Universal Funding Policies:
   1. For a proposal to be approved, a majority of CFB members from each individual senate must vote in favor of the proposed allocation.  The CFB will meet when deemed necessary by the chairs.
   2. If appropriate, the CFB will delay transfer of funds until a group has registered with Student Activities, good club status is confirmed, and/or any other applicable agreement is satisfied
   3. Each group receiving allocated funds will be appointed an auditor.  The auditor and the group’s financial officer (treasurer) are the only authorized signatories of the group’s account.
   4. All groups are required to follow all CSB/SJU business office policies and procedures.
   5. Groups receiving allocated funds will be required to complete a monthly audit, to be submitted to the auditor no later than the 15th of every month.  In order to claim group generated funds for the following semester, an audit must be completed at the end of the budgetary period.  Failure to do so will result in forfeiture of all generated funds.
   6. All unused allocated funds will be reabsorbed at the end of a budgetary period. 
6. Allocation Percentages:
   1. Allocations will be percentage based upon the number of St. Benedict and St. John’s students enrolled at the two colleges at the beginning of the academic year.
   2. This percentage is to be recalculated at the start of each academic year based upon the number of students who pay the student activity fee to the Student Accounts Office of each respective campus.

Appeal Process:

1. Any decision of the CFB may be appealed, in writing, to each full senate within a time period not to exceed two successive meetings of each respective Senate. The appeal must be passed by a 2/3 vote of each senate.

Policies:

1. The Co-Funding Board Will:
   1. Only consider proposals as a board if the activity/event is open to students of both campuses.
   2. Only allocate funds to CSB/SJU Clubs that are in "Good Standing" or in the process of reaching "Good Standing" with the Joint Club Board.
   3. Consider proposals presented by on-campus organizations.
   4. Fund up to 25% of each senate’s student activity fee funds for the JEC, upon approval of the JEC budget.
2. The Co-Funding Board Will Not:
   1. Allow funds, allocated or generated, to be used to pay for alcoholic beverages.
   2. Allocate funds for monetary donations to organizations.
   3. Allocate funds to individual students.
   4. Allow club’s funds, allocated or generated, to be kept in off-campus accounts.
   5. Allow funds, allocated or generated, to be used in any manner contradictory to federal or state law.

Guidelines:

1. Travel Expenses:
   1. At times, the CFB will receive proposals for allocations to cover traveling expenses, and realizes that travel is often a necessity for groups to attend off-campus events. Groups highly dependent on travel will be given higher travel funding priority.  The CFB also gives priority to groups that utilize university owned vans/cars due to liability issues. The CFB does, however, reserve the right to fund the use of non-university vehicles in cases deemed special by the board. Please note: institutional insurance may not cover personal vehicle use or the use of off-campus rental vehicles.
   2. The CFB may fund:
      • Up to 2/3 of the cost to rent a university van/car for the use of a student group.
      • Up to 2/3 of the cost of fueling the university van/car for the duration of the trip.
      • Up to 2/3 of the cost of other modes of transportation in situations where it is deemed cost-effective by the board.
      • Up to 2/3 of the cost of lodging/hotel fees for club affiliated attendees of approved conventions/conferences.
   3. The CFB will not fund:
      • Any of the cost of the fuel for a non-university van/car unless deemed necessary by the board.
2. Registration Fees:
   1. At times, the CFB will receive proposals for allocations to cover the cost of convention/conference fees. The CFB will only allocate funds for events that correspond with the purpose and mission of the club that requests them, with the following stipulations:
      • The CFB may fund:
        Registration fees to approved conventions/conferences in the amount of up to $300.00 per person, not to exceed $1,800.00 per event.
      • The CFB will not fund:
        The cost of food for any participant of an approved convention/conference, unless included in the cost of the conference/event.
   2. Any group requesting funds to cover registration fees must present a registration form in their funding proposal to be considered.
3. Stipends:
   1. The CFB will not allow the funding of stipends/honorariums to students of a club/organization out of the general activity fee. If groups desire to fund monies for these purposes, clubs must:
      • Use their own generated funds.
      • Gain the approval of the club auditor assigned to that group.
      • Not exceed the appropriate amount as outlined by the offices of Student Accounts, Financial Aid, and Student Development.
      • Report amounts and recipients of stipends to the offices of Student Accounts, Financial Aid, and Student Development.
4. Food/Refreshments at Group Functions:
   1. At times, the CFB will receive proposals for allocations to cover the costs of providing food at group meetings or group sponsored events. The CFB encourages groups to explore possible fundraising means for the funding of such activities.
   2. The CFB may fund:
      • The reasonable cost of food/refreshments for one meeting per semester of an academic year, as deemed by the board, in accordance to the policies of the CFB.
      • The reasonable cost of food/refreshments at group sponsored events (such as speakers, etc.) on a case-by-case basis, in accordance to the policies of the CFB.
5. Clothing, Uniforms, and Equipment:
   1. At times, the CFB will receive proposals for allocations to cover the costs of club-related uniforms, equipment, and other clothing. The CFB understands the need for uniforms in some cases, and the need for clothing for club recognition in other cases. Groups are encouraged to devise a means of keeping an accurate inventory on allocated clothing/uniforms/equipment.
   2. The CFB may fund:
      • Loans to clubs who wish to produce and sell T-Shirts and other articles of clothing for increasing generated funds, or club awareness. In this case, the clothing design must be approved by the CFB and any loaned monies must be fully repaid within two months of the allocation.
      • The cost of required uniforms/equipment for the use of a club sport team as long as these items remain in the possession of the club for further years’ use.
   3. The CFB will not fund:
      • The cost of personal clothing, uniforms, and equipment.

Process for resolving alleged violations of CFB policies and/or guidelines:

1. Any club found in violation of any CFB policy, guideline, or ruling will be subject to the following procedure:
   1. Group officers/representatives will be called upon to explain the violation.
   2. All club accounts, both allocated and generated, will be frozen until the problem is solved.
   3. Any misused funds, or funds used without the knowledge and approval of the CFB, will be repaid and reabsorbed.
   4. The group may be referred to the Joint Club Board/Department of Student Activities.
2. The following procedures will be used when a group incurs an outstanding debt:
   1. All debt issues will be subject to CFB review. However, if a debt greater than $1000 or a gross misuse of funds occurs, the CFB may withhold funding for up to one year.
   2. The accounts in question will be frozen until the problem is solved.
   3. The club officers/representatives will be called upon to explain the debt and create a plan of debt forgiveness (which may include plans for fundraising).
   4. If the problem is still unresolved, the groups could have all funding suspended for an amount of time deemed appropriate by the board.
   5. The group may be referred to the Joint Club Board/Department of Student Activities.
   6. Any other extenuating circumstances will be referred to the institution for institutional conduct analysis and possible legal action against responsible parties.

The CFB reserves the right to change this document with a majority vote of the board, and adoption by the respective senates according to their constitutions. The CFB also reserves the right to make special considerations for proposals as deemed necessary by the board.

Revised November 25, 2001

Approved by:

Co-Funding Board - January 25, 2004
St. John’s Senate - February 15, 2004
St. Ben’s Senate - January 28, 2002