Activity Fee Committee Advent 2008
Welcome to your quick source of information on the Activity Fee Committee.  AFC is staffed with representatives of the Student Assembly and the Order of the Gownsmen with the assistance of the Office of Student Activities.

Lawrence Coffey
Joe Merriman
Kathryn Cochran
Trey Axe
Julie King Murphy, Assistant Dean for Student Leadership Development

Advent 2008 Emergency Funding Application and Hearing


The AFC hearings will be the evening of Wednesday, October 8 and Thursday October 9, between 4 and 9. To sign up for a time contact Jania Collins at ext. 1208 or visit her at the new Student Life Offices in the right side of the Bishop's Common, back of buildiing.
 
Groups wishing to request funding must meet the following criteria.

 

  1. Abide by AFC guidelines. (see below) 
  2. Complete the Survey Monkey form to request money.  Click here to complete the funding request form.  The form will automatically close at 4:00pm on Monday, October 6, 2008.
  3. AFTER completing the form, sign up for a hearing time at the front desk of the Student Life Office in the Bishop's Common.

 

ALL APPLICATIONS MUST BE COMPLETE BY 4:00PM ON MONDAY, OCTOBER 6, 2008!  
ALL HEARING TIME SLOTS REQUESTS MUST BE SUBMITTED BY 4:00PM ON TUESDAY, OCTOBER 7, 2008!
NO APPLICATIONS WILL BE ACCEPTED AFTER THAT DEADLINE.
 
AFC Guidelines

The application, budget reports, & hearings assist the Activities Fee Committee in allocation of funds to provide the most benefit to the greatest number of students.

Misspending funds violates the Honor Code. If gross mismanagement of funds occurs, the AFC may administer the balance.

Ask the Treasurer’s office for up-to-date budget information on your organization and ask your advisor for any assistance. The more specific your goals and the more accurate your records, the easier your hearing process.

Keep the following in mind: AFC distributes funds to facilitate activities! Thus, there are restrictions on use of AFC money:

1) No payment toward hourly wages, salaries or some other method for personal payment.

2) Allocations may be restricted by collection of dues from organization members.

3) Allocations are not intended to further the efforts of University Departments, all of which have a separate university budget process.

4) Direct donation to other student organizations are prohibited. This does not include event co-sponsorship.

5) Direct donation to off campus organizations (charitable, political, religious…) is prohibited. See fundraising guidelines for alternative suggestions.

6) For use strictly in fundraising – funds allocated in an organization’s budget towards activities can be “borrowed” for the purpose of fundraising as long as they are returned to the organization’s account once they are earned back, and used for the purpose for which they were originally allocated. For example: The crew team has $100 allocated to them by the AFC for the purpose of attending a regatta. They withdraw $50 and purchase t-shirts to sell as a fundraiser. They earn a total of $150 from the sale of the t-shirts. They deposit $50 of this back into the account and put it towards attending the regatta. They may use the additional $100 to buy new oars, without consulting the AFC. We would love for every organization to fundraise: it helps defray costs and supports sponsorship of multiple events.

7) The T-shirt rule: Gifts for organization members – a question asked frequently is why t-shirts cannot be purchased and given to group members as gifts, especially given that some groups are allowed to buy uniforms. The uniforms can be purchased using AFC funding because a) they stay within the possession of the organization for use by more than one member and b) they are absolutely necessary for the completion of an activity. T-shirts simply given away are not necessary for activities. If an organization wishes to give gifts they must do this using money earned through fundraising.

8) Conferences/Travel - Organizations will be asked to justify reasons for conferences and travel and explain how information gained at the event will be brought back to campus for the benefit of other students. Odds of funding decrease with limited broad benefit from the conference or travel experience.

9) Alcohol - AFC funds may not be used for the purchase of alcohol.

10) Carry over funds - Organizations will be notified at the conclusion of the hearing process what their total funds available will be at the start of the Advent semester. Any funds remaining in the account from the current academic year will be subtracted from the total allocation. For example if an organization is allocated $500 and has no money left on June 30 then their allocation will be the full $500 at the start of the fall semester. However if the organization has $200 remaining in the budget on June 30, then the Advent allocation will be $300.

11) AFC reserves the right to reclaim money from organizations with inactive funds for two consecutive semesters. Organizations are encouraged to spend their allocations in the manner requested and to be good stewards of the money received through reasonable spending on appropriate expenses and throughout the year as opposed to rush spending at the end of the academic/fiscal year.
Be recognized as a student organization by the Student Assembly no later than Wednesday, October 8, 2008. New student organizations, contact Julie King Murphy at ext. 1419 with any questions. 
 
In order to complete the request, please be prepared with the following:
     - contact information for the primary student leader and faculty/staff advisor
     - the organization account number (for organizations with previous allocations)
     - an accurate knowledge of current financial data with the Treasurer's Office
     - plans for spending the remainder of current funds
     - amount requested in this hearing
     - plans for spending the amount requested at this time