Official Regulations

APPENDIX II - STUDENT ACTIVITIES FUNDING BOARD BYLAWS

Approved by the Oakland University Student Congress Legislature on 

August 21st, 2024

Article I - Mission Statement 

The mission statement of the Student Activities Funding Board (SAFB) is as follows:

The Student Activities Funding Board is dedicated to serving the student body by providing funds to Registered Student Organizations (RSO) at Oakland University to aid in developing programs, initiatives, events, and other projects that benefit the student body, enhance life on campus, and encourage popular participation in student activities.

Article II - Definitions

1. Majority: 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 for Board action.
2. Supermajority: a number of votes in the affirmative being equal to or greater than two-thirds (2/3) of those casting a vote.
3. Quorum: more than half of the members currently on the Board, excluding the Chairperson, being present. Quorum must be reached to take any vote unless otherwise specified.
4. Funding period: the period of time when funding is available to be requested. There are three funding periods in total: Fall, Winter, and Summer.
5. Audit: the auditing of an organization’s financial records or specific events.
6. Judiciary Committee: Oakland University Student Congress’ Judiciary Committee.

Article III - Relationship with the Oakland University Student Congress

1. The Board is a standing committee of the Oakland University Student Congress, hereafter referred to as the University Student Congress. The University Student Congress is responsible, by and through its own methods, for the following:
1. Appointing and confirming the Chairperson of the Board.
2. Approving the student membership of the Board as appointed by the Chairperson.
3. Reviewing and approving these Regulations as often as necessary, or when requested by the Chairperson on behalf of the Board. 
4. Removing the Chairperson or any member of the Board.
5. Monitoring the Board’s activities and ensuring fiscal and ethical responsibility.
6. Facilitating second appeals made by student organizations.
2. The Chairperson is required to submit regular reports to the University Student Congress. The University Student Congress may request further documentation and information regarding regular reports at its discretion. Regular reports include:
1. Monthly reports of expenditures to be submitted in paper and/or electronic format.
2. Funding period summaries regarding Board actions and financial standing.
3. Year-end evaluation and summary. 

Article IV - Membership

1. The Chairperson is required to make a good-faith effort that the voting membership of the Board always has at least three (3) members.
1. There is a maximum of six (6) members of the Board.
2. Members of the Board are appointed by the Chairperson and must be approved by a majority vote of the legislative body of the University Student Congress.
3. The Chairperson is responsible for appointing members to the Board in a timely manner to ensure proper votes can be taken.
4. In the event that the Board consists of less than three (3) members, the Chairperson shall have the authority, in consultation with the Associate Chairperson, to make executive decisions on all allocation decisions, appeals, hearings, and disciplinary actions.
2. The voting membership of the Board is as follows:
1. The Associate Chairperson of the Board.
2. The directors of the Board.
1. Should a Board member sit on the executive board of an organization that has any action before the Board, the member’s vote is automatically counted as an abstention.
2. The voting membership of the Board at no time may contain greater than three (3) members from any branch of the University Student Congress.
3. The Chairperson of the Board may vote in the case of a tie but is otherwise a non-voting member.

Article V - Responsibilities of the Chairperson of the Board

1. The Chairperson is responsible for the following:
1. Understanding and fulfilling the regulations stated in these Bylaws, as well as the Constitution and Bylaws of the University Student Congress.
2. Interpreting these Bylaws.
1. The Judiciary Committee shall make final interpretations of these Bylaws in the event that an interpretation made by the Chairperson is challenged.
3. Ensuring that all allocation decisions are made in a fair, equitable, impartial, and timely manner, pursuant to these regulations.
4. Handling the adjudication of all waiver requests pursuant to the corresponding rules and regulations.
1. The Board may override the Chairperson’s decisions regarding waivers by a majority vote. 
5. The scheduling and formal conduction of regular Board meetings as well as any special or emergency sessions or hearings.
1. The Chairperson has the authority to set the attendance policy for the Board. Consequences for a violation of the attendance policy shall be decided by the Chairperson.
1. All Board members must be allowed to utilize excused absences for meetings. 
2. The Chairperson may permit the Associate Chairperson to conduct or attend meetings in the Chairperson’s absence.
6. Maintaining all records for any action taken by the Board.
1. The records from prior terms are required to be kept for a minimum of seven (7) years to comply with the University auditing policies.
2. All records may be submitted to the Congressional archives.
7. Providing regularly updated records to the Advisor as well as the Office of Student Involvement’s (OSI) Accounting Clerk on a weekly basis. 
8. Developing forms and procedures to fulfill the responsibilities of the Board as outlined in these regulations.
1. If the Chairperson designates the use of a new form to meet funding requirements, the use must be announced at the following General Body Meeting of the University Student Congress.
1. The Judiciary Committee may decide if the use of a specific type of form is not conducive to the funding of student activities and may require the Chairperson to develop a new form.
9. Conducting a minimum of one (1) training session per funding period during the academic year for student organizations to attend.
1. Attendance to these trainings may be required for an organization to maintain good standing with the Board.
2. The Board may, at their discretion, decide to hold additional training sessions per funding period if necessary.
10. Providing a copy of these regulations, as well as any addenda, to all student organizations in either paper and/or electronic format.
11. Initiating the dismissal of any Board member through the procedures established by the Judiciary Committee.
2. The Chairperson and/or their designee(s) will be responsible for conducting audits.

Article VI - Responsibilities of the Members of the Board

1. The Associate Chairperson shall be appointed by the Chairperson (subject to the approval of the University Student Congress).
1. Should the Associate Chairperson position be vacant for any reason, aside from vacancies resulting from the appointment of a new Chairperson, a replacement must be appointed within three (3) weeks of the effective date of the vacancy as determined by the Chairperson and approved by the University Student Congress.
2. The Associate Chairperson is responsible for the following:
1. Attending all Board meetings in accordance with the Board’s attendance policy.
2. Carrying out the duties of the Chairperson in their absence.
1. In the event that the Chairperson leaves their position, the Associate Chairperson will temporarily fulfill the vacant position as interim Chairperson in accordance with these Bylaws until the Student Body President appoints a permanent replacement that is approved by the University Student Congress Legislature through a majority vote.
3. Board members are responsible for the following:
1. Understanding and fulfilling the regulations stated in these Bylaws, as well as the Constitution and Bylaws of the University Student Congress.
2. Adhering to the attendance policy set forth by the Chairperson of the Board unless they receive an excused absence.
3. Reporting any responsibilities unfulfilled or unethical behavior by the acting Chairperson of the Board to the Judiciary Chair.
4. The board may, at its sole discretion and by a unanimous vote plus the Chairperson’s consent, close funding for the funding period if allowed by a majority vote of the University Student Congress.
5. Creating a number of awards in recognition of outstanding performance by organizations at their discretion. These awards should be granted once per year at the end of the Winter funding period.
6. The Board may add temporary addenda that amend the regulations of these Bylaws by a supermajority vote of the Board.
1. Temporary addenda shall remain in these Bylaws for the duration of the Congressional Session of the University Student Congress or until the University Student Congress Legislature removes the addenda with a Congressional Bill that receives a two-thirds (⅔) majority vote, whichever comes first.
2. All temporary addenda made during the Congressional Session must be reported to the University Student Congress by the Chairperson at the next General Body Meeting.
7. The Student Body President and Vice President of the University Student Congress are non-voting, ex-officio members of the Board.
4. Dismissal or resignation of Board members.
1. Board members may be recommended for dismissal by the Chairperson pursuant to the procedures established by the Judiciary Committee and the Bylaws of the University Student Congress.
1. The dismissal of the Board members shall follow the same procedures outlined in the University Student Congress Bylaws for the dismissal of any member of the Executive Branch.
2. Any member may resign at any time by submitting a resignation to the Chairperson in writing.

Article VII - Board Compensation

1. All Board members must be compensated for their work and be paid an equal wage.
1. Compensation for Board members must be included in the budget passed by the University Student Congress on a semesterly basis. 
2. The Board’s compensation policy must not conflict with the compensation policy as outlined in the Bylaws of the University Student Congress.
3. Board members that are compensated through another position within the University Student Congress may not be doubly compensated for their work on the Board.

Article VIII - Voting Procedures

1. The voting membership of the Board may vote to approve, deny, contingently approve (approval on the basis of specified criteria), or table through a majority vote.
2. The Chairperson must comply with the decisions as approved by the Board, except as noted in these Regulations.
3. The Chairperson may deny incoming requests based on bylaw violations regardless of Board members’ approval votes.

Article IX - Audits

1. There are two types of audits that the Board may conduct:
1. A general audit shall consist of a complete audit of an organization's entire financial records.
2. A specific audit call consists of a targeted audit of a specific event put on by an organization.
2. The Board shall conduct at random a minimum of five (5) general audits and fifteen (15) specific audits during each of the Fall and Winter funding periods.
1. The Board may also, at its sole discretion, conduct an unlimited number of general and/or specific audits, at random and/or by selection.
3. The Board must ensure that all purchases made with Board funding match the items approved during the funding request process.
1. Audits on shopping receipts are to be conducted in collaboration with the OSI.
4. The Board must keep track of the SAFB-funded inventory of each organization.
1. Yearly Audits are to be conducted at the beginning and/or end of each academic year. Each organization must submit their current inventory wherein they state the current SAFB-funded equipment in the organization’s possession before receiving any new equipment funding.
2. Punishment for not fulfilling this requirement is left to the Board’s discretion and will be discussed with the organization.
5. 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.
6. Purchase auditing and consequences:
1. All items purchased with Board funding must be approved by the Board. If an organization purchases items with Board funding that were not approved by the Board, they will be charged the amount of the purchase in both the organization’s SAFB and FLEX accounts.
2. If an organization is approved for funding and cannot find the desired item during an in-store purchase, the organization may purchase a similar-cost equivalent.

Article X - Responsibilities of the Advisor to the Board

1. The Advisor to the Board, henceforth referred to as the Advisor, is an administrative professional and a non-voting member of the Board that is appointed by the OSI.
2. The Advisor is responsible  for the following:
1. Assisting the Chairperson in all training programs.
2. Consulting the Board on relevant matters.
3. Attending Board meetings at their own discretion.
4. Ensuring that all members of the Board maintain good academic and disciplinary standing in accordance with the University Student Congress Constitution and Bylaws.
5. Understanding and fulfilling these regulations, addenda, and the Constitution and Bylaws of the University Student Congress.
6. Remaining unbiased and neutral on all actions the Board undertakes insofar as the acts are not in violation of any of the rules or regulations codified in these Bylaws.
7. Appropriately redirecting student questions and concerns pertaining to SAFB when such are inaccurately directed.

Article XI - Funding Methods and Regulations

1. The Board shall, at the beginning of each funding period, determine a fixed maximum overall funding quota for all organizations, unless otherwise specified by the Board, for each of the following categories for that funding period:
1. Food and Professionals
2. Equipment
3. Giveaways
4. Conferences
2. The Board shall publicly announce the fixed maximum overall funding quota for the next funding period at least ten (10) days before the end of the current funding period.
3. The Board may, at its sole discretion, add supplementary funding quotas as necessary, pursuant to this regulation.
4. The Board may, at its sole discretion, give additional funding to organizations that engage in community service.
1. The Board must make the requirements for receiving additional funding public and the funding must be available to all organizations. 
1. The criteria for additional funding may be established at the Board’s discretion and may be amended by a unanimous vote of the Board once throughout any given funding period.
2. Community service hours must be verified through the OSI.
5. The Board may, at its sole discretion, and at any time and for any reason, approve or deny any allocation request.
6. The Board may, at its sole discretion and for any reason in accordance with the Bylaws, rescind any funds previously approved as necessary.
7. All budget requests shall be considered on a rolling basis.
8. The Board may, at its sole discretion, deny any request where the appropriate paperwork is not submitted simultaneously unless previously approved by the Chairperson, pursuant to these regulations..
1. The Board should make reasonable accommodations for organizations that may have had issues obtaining the required paperwork.
9. If an organization reaches the maximum in a specific category, the Board may decide to allocate funding from unused categories to provide additional funding for needed categories.

Article XII - Items the Board Cannot Fund

1. The Board is barred from providing funding for any of the following:
1. Requests for funding that are after-the-fact for events or other purchases.
2. 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.
3. Any expenses that are incurred from unlicensed vendors without prior approval from the appropriate Oakland University offices.
4. Any faculty or administrative departments, centers, special academic programs, outreach programs, or concentrations.
5. Any organizations within the Student Activity Fund Assessment Committee (SAFAC).
6. Any activities pertaining to the campaigns of any candidate for any office, be it at the University, local, state, and/or federal level.
7. Gifts and/or handouts of any nature, except where these bylaws allow.
8. Philanthropic giving of any kind.
1. Special Initiatives Funding shall not be considered philanthropy.
9. Any event that is held off-campus unless the event cannot be feasibly conducted on-campus.
1. The Board shall not fund any event held at a restaurant.
10. Any event where preferential treatment is given to one group of individuals and not all Oakland University students.
11. Any event that is scheduled for official Oakland University holidays and/or vacation periods.
12. Any event where Oakland University students are required to pay an entry fee.
2. The Board will partially fund delivery/shipping, handling fees, and/or tips.
1. The Board will fund tips up to 10% for takeout or delivery, and 15% for in-person through Food & Professional funds.
2. The Board will not fund expedited or upgraded shipping. 

Article XIII - Food and Professionals

1. Professional regulations are as follows:
1. No member and/or advisor of a particular organization can be hired as a professional for a meeting of that same organization. 
2. No Oakland University student may be defined as a professional unless pre-approved by a majority vote of the Board.
2. Food that will be served and consumed in the Oakland Center must be purchased from the designated caterer in accordance with OSI policy unless a waiver is offered by the Oakland Center.
3. Food purchased with Board funding may be served at the discretion of the organization but must not violate any policy of the Board, OSI, or Oakland University.

Article XIV - Equipment 

1. Equipment may include machinery, parts, materials, marketing and office items, movie license purchases, or resources necessary to fulfill the duty, purpose, and/or operational functions of a student organization. 
2. All reusable equipment purchased with Board funding is permanent property of the Board and must be stored by the organization on campus for later use unless otherwise directed by the Board.
1. Equipment may never be kept by individual organization members, except in the case of uniforms/apparel for organization Members (pursuant to any per-item caps established by the Board).
2. Organizations may surrender reusable equipment that is no longer wanted to be managed by the Board.
3. Each funding period, organizations must provide the Board with an itemized list of each piece of Board-funded equipment in the organization’s possession.
1. Failure to do so will result in the organization not having access to equipment funding until an inventory has been supplied. 
2. If the organization loses or takes Board-funded equipment into their personal possession, the organization will be additionally charged for the item from their FLEX account.
4. All reusable equipment purchased with Board funding must have a storage location on campus and be available for other organizations to use. If an organization does not have a storage location, they must coordinate with the OSI to find space.

Article XV  - Giveaways

1. Giveaways are any items that are intended to be distributed to the student body for promotional purposes of the organization. 
1. Maximum per-item cost will be determined at the Board’s discretion.
2. Giveaway items must contain the organization’s logo unless otherwise approved by the Board at its own discretion.
3. Giveaways must not be distributed or marketed as prizes.
2. Giveaways must be made available to all Oakland University students, free of charge.
3. Leftover giveaway items must be stored on campus and may never be kept by individual organization members.

Article XVI - Conferences

1. Funding requests for conference registrations must be submitted three (3) weeks ahead of the early bird registration deadline if such an option is available. 
2. Requiring students to confirm attendance in advance does not constitute preferential treatment, so long as the signup date(s), time(s), and location(s) are publicized.
3. The Board shall only fund the cost of registration, based on the itemized conference breakdown required.
1. The items the Board shall not fund in regards to registrations include, but are not limited to, food, lodging, transport, and/or handouts.
2. The Board shall only fund the fee associated with the earliest registration, any additional cost incurred for a later registration is the responsibility of the organization and/or attendees.

Article XVII - Special Initiatives Fund

1. Each funding period, the Board shall allocate funding to the Special Initiatives Fund for the funding of initiatives by a majority vote.
1. Initiatives can be defined as any campaign, program, or advocacy undertaken by a student organization for the purpose of improving Oakland University or addressing the needs of students.
2. Initiative funding may be used for purposes that may not apply to any specific category.
3. The Board shall decide the maximum amount each organization can request from the Special Initiatives Fund.
2. Organizations must apply for initiative funding through the forms established by the Board and do the following:
1. Complete any form required by the Board for Special Initiatives funding.
2. Provide a clear statement of purpose for their desired initiative.
3. Provide a detailed breakdown of how Board funding will be used. 
4. Present their initiative to the Board and participate in a mandatory hearing conducted by the Chairperson of the Board.
3. Limitations and regulations for the funding of initiatives:
1. Initiatives must be focused primarily on Oakland University students, their issues, communities, and how those communities are impacted.
2. The Board’s funds may not be used to support any candidates’ campaign for political office.
3. Any funding that an organization receives for an initiative is in addition to its overall maximum funding quota and does not detract from receiving funding for any other category.
4. Any remaining funds from the designated total available for any given Funding Period shall not roll over to the next. 

Article XVIII - Waivers

1. Organizations may, under special circumstances, request a waiver of any Board regulation by using an official waiver request form as created and publicized by the Chairperson.
1. All such requests must include the specific regulation that the waiver is being requested for.
2. The Chairperson shall report any waiver requests and their decisions on said requests at the next Board meeting following the decisions made.
3. The Board may overturn the Chairperson’s decisions with a supermajority vote.
4. The Board may set limits on the number of waivers one organization may submit in a single Funding Period.

Article XIX - Appeals and Rehearings

1. Any organization may request an appeal of any decision made by the Board.
1. First appeals go to the Board for a rehearing.
2. First appeals must be submitted to the Chairperson within seven (7) days of the Board’s initial decision.
2. Any organization may request a second appeal after a first appeal decision has been made by the Board. All second appeals will be referred to the Research and Review Committee for a rehearing.
1. Appeals must be submitted within seven (7) days of the Board’s decision of the first appeal to the Research and Review Committee Chair.
2. Appeals must be presented to the Committee during an official Committee meeting.
1. The student organization must be offered a chance to speak on their own behalf regarding the reason for the appeal. The Chairperson of the Board or a Chair-appointed delegate from the Board may also be present to explain their reason for the decision of the appeal.
3. For an organization’s funding request to be approved following a second appeal hearing, the Committee must vote to approve the request by a supermajority vote. 

Article XX - Provisions for Registered Student Organizations (RSO)

1. The President and Treasurer of each organization are required to complete a financial training session.
1. Online and in-person training sessions should be made available by the Board for student organizations to attend.
2. All organizations seeking funding from the Board are required to remain in good financial standing with Oakland University. 
3. All organizations shall have the same maximum funding quotas regardless of membership size, purpose, goals, or any other discerning factors.
4. Any organization requesting an amount greater than that permitted by the set funding quotas without an approved waiver may have that portion of its request denied.
5. Any unused funds and/or funds spent that do not have valid receipts submitted for them on time to OSI shall be called back at the end of the Fall, Winter, and Summer funding periods.
6. Organizations may not spend Board funding in ways not previously approved by the Board. If an organization purchases items with Board funding that were not approved by the Board, they will be charged for the cost of the item from their FLEX account.
7. Organizations must complete all required forms and form enclosures and submit them as a correctly completed budget request. 
1. Any forms added to the budget request cannot be submitted, undertaken, or completed by an advisor.
8. An organization may only spend approved funds on the items for which said funds were allocated unless the re-categorization of funds is approved by the Chairperson.
9. All allocation requests totaling more than one thousand dollars ($1,000) must be submitted four (4) weeks prior to the date that funding is needed.
1. The Board shall have the authority to call for a hearing for any allocation request that, in the Board’s opinion, requires additional information.

Article XXI - Deficit Regulations

1. It is the responsibility of all organizations’ Presidents and Treasurers to maintain their accounts and remain in good standing with the Board and the OSI.
1. Should an organization fail to maintain their SAFB or FLEX account and fall into deficit and/or fall into poor standing, they will not receive any funding until it is resolved.
2. The Board will inform organizations in deficit of the amount needed in which account, as communicated by the Accounting Clerk in the OSI.
3. Funding from the Board cannot be used to make up for the prior deficit, except where permitted by these Bylaws. 
4. The Board may provide funding to organizations in deficit through approval within the Deficit Forgiveness Policy. This policy will allow organizations to receive up to a predetermined amount of SAFB funding to resolve a deficit. Approvals for this policy shall be decided by the Chair.

Article XXII - Amendment Process

1. Permanent amendments to these bylaws may only be initiated by the Chairperson of the Board, a Legislative member of the Board, or by the Student Body President.
2. All permanent amendments to these regulations must be approved by a two-thirds vote of the University Student Congress Legislature.

Article XXIII - Ratification

1. These Bylaws will go into effect immediately upon their approval by the University Student Congress Legislature