An Amendment regarding the Student Activities Commission Guidelines

An Amendment regarding the Student Activities Commission Guidelines

S.A. – 02

Whereas: Student Activities Commission Guidelines currently state:

General Guidelines

  • Grants and Annual Budgets
  1. The SAC funds student groups through two different mechanisms.
  • Annual Budgets:
    • Groups may apply for an annual budget during the spring semester.
    • The SAC will post deadlines and filing procedures on its website, and will notify student group leaders of any pertinent information regarding budget procedures.
    • Budgets are subject to an annual cap on each funding category.
    • Monthly Grants:
      • Groups may apply for an SAC grant through the SAC’s page on the Office of Student Life website.
      • The SAC will post deadlines and filing procedures on its website.
      • The SAC will meet following each submission deadline to review proposals and approve funding grants, at its discretion.
      • Grant Proposals
  1. The SAC will only consider requests:
  • From groups eligible for SAC funds under annual budgeting
  • That demonstrate a new initiative or unforeseen cost
  1. If an event outlined in a grant proposal takes place during the first week of the month, proposals must be submitted by the deadline for the month prior to the event.
  • e.g. For an event taking place on April 2nd, the application should be submitted by the deadline at the end of February.
  1. The SAC will not fund proposals retroactively, including proposals which satisfy the obligations of contracts signed prior to the submission of the proposal, and/or signed without approval from the Director of Student Activities.
  2. The SAC will not consider proposals submitted after the published deadline for submission.
  3. It is the responsibility of the applicant to ensure that proposals are submitted to and received by the SAC.
  • New Student Groups
  1. New student groups approved during the fall semester are eligible to apply for an annual budget at the end of the following spring semester.
  2. New student groups approved during the spring semester are not eligible to receive an annual budget during the same semester, and must wait until the following spring to apply for annual budgets
  3. All new student groups are eligible to apply for SAC grants, and may seek funding from other sources, as well. .
  • Lowest Reasonable Cost
  1. The SAC will fund items or services at lowest reasonable cost for the following items:
  • Student Travel
  • Lodging and Travel for guest lecturers
  • Wages paid to individual students serving as independent contractors.
  1. Applicants must demonstrate lowest reasonable cost in order to receive funding for these categories
  2. Student groups that wish to obtain funding for a cost which does not represent lowest reasonable cost must demonstrate that the cost is essential to the mission of the group or a specific event.

Funding Categories

Food

  • Annual Budget Cap
  1. Cultural/Religious & Spiritual – $750
  2. All Other Groups – $100
  • Eligibility
  1. SAC funded food must be essential to the event. 
  2. The SAC will not consider requests for food at general body meetings, banquets, award shows, performances, meet and greets etc. 
  • Cultural and Religious/Spiritual groups may use SAC funds for food tasting events.
  • The SAC will not fund for alcohol, including alcohol for religious purposes.
  • Cost per plate must be, at most, $5.00 per person. 
  • Food must be for JHU affiliates only.
    • Cultural and Religious/Spiritual Groups are exempted for food tasting events only.

Independent Contractors

  • Annual Budget Cap – $1000
  • Definition
  1. Funds used for independent contractors (individuals paid via a social security number), such as sound and lighting technicians, graphic designers, etc.
  • Eligibility
  1. JHU employees may not be paid as independent contractors.
  2. An individual student may be paid as an independent contractor, provided that the student offers the service at lowest reasonable cost.
  • Students may not be paid for services if they are active members of the group funded.

Non-JHU Professional Services

  • Annual Budget Cap- $1000
  • Definition
  1. Funds used for contracted speakers, performers, and other acts paid via a federal identification number
  • Eligibility
  1. The SAC may fund the payment of professionals for services rendered for SAC groups, provided that:
  • The events hosted by any such professionals are made open to all full-time undergraduates of The Johns Hopkins University
  • The professional is not an employee of the University

JHU Professional Services

  • Annual Budget Cap – $1000
  • Definition
  1. Funds used for university services, such as security, audio/visual, plant operations, and university rentals (excluding Zipcars), where:
  • The service is provided through JHU
  • The student group is being charged for the service
  • Eligibility
  1. The SAC will not fund pay to individual Hopkins employees. 

Wages

  • Annual Budget Cap – $6000
  • Definition
  1. Funds used for instructors, musical accompaniment, directors, coaches, etc.
  • Eligibility
  1. The services for which wages are paid must be essential to the group’s mission.
  2. JHU employees may not be paid wages from a student organization.
  3. Individual students may be paid wages, provided that the student offers the service at lowest cost.
  • Students may not be paid for services if they are active members of the group funded.

Non-Reusable Items

  • Annual Budget Cap -$1000
  • Definition:
  1. Non-reusable goods are those items which can only be used once
  • This includes paper goods (plates, napkins, etc.), royalties, film copyrights, name tags etc.
  • The SAC will not fund prizes of any nature.

Reusable Items/Supplies & Equipment

  • Annual Budget Cap -$1000
  • Definition
  1. Items that can be used time and again by a group 
  • Office supplies and costumes also fall under this category.  
  1. The SAC will not fund t-shirts, jerseys, or any other personal clothing.
  2. The SAC will not fund religious supplies.
  • e.g. prayer books, candles, pendants, etc.
  • Storage
  1. Any funding request which includes the purchase of a reusable item must include one of the following:
  • An on-campus location which has been allotted for its storage
  • The name, JHED ID, and signature of the club member who accepts responsibility for the item, and who will maintain the item in their possession

Registration Fees

  • Annual Budget Cap – $750
  • Definition
  1. Funds used for conference fees and registration for performances, competitions etc.
  • This does not including food, travel, lodging, etc.

Travel

  • Annual Budget Cap – $1000
  • Definition
  1. Travel should be for performing, volunteering, competing, or other reasons deemed essential.
  • Eligibility
  1. Travel must be essential to the event and the group’s mission.
  2. Groups proposing to travel by personal vehicle must demonstrate an inability to obtain an SAC van for the proposed trip
  3. The SAC will only fund fuel costs by reimbursement; groups must save gas receipts in order be reimbursed.
  4. The SAC reserves the right to limit
  • The number of trips in which a group participates
  • The distance a group travels
  • The number of vehicles used by a groupRestrictions
  1. The SAC will entertain funding for continental US travel only.
  2. The SAC will not fund:
  • Travel by car outside of 300 miles roundtrip, as per the policy set forth by JHU Risk Management
  • Mileage or depreciation costs when using a personal car
  • Costs of repairs, in the event of an accident or malfunction
  • Meals and Lodging costs incurred while traveling
  • Off-campus retreats for a single student organization
  • Travel to formals or admissions fees/tickets of any kind

Printing & Copies

  • Annual Budget Caps
  1. Flyers  – $70
  2. Bound Publication – $3 per issue
  3. Newsprint – $2600
  • Flyers
  1. The SAC will fund 100 copies per event, and for 10 meetings throughout the year.
  2. The SAC no longer funds separately for mailbox stuffers.
  • Bound Publication
  1. The SAC will fund up to 1,500 issues per year.
  2. The SAC will only fund saddle stitch binding and black and white publications.
  3. The SAC will not fund color on inside pages or covers.
  4. The SAC will entertain requests for glossy covers but not perfect binding or glossy paper. 
  • Newsprint
  1. The SAC will fund newsprint publications up to 3 times per semester.
  2. This allows for 1500 copies of 8 page newspaper or newsprint style paper, 6 times per year.

Disclaimer

  • Policy Changes
  1. Any and all of the above policies are subject to change given one month’s notice.
  2. All changes will be announced by email through Liaisons or by the Chairman after the meeting at which the change was made.
  3. Until, and unless new funding guidelines are approved by the SAC, the guidelines from the previous year will be those that the SAC and SAC groups will follow.
  4. Upon approval of new funding guidelines, the SAC will begin funding under the newly approved guidelines at the following meeting.
  5. To take effect, new guidelines must be approved by a majority of the SAC. The chair of the SAC and a representative of the Office of Student Life must be present for any vote to amend or replace existing guidelines.
  • SAC Discretion and Conditional funding
  1. While SAC guidelines describe the proper procedure for student group funding, the SAC reserves discretion to approve, deny, or table each budget and proposal on a case-by-case basis.
  2. The SAC may also attach conditions and requirements to any approved budget or proposal, at its discretion
  • Bankruptcy and Budget Cuts
  1. In the event that the SAC Contingency account becomes depleted, all of the above policies become null and void.

 

 

Whereas: It is in the best interest of the Student Government Association to ensure efficient and transparent government.

 

Therefore be it resolved: The guidelines now state:

 

General Guidelines

  • Annual Budgets
    • Annual Budgets:
      • Groups may apply for an annual budget during the spring semester.
      • The SAC will post deadlines and filing procedures on its website, and will notify student group leaders of any pertinent information regarding budget procedures.
    • New Student Groups
      • New student groups approved during the fall semester are eligible to apply for an annual budget at the end of the following spring semester.
      • New student groups approved during the spring semester are not eligible to receive an annual budget during the same semester, and must wait until the following spring to apply for annual budgets.
      • These groups are eligible to apply for monthly grant funding in the month immediately following their approval as a club from the SGA general body.
      • New student groups and provisional groups are also eligible for up to a $100 start-up grant payable directly through the SGA Executive treasurer.
      • Monthly Grants:
  1. Guidelines
  • Groups may apply for an SAC grant through the SAC’s page on the Office of Student Life website.
  • The SAC will post deadlines and filing procedures on its website.
  • The SAC will meet following each submission deadline to review proposals and approve funding grants, at its discretion.

 

  1. Grant Proposals
  • The SAC will only consider requests:
    • From groups eligible for SAC under one of the existing group categories.
    • That demonstrate a new initiative or unforeseen cost
  1. If an event outlined in a grant proposal takes place during the first week of the month, proposals must be submitted by the deadline for the month prior to the event.
  • e.g. For an event taking place on April 2nd, the application should be submitted by the deadline at the end of February.
  1. It is the responsibility of the applicant to ensure that proposals are submitted to and received by the SAC.

Funding Categories

Food

  • Eligibility
  1. The SAC will not fund for alcohol, including alcohol for religious purposes.
  2. Food must be for JHU affiliates only.
  • Cultural and Religious/Spiritual Groups are exempted for food tasting events only.

Independent Contractors

  • Definition
  1. Funds used for independent contractors (individuals paid via a social security number), such as sound and lighting technicians, graphic designers, etc.
  • Eligibility
  1. JHU employees may not be paid as independent contractors.
  2. Students may not be paid for services if they are active members of the group funded.

Non-JHU Professional Services

  • Definition
  1. Funds used for contracted speakers, performers, and other acts paid via a federal identification number
  • Eligibility
  1. The SAC may fund the payment of professionals for services rendered for SAC groups, provided that:
  • The events hosted by any such professionals are made open to all full-time undergraduates of The Johns Hopkins University
  • The professional is not an employee of the University

JHU Professional Services

  • Definition
  1. Funds used for university services, such as security, audio/visual, plant operations, and university rentals (excluding Zipcars), where:
  • The service is provided through JHU
  • The student group is being charged for the service
  • Eligibility
  1. The SAC will not fund pay to individual Hopkins employees. 

Wages

  • Definition
  1. Funds used for instructors, musical accompaniment, directors, coaches, etc.
  • Eligibility
  1. JHU employees may not be paid wages from a student organization.

 

Non-Reusable Items

  • Definition:
  1. Non-reusable goods are those items which can only be used once
  • This includes paper goods (plates, napkins, etc.), royalties, film copyrights, name tags etc.

Reusable Items/Supplies & Equipment

  • Definition
  1. Items that can be used time and again by a group 
  • Office supplies and costumes also fall under this category.  
  • Storage
  1. Any funding request which includes the purchase of a reusable item must include one of the following:
  • An on-campus location which has been allotted for its storage
  • The name, JHED ID, and signature of the club member who accepts responsibility for the item, and who will maintain the item in their possession

Registration Fees

  • Definition
  1. Funds used for conference fees and registration for performances, competitions etc.
  • This does not including food, travel, lodging, etc.

Travel

  • Definition
  1. Travel should be for performing, volunteering, competing, or other reasons deemed essential.
  • Eligibility
  1. Travel must be essential to the event and the group’s mission.
  2. The SAC will only fund fuel costs by reimbursement; groups must save gas receipts in order to be reimbursed.
  3. The SAC reserves the right to limit travel funding.
  • Restrictions
  1. The SAC will entertain funding for continental US travel only.
  2. The SAC will not fund:
  • Travel by car outside of 300 miles roundtrip, as per the policy set forth by JHU Risk Management
  • Mileage or depreciation costs when using a personal car
  • Costs of repairs, in the event of an accident or malfunction

Printing & Copies

  • Types
  1. Flyers
  2. Bound Publication
  3. Newsprint

 

*The SAC strongly encourages student groups to consider using recycled paper products for mass print publications.

Disclaimer

  • Policy Changes
  1. Any and all of the above policies are subject to change given one month’s notice.
  2. All changes will be announced by an email from the Executive Treasurer of the SGA after the meeting at which the change was made.
  3. Until, and unless new funding guidelines are approved by the SAC, the guidelines from the previous year will be those that the SAC and SAC groups will follow.
  4. Upon approval of new funding guidelines, the SAC will begin funding under the newly approved guidelines at the following meeting.
  5. To take effect, new guidelines must be approved by a majority of the SAC. The chair of the SAC and a representative of the Office of Student Life must be present for any vote to amend or replace existing guidelines.
  • SAC Discretion and Conditional funding
  1. While SAC guidelines describe the proper procedure for student group funding, the SAC reserves discretion to approve, deny, or table each budget and proposal on a case-by-case basis.
  2. The SAC may also attach conditions and requirements to any approved budget or proposal, at its discretion
  • Bankruptcy and Budget Cuts
  1. In the event that the SAC Contingency account becomes depleted, all of the above policies become null and void.

 

 

It is so ordered.

 

Sponsor: Joanna Gawlik

 

Co-Sponsors: Ari Schaffer, Alexandra Larsen

 

Therefore the amendment

 

Votes: Passes

 

 

It is so ordered.

 

 

——————————————–

Alex Schupper

Executive Vice President