SAFAC Annual Allocation Process Fiscal Year ’19

Mission The Student Activity Fee Allocation Committee (SAFAC) exists to support the initiatives, goals, and activities of recognized Drexel student organizations and Student Life by allocating the student activity fees. SAFAC applies consistent, unbiased funding decisions to represent the interest of the undergraduate student body and enhances campus life by supporting the educational mission of Drexel University. The SAFAC Office oversees the following funding opportunities Annual Allocations Conference Funding The Good Idea Fund (TGIF) -Paraphrase mission: “Exists to support the initiatives of student organizations at Drexel. Apply consistent, unbiased funding to enhance campus life and overall student experience” -funding opportunities they should be familiar with

What is SAFAC? Student Activity Fee Allocation Committee 35 selected undergraduate students Classes range from Freshman to Senior Representation from different colleges Responsible for allocating student activity fees for campus programming to: 250+ Student Organizations 35 Club Sports 37 Fraternities & Sororities - Diverse group to represent the student body -Given the task of allocating the $2+ Million Dollar budget to Student Organizations, Club Sports, Fraternities and Sororities and other entities for campus programming

SAFAC Liaisons Please make sure to meet with your liaisons! Each org has an assigned group of liaisons We will be in contact with you throughout this process to: Advise you on your application Answer questions about policies and procedures Advocate for you during allocations Contact you with your final award letter We are here to help you make the most out of your allocation request. Please make sure to meet with your liaisons! -Explain that each organization is assigned a group of liaisons to assist them throughout the process -Stress communication and importance of meeting with liaison so we UNDERSTAND their needs better. Make it clear we want to HELP them. (helps us create a better image too) -Stress that we are here to help them help themselves (Help us help you!)

Class Caps for Student Orgs $1,000.00 Class 2 $2,000.00 Class 3 $5,000.00 Class 4 $25,000.00 Class 5 $50,000.00 -Four classes for organizations of different scope -differ in budget and the ways the money can be spent

Our Goals for this Year! Prevent & minimize rollover Encourage responsible spending & fundraising Improve transparency Enhance relationships with funded student organizations -Talk about rollover. Each year, we get about $300,000 unspent student fees back which we are trying to minimize so organizations spend it (leads into the spending of goal 2) -SAFAC is subsidizing source, so it is important for organizations to fundraise additional funds on their own -Want to make sure organizations are budgeting properly to avoid going into debt and being placed on debt suspension (if you need an example, Molly meets with an org every single quarter to make sure they are handling their funds properly and to help answer their questions and get them through this year) -Be open and straight-forward with organizations regarding policies. We are here to listen! If they have an issue with a current policy, bring it to our attention to review it! Help us help you!

The Class System Under the FY ‘19 class system, student organizations are eligible to receive up to a certain amount based on the following: 75% Spending Requirement 5% Fundraising Requirement Campus Impact Statement -How do we decide who we give the money to -Read the Slide

General Rules Once allocated, money must be spent within the specified expense category. Moving up a class requires approval. Please fill out a short form located on our Dragonlink page. This form will close 4/2 at 11:59PM https://drexel.campuslabs.com/engage/submitter/form/start/166251 No approval is needed to move down a class Request SAFAC files and documentation for your organization at safac@drexel.edu Give yourself and your liaison(s) time to review your application Do not ask your liaisons the day of the application submission to review your application Straightforward -Money is to be spent in the same category you requeted -moving up a class requires approval, moving down does not require approval Request files if you need it Make sure to contact your liasons as soon as you can, give them time

New Fiscal Year ‘19 Policies Addition of Class 5 Separation of food an beverage from other expense categories Increased caps for off-campus events and competitions New requirement for Class 3s Executive board must attend a BOLD Workshop New requirement for Class 4s and 5s Must have your application reviewed before submitting Straightforward

SORC Items 100 prints a term Camera Art Supplies (Paint, Glue, Scissors, Tape, etc.) 50 B&W and 50 Color Buzzers Balloons and Helium tank Chocolate Fountain 1-24” x 36” poster a term Popcorn Machine Karaoke Machine Construction and Butcher Block Paper Cotton Candy Machine Button Maker Snow Cone Machine Di-cut letters Xbox and Wii Sound System Projectors These are items free to all student organizations at Drexel. Please take advantage of them! We will not fund any requests for these items. A complete list is available on Dragon Link! The Student Organization Resource Center (SORC) is funded by SAFAC and offers all of these great items free of charge to student organizations! Please do not ask for them in your application!

NOT FUNDED Conferences – See Conference Funding Fundraising or events geared to collecting funds for your organization Concerts (only designated organizations have been approved to host concerts) Contracts not executed by the Office of Campus Engagement Non-Mission specific events Closed Events (not open to the student body) Flights – except if associated with event speaker costs International Travel Domains or Websites Banquets Alcoholic beverages and paraphernalia Tobacco paraphernalia Know the reasoning behind each of these decisions! A complete list is available on DragonLink

Cover Page Amount SAFAC awarded your org last year We’re highlighting these specific boxes so they’re 100% clear -Make sure they fill out all information on this opening sheet and it is accurate. -FY’15 Total Amount Awarded = SAFAC Allocation for FY’15 -Total Additional Funding Received= How much they fundraised -Total Expenses = How much they have spent thus far, not how much is in their account currently. Class your org Is applying For How much your org fundraised

General Info Page We actually read this, so make sure to put some time and effort into it

Expense Request Expense descriptions are required, make sure to write something. Do not request more than the maximum.

Breakdown & Supporting Documentation

What To Do Next… Due Date April 6th, 2018 11:59PM NO EXCEPTIONS Your liaisons will be in contact with you about: Applications Guidelines Additional materials Once you receive the materials Read the guidelines Reevaluate your mission Review your finance needs Decide as an org what to request Due Date April 6th, 2018 11:59PM NO EXCEPTIONS

Application Materials and Submission on DragonLink Download the application from the "Documents" section on the SAFAC DragonLink page. Fill out the application as required, following the guidelines and instructions (also found under the "Documents" section). Save the file as "Your_Student_Org_Name". Upload the application in the "Forms" section on the SAFAC DragonLink page along with any other required documents. Type a digital signature. Submit your application. Please note that you will receive a confirmation email stating that your application has been received. If you do not get a confirmation email, please contact safac@drexel.edu immediately to resolve the issue. Applications not submitted by the deadline will not be accepted. All application submissions are due by Friday, April 6th, 2018 at 11:59pm.

Pro Tips Read the directions carefully Fill out every part of the application Provide as much detail as possible Screenshots are the best supporting documentation Ask for help from your liaisons Meet with your liaisons to review the application before submitting it If you’re unsure about anything, reach out to your liaisons

Questions? Due Date April 6th, 2018 11:59PM NO EXCEPTIONS