Be sure to review the policies and deadlines below related to SORF.
Announcing the 2016-2017 SORF Board
- Dr. Marita von Weissenberg (Faculty Committee Appointment)
- Sara Donnelly (Staff Representative)
- Crystal Guffey (Advisor - Office of Student Involvement)
- Shania Gliesman
- Sunny Guo (SGA)
- Chris Harding (SGA)
- Jacob Jansen
- Connor Lang
SORF Funding/Allocations Schedule
|10/14/16 (5pm)||10/18/16||10/20/16||11/4/16 - 6/30/17|
|10/28/16 (5pm)||11/1/16||11/3/16||11/18/16 - 6/30/17|
|11/11/16 (5pm)||11/15/16||11/17/16||12/2/16 - 6/30/17|
|1/13/17 (5pm)||1/17/17||1/19/17||2/3/17 - 6/30/17|
|1/27/17 (5pm)||1/31/17||2/2/17||2/17/17 - 6/30/17|
|2/10/17 (5pm)||2/14/17||2/16/17||3/3/17 - 6/30/17|
|2/24/17 (5pm)||2/28/17||3/2/17||3/17/17 - 6/30/17|
|3/10/17 (5pm)||3/14/17||3/16/17||3/31/17 - 6/30/17|
|3/24/17 (5pm)||3/28/17||3/30/17||4/21/17 - 6/30/17|
|4/7/17 (5pm)||4/11/17||4/12/17||5/5/17 - 6/30/17|
SORF Funding Policies
Below is a partial list of the SORF policies. For a complete list, please review the SORF Operating Document.
General Funding Guidelines
- Organizations can only request up to 70% of the total cost of an event, trip, or equipment procurement.
- The remaining 30% must be generated by the organization through other means, including:
Contribution of existing budget dollars
Financial co-sponsorship with other organizations
- Organizations can only submit one application per eligible activity with a request totaling no more than $4,000.
- Organizations are only eligible to receive SORF funding up to two times per fiscal year and may not receive more than $6,000 in total SORF funds throughout a fiscal year (July-June).
- SORF funds cannot be donated to another entity (such as a charitable organization or political campaign).
- SORF funds cannot be directly used to purchase items to be resold.
- Admission to events can be collected at events funded by SORF.
Event/Program Specific Funding Guidelines
· Programs and events are eligible for a one-time allocation to support the activity. The purpose of funding events is to support new and innovative ideas or unplanned costs associated with the program. SORF will not fund the same event more than once in a four-year period.
An exception can be granted to proposed events that are substantially different than they have been in the past provided that SORF did not fund the event in the last fiscal year. Events that are deemed substantially different must have substantially changed at least 70% of the logistics for the event from previous years.
- Events where alcohol is served must comply with the University Alcohol & Other Drugs Policy and must also be approved through the AOD event approval process before funding will be considered. SORF funds cannot be used to purchase alcohol.
- Proposed events must comply with all university policies as well as federal/state/local laws.
- Events must be open to all Xavier students and promoted openly across campus.
- Proposed events must show how the activity enhances the student experience at Xavier and must directly support the mission of the university and/or the mission of the organization.
- Funded expenses must clearly fit into the following categories and proof should be provided that quotes or estimates have been obtained for all expenses requested (please don?t just guess):
- Contracting Services and/or Performers (Honorarium, Independent Contractor, Xavier University Performance Agreement, etc.)
- Facility Rental
- Film License Rental
- Food / Catering Costs
- Printing Services (such as printed programs for use during the event)
- Promotions (including printed promotions as well as promotional giveaway items)
- Security Costs
- Transportation (for safe, professional transportation of guests to and from an off-campus event)
*General event supplies (tape, paper, scissors, etc) and decorations are not eligible for SORF funding.
Trip/Travel Specific Funding Guidelines
All organizations must complete an online Student Domestic Travel Itinerary Form with the Office of Student Involvement at least two weeks prior to traveling. Organizations may be required to collect additional paperwork, such as Assumption of Risk or Medical Release Forms, from participants. Visit www.xavier.edu/insurance and click on Waivers for more information to determine if participants need to complete waivers prior to traveling.
- Student organization-sponsored trips are eligible for a one-time allocation to support the activity. The purpose of funding trip and travel is to support dynamic educational experiences, professional development and experiential learning. SORF will not fund the same trip more than once in a two-year period.
- Proposed trips and participants must comply with all university policies as well as federal/state/local laws. Some trips may require a university faculty/staff member as a chaperone - see the Student Domestic Travel Policy for more information.
- Proposed trips must be open to all Xavier students affiliated with the organization, meaning any student within the organization could be eligible to participate or attend.
- Proposed events must show how the activity enhances the participating students learning and experience at Xavier while directly supporting the mission of the university and/or the mission of the organization.
- At times, there may be organizations that may have unexpected travel, such as in conference competitions where the group is unsure how they will perform and to what extent they may advance in competition. In these instances, SORF Board encourages student organizations to propose for future trips well in advance in the potential event that the group does advance and will need access to additional funding to continue competing and representing the university. Should an organization be funded in advance for such as situation and the group does not advance in competition, the SORF-allocated funding will be withheld or recaptured.
- Funded trip and travel expenses must clearly fit into the following categories and proof should be provided that quotes or estimates have been obtained for all expenses requested (please don?t just guess):
- Admission Costs up to $25 per person
- Airfare (only eligible for trips more than 7 hours driving distance from campus) up to $400 per traveler
- Bus / Professional Transportation Rental
- Car Rental (Enterprise Car Rental is strongly recommended for trips involving vehicles)
- Conference Registration (note annual membership dues are not funded by SORF) up to $75 per delegate
- Hotel Rooms (no incidentals, room service) up to $55 per person per night
- Meals (based on federal per diem daily rates found at www.gsa.gov/perdiem?)
- Personal Mileage Reimbursement (based on current IRS allowable reimbursement rate [$0.54 as of January 2016] only eligible for up to 250 miles per way beyond 250 miles, it is strongly recommended you seek other transportation)
- Presentation Materials up to $150
- Public Transportation* (such as metro, subway, buses or ride share services such as Uber/Lyft)
- Taxi (only transportation from the airport to destination and back)
- Team Registration Fees up to $75 per person/team
*Public Transportation is only eligible as a means of common transportation in major metropolitan cities.
Please note personal care products and gratuity (tips) over 20% are not eligible for SORF funding.
In the event that the number of participants on a trip changes, SORF will automatically recapture the portion of overall funding allotted for the canceled participant(s). For example, if a group is funded $1,000 for four participants and one cancels, SORF will automatically recapture $250 regardless of how the funding was allotted.
While student organizations are eligible to request SORF funding for equipment procurement, it is important to note that that SORF funds are rarely allocated for this purpose. Equipment requests must be a one-time purchase that is mission-critical to the organization's operations.
- A one-time allocation can be granted to procure equipment to support an organization. Permanent equipment is defined as any resources that are reusable from year to year and are not to be discarded and recreated the following year.
- Equipment procured through SORF funding should primarily support the requesting organization but should also be available for other organizations to use, as appropriate.
- Proposed equipment must demonstrate how the purchase enhances the participating students learning and experience at Xavier while directly supporting the mission of the university and/or the mission of the organization. Organizations must also demonstrate how the equipment will be used in future years to ensure long term investment in the purchase.
- Equipment must be permanently stored on campus and cannot be stored at a residence.
- Permanent Equipment should fit into the following categories, although as equipment can be very specific to the needs of the organization, it may not. Proof should be provided that quotes or estimates have been obtained for all expenses requested (please don?t just guess).
- Audio / Visual Equipment
- Recreational Equipment
- Professional signage (cannot include a date/year and must be reusable)
SORF Hearing Process
SORF Hearing / Presenting to the SORF Board
Part of the process to request funds from SORF requires the organization to attend a hearing with the board. Once an application is received and verified as complete, the requesting organization is scheduled to attend a portion of the SORF meeting where the board members are able to ask questions about the request. The board uses this opportunity to seek additional information or clarification on the request in order to make an informed funding decision. Applicants are given 10-15 minutes to explain their request and answer questions from board members. Applicants are encouraged to provide additional information beyond the application in the form of a brief PowerPoint presentation, although this is not required.
Following the hearings with each requesting organization, SORF Board will then discuss the requests at length and vote on each request in the order in which it was received online. The board is required to have at least three (3) voting members present to finalize an allocation decision. The board members will discuss the appropriate allocation amount (if any) and also provide a justification for the decision. Each member will cast their vote and a majority is needed to approve the decision. In the event of a tied vote, the SORF Board will again discuss the request and if a majority consensus cannot be reached, the organization will not receive funding. Following the SORF meeting, the Student Organizations Coordinator will communicate the board's decision within two business days.
When the SORF Board decides on an allocated amount for an organization, the decision made by the SORF Board is final. No appeals will be permitted unless the organization's request is zero funded. In this case, the organization is permitted to re-propose one time in order to address concerns from the SORF Board, as will be explained in detail through the original hearing decision. If the organization does not receive an allocation in the appeal, the process is concluded.
Following The Hearing
Once SORF funding decisions have been announced, the Office of Student Involvement will initiate the process to transfer funds to the appropriated organizations. Notification will be received by the requestor once the funds are available - typically 3-5 business days following the announcement.
Verification of SORF Spending
Within two weeks of the funded activity (or delivery of equipment), student organizations are required to submit documentation for all SORF-funded expenses that have been incurred. The organization must turn in receipts, invoices, copies of contracts and check requests/purchase orders in order to verify SORF funding was accessed as it was proposed to the board. If an organization did not use their funding as originally requested or if a portion of the SORF funding went unspent, it will be recaptured to be re-allocated to organizations in the future.
If an organization fails to produce documentation verifying how SORF funds were spent within 14 days of the funded activity, the organization will be designated ineligible to apply to SORF for a period of 12 months and available funds will be recaptured, not to exceed the unexplained/unaccounted expenses.