Frequently Asked Questions
- 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 (firstname.lastname@example.org)
- 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 email@example.com.
- Call us at (248) 370-4292.
- Try using the Contact Us page for more help.
- 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!