Student Activities Funding Board

Failure to comply with the following will result in your funding process being delayed:

• If you're ordering food from Chartwells, you must submit a Chartwells invoice.
• If you're ordering food from a chain restaurant, you must submit a screenshot of your order; including individual prices and cart total with a link to the restaurant.
• If you're ordering food from a local mom-and-pop restaurant, then you must work with the OSI to receive your funding.
• You must have ALL SAFB paperwork, quotes, and documentation, as well as a summary of what is to be purchased. Use this template to submit your information.
• Equipment and giveaway items must be stored and remain on OU's campus at all times unless going to a competition.
• Equipment items must be shared with other student organizations if they've requested them. Learn more about our equipment check out system by emailing SAFB.
• For ANY purchasing or payment needs you must work with OSI Finance to spend your funds.

Even with SAFB denial, you could still choose to pay off the cost of your event and/or miscellaneous costs using your flex account funds (if you have any available), membership dues, through fundraising, or through a combination of these methods.

If Denied:

• Please re-apply
• Direct questions to SAFB at [email protected]
• If you feel that SAFB has been biased or unfair with a denial you have 7 days to submit an appeal form on our Forms Website.

Summer Semester 2025: $2,000 maximum

Special Initiatives Fund Summer 2025: $1,000 maximum (There are a limited number of Special Initiatives Funds, so first come first serve.)

Fall 2025/Winter Semester 2026: TBD maximum (Will be announced mid-July)

Special Initiatives Fund Fall 25/Winter 26: TBD maximum (There are a limited number of Special Initiative Funds, so first come first serve)

3 weeks of event/need-by date is the minimum submission time required for all requests.

1 month of event/need-by date is the minimum submission time for requests exceeding $1,500 and for Special Initiatives Fund Requests.

Resubmitting Deadlines

• For an Event: 7 days of the event for Chartwells, 10 days of the events for all other requests.
• Not for an Event: within a week of the revision notice unless in contact with SAFB.

Late Submissions

Chartwells

• 1-2 days late no waiver
• 3-5 days late needs waiver 
• 5 or more days late is a denial, unless in contact with SAFB

All Other Requests

• 2 days late with a waiver
• 3 or more days late is a denial, unless in contact with SAFB

New Funding Period Dates

• Summer: April 1st - July 31st
• Fall: August 1st - November 30th
• Winter: December 1st - March 31st

Funded student organizations are required to have:

• All quotes for Oakland Post ads, food requests, rental requests, speaker fees and equipment purchases.
• All copies of contracts if hiring a performer.
• A calendar request must be submitted for your event stating "Free and open to all OU students" with the date, time, location, and description.
• Itinerary and budget breakdown for all conferences.

The OSI Banner Request Form must be completed in its entirety and submitted at least one month prior to the event. Submitting requests as early as possible is preferred.

• OSI is not responsible for reprinting banner(s) submitted with incorrect information, misspellings, grammatical errors, and/or graphics provided by requestor.
• Banners will be hung in the OC for one week prior to the event. If space is available, requests can be made for an extended period of time.
• Banners are printed on white paper that measures 36 inches high by 84 inches wide. Other size banners and posters may also be requested and prices will vary depending on size.
• Limited graphics are available through our computer program. An attempt will be made to accommodate requests for specific graphics, but the OSI does not guarantee the quality of the graphics if it is not our computer program graphic. Generally, other graphics do not enlarge well.
• An attempt can be made to print a PDF, Publisher or Word file if it is properly proportioned at 36 inches high by 84 inches wide, but the quality cannot be guaranteed.
• Publisher or Word files are preferred over a PDF since it can be easily altered if necessary.
• All requests for colors, graphics, etc. will be taken into consideration, but final copy design is at the discretion of the OSI office.
• The cost of each banner is $15 minimum, with additional charges for additional ink usage. Ink consumption cannot be measured until the first banner is printed.
• Requests received within one week of the date needed will incur a rush fee of $5 per banner.
• Banner delivery service is available for an additional $5.
• Rush fees and delivery charges are paid out of flex accounts only.
• OSI does not guarantee completion of requests, but will attempt every possible accommodation.
• For more information, please contact the Office for Student Involvement.

The OU Services Agreement must be used for all performers, speakers, DJs, etc.

• Fill out the contract with all pertinent information. Do not sign the form yourself!
• Send the agreement to the individual/company providing the service, with instructions to sign in the designated location.
• Make two photocopies of the signed agreement.
• Submit the original agreement to Jean Ann Miller of the Office for Student Involvement.
• Attach one of the photocopies to your SAFB funding request.
• Retain one of the photocopies for your records.

The OSI Service Window agreement form must be completed in its entirety and submitted at least one month prior to the event. Submitting requests as early as possible is preferred.

This form is for organizations and departments to sell tickets and to sign up for events through the OSI Service Window. This agreement explains the services provided by the Service Window and the responsibilities of the student organizations and departments.

• The OSI Service Window provides service for the Oakland University community with a focus on students as the primary audience.
• All organizations utilizing the OSI Service Window must have an Oakland University account number. All monies collected will be deposited directly into the account number provided. Deposits will not be made into an SAFB account.
• The OSI Service Window accepts cash, checks and Spiritcash for the purchase of tickets and to sign up for events. Organizations may opt to accept credit/debit cards with the Master Card and Visa logo.
• The OSI Service Window provides its service at no cost to OU registered organizations. However, for all credit and debit card transactions the organization will be charged the processing fee that OSI is charged. The fee will be two to four percent of total credit/debit card purchases. This may also cause a delay in the charged/debited funds being deposited into the organization account. Student organizations can opt out of this fee by indicating they do not want credit/debit card to be accepted for this event.
• This agreement must be completed, and signed by the organization and the Service Window Manager at least one week prior to the start of ticket sales/sign-up.
• The interior of the OSI Service Window is open only to Service Window and authorized OSI staff members. Student organization members are not allowed to enter the area to check the computer.
• All ticket sales are final. The Service Window is not responsible for lost or missing tickets. There will be no refunds unless authorized by the sponsor, which must be indicated in writing on the information form.
• Generally, students are limited to one discount ticket and allowed one guest, if guests are permitted. Requests for an exemption to this policy must be presented to the OSI in writing on the information form by the authorized sponsor.
• For each event, the OSI Service Window will:
  • Set up a sign-up page on the computer and designated key(s) on the Cash Register to handle the ticket sale or sign-up for each event.
  • Sell tickets and/or to sign up for events according to the parameters given to the OSI Service Window by the sponsoring organization.
  • Provide periodic reports of the process of sales/sign ups upon request.
  • Direct deposit all money taken in from sales/sign ups into the designated account. Process debit/credit card transactions, including assessing processing fees as they are reported to the OSI. Process any authorized refunds.
  • Email to the designated officer a final sales report or sign-up sheet from the computer either at the time it sells prior to the event.
  • Return unsold tickets to the organization for door sales.
    • All door sale tickets must be accounted for within one business date of the event.
    • All door sale revenue must be deposited into an on campus account at the OSI Service Window and the unsold tickets returned to the OSI Service Window.

OSI Equipment Check Out Form - equipment is loaned on a first come, first serve basis:

• The Office for Student Involvement has limited equipment available for use by student organizations.
• Please note that equipment is loaned on a first come, first serve basis.
• It is best to submit a request as early as possible but at least one week in advance is preferred.
• It is the student organization's responsibility to pick up and return the equipment to the OSI office.
• In the case where the OSI office is closed for the starting or ending time of the event, other arrangements will need to be made in advance to secure storage of the equipment.
• The OSI has the right to charge organizations for damaged or missing equipment, which includes viruses and deletion of software on the laptops.
• This charge may be for current replacement or repair costs of the equipment, to be determined by the OSI.
• Please note that equipment is limited to use in the Oakland Center only.
• Exceptions are made on a case-by-case basis; check with the OC Reservations office if it has existing equipment available in the room prior to reserving OSI equipment.

Outside OC Room Reservation Form

• Rooms are available Friday evenings, Saturdays, and Sundays since they are classrooms.
• Once in a while under extreme circumstances a room may be approved during the weekday.
• Rooms are not guaranteed for any request.
• No common source food/catering is allowed.

Bonfire Information:

• OSI Bonfire Request Form
• Only one (1) bonfire will be approved per day.
• Possession and consumption of alcoholic beverages are prohibited.
• Your organization is responsible for cleaning up after your event and for any damages incurred during your event.
• You must provide your own firewood and fire extinguisher to insure that the fire has been completely extinguished after the event is over.
• No wood can be used from the property of Oakland University.
• For the safety of the participants, be sure they are familiar with the area surrounding the Bonfire Pit.
• No vehicles can be driven on the lower fields at any time; parking is available in Lot P13.

Outdoor Lawn Reservation (includes Elliott Tower) (for student organization use only)

Outdoor Lawn Reservation Form

• Only one (1) group will be approved per day per location.
• Possession and consumption of alcoholic beverages are prohibited.
• Your organization is responsible for cleaning up after your event and for any damages incurred during your event.
• One table is available upon request.