Student Funding Board

2019-2020 Updates

What Does SFB Fund?

Deadlines

Application and Appeal Process

FAQs

About Our Team

Contact and Office Hours

2019-2020 Updates

New Application Process

Applications for events $6000 or less

All Applications for $6000 or less are due 35 business days (Monday-Friday) before your event . Applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via GetConnected. Please note the dates we are now accepting applications for at the top of the “Deadlines” page.

Applications will be reviewed on a rolling basis. Decisions will be sent out via email within 5-7 business days.

Applications for events OVER $6000

All Applications over $6000 must apply in the new quarterly presentation process. Applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via GetConnected one week prior to presentation date.

Each group will have 20 minutes to present their event plan for members of the board, followed by a 10 minute Q&A. After review, board will send out allocations within 5 business days.

Presentation Dates:

Saturday, September 7^th
- For events Oct 28th – February 1st
Saturday, December 7^th
- For events February 2^nd– April 10th
Saturday, February 22^nd (this could change depending on homecoming)
- For events April 10^th – June 30th
Saturday, May 2nd
- For events July 1^st-October 24^th

Collaboration Policy Update

SFB will no longer continue to fund collaborations with 3 or more groups up to $14,000.00 without affecting organization tier limits

HOWEVER,

RSOs may pool their available funding for collaborative events with no maximum
If there are 3 or more collaborating groups, up to $2000 of the event will not affect your organizations’ tier limits (Example: If the total cost of an approved event is $5000, and there are 3 organizations collaborating, $2000 will be given as a grant with the remaining $3000 split evenly amongst the 3 collaborating organizations – $1000 per organization).
Any collaboration over $6000 must submit a large group application and present on their event.

New Tier Level Guidlines

Tier 1 RSOs can receive up to $3,000 per academic year and cannot apply for travel funding or request for funding over $1000. Tier 1 RSOs cannot use SFB for

Events Production, Events Management/Facility Fees
Conferences/ Leadership Programs/ Competitions
Police/Security
Speaker/Performance Fees

Tier 2 RSOs can receive up to $6,000 per academic year, and MAY request funds for travel/conference expenses.

New Honorarium Policy

Honorariums cannot exceed $500.

What Does SFB Fund?

SFB can be used to fund a large variety of things. Here is a short list of examples:
- Event Supplies (including non-permanent decorations and utensils)
- Catering and food – Max of $25 per person
- Performer Fees
- Vendor fees
- Honorariums
- Travel – hotels and flights (Tier 2 only)
- Conference/competition Fees
- Marketing and print materials (Flyers, social media ads, publications etc.)
- Event services
- Police
- Parking for guests
- Space rental

All events MUST be FREE, as SFB funds will not be used for events where an admission fee is being charged.

SFB will NOT be awarded for:

Giveaways
Permanent decorations (decorations that can not be disposed of)
Permanent items that do not have a on campus storage site (must have written permission from department)
Formals/Banquets that are closed or designed specifically for the group applying
National Dues
Insurance
Students & Staff parking on campus
Events that are not free and open to all students (not including travel)
Charity events and fundraisers
Regular Meetings / Recurring Events
- SFB will fund recruitment meetings

Don’t see your item on this list? Please come talk to us at our office hours, or feel free to apply.

Student Funding Board Process

Deadlines

NOW ACCEPTING APPLICATIONS FOR EVENTS ON OR AFTER September 9, 2019

Applications for events UNDER $6000

All Applications are due 35 business days before your event (approximately 50 days). To be considered, applications must be submitted by your RSO’s President or Treasurer by 11:59PM EST via GetConnected. Please note the dates we are now accepting applications for at the top of this page.

Applications for events OVER $6000

Each group will have 20 minutes to present their event plan for members of the board, followed by a 10 minute Q&A. After review, board will send out allocations within 5 business days.

Presentation Dates:

Saturday, September 7^th
- For events Oct 28th – February 1st
Saturday, December 7^th
- For events February 2^nd– April 10th
Saturday, February 22^nd (this could change depending on homecoming)
- For events April 10^th – June 30th
Saturday, May 2nd
- For events July 1^st-October 24^th

Appeal Deadlines

All appeals must be submitted within 5 business days of decision email and completed within 14 business days.

Application and Appeal Process

Application Process

Before You Apply

Gather the following information before you start your application:

Space confirmation via 25 live or screenshot of confirmation email
A detailed budget spreadsheet (provided here or within the application) outlining all costs associated with event. This should also include who/what/where purchases are being made. May include some or all of the following:
- Rental fees
- Itemized list of supplies and costs
- Catering and food purchases
- Performer/vendor fees
- Conference fees
- Travel costs
Proof of all costs (invoices, estimates, or screenshots of items being purchased)
If using Event Services or Sodexo Catering, you must include estimates in your application. Make sure to reach out to these services at least a week in advance to your submission deadline.
Your Organization’s 6 digit code (number starting with 610XXX). If you do not know this, email sibudget@gmu.edu.
Make sure your organization is in good standing (no outstanding debt, all trainings completed, and fully registered)

Apply

Events under $6000

Applications must be submitted by an RSO President or Treasurer by 11:59pm (EST) the night of the deadline for events that are considered for that deadline. Keep in mind, deadlines are now rolling. All applications must be received within 35 business days of your event. Please see the “Deadlines” tab to see if your event is eligible.

If the request is over $1000.00, the RSO advisor also submits the “Advisor Approval Form” on Get Connected
Student Funding Board will review the applications two days a week on a rolling basis.
5-7 business days after the submission, the President and Treasurer of the organization will receive an email from SFB@gmu.edu regarding the allocation.
The allocation will contain information regarding the amount that is allocated OR it will be a request for further information.

If your organization does not receive funding, or your funding is reduced you may appeal the decision within 5 business days. The appeals process is explained in detail further down this page.

Events $6000 or more

Click here to apply or copy and paste the following URL:

Applications must be submitted by an RSO President or Treasurer by 11:59pm (EST) one week prior to deadline date. Keep in mind, these deadlines are quarterly and a presentation is required. Please see the “Deadlines” tab to see if your event is eligible as well as presentation dates.

A representative from each organization involved in event must be present at presentation. Each presentation will last 20 minutes followed by a 10 minute Q&A from the board. Make sure to include the following information in your presentation:

Detailed description of the event
Detailed budget with costs and vendors
Explanation and rationale for costs
Description of how the event will impact the Mason community
Marketing and promotion plan

SFB will respond with decision via email within 5 business days.

If your organization does not receive funding, or your funding is reduced you may appeal the decision within 5 business days. The appeals process is explained in detail further down this page.

After You Receive Funding

SFB will provide information via allocation email on what types of spending may be required to host event or travel.

IT IS THEN UP TO THE ORGANIZATION TO CONTACT THE BUSINESS MANAGER (sibudget@gmu.edu) AND ARRANGE HOW THE FUNDING WILL BE SPENT
IT IS UP TO THE ORGANIZATION TO SUBMIT THE NECESSARY PAPERWORK TO ARRANGE PAYMENT TO THE BUSINESS MANAGER IN A TIMELY MANNER

For more information on payment procedures, please use the RSO Self-Service center or email RSO@gmu.edu. Helpful searches may include: Purchase orders, contracts, reimbursements, travel, etc.

After The Event

Submit the original receipt and all documentation to the business manager in Student Involvement
Submit the SFB Event Evaluation form within 10 business days of the event

Appeal Process

Should your organization receive an email from SFB resulting in a denial or reduction of funding, you may appeal the decision.

TO APPEAL the President and/or Treasurer must reply to the ORIGINAL email with the documents / information that was requested. This should be done within 5 BUSINESS DAYS of the original decision email

Things to consider when making an appeal:

Make sure you’re within the Appeals time window. All appeals must be submitted within 5 business days of the original decision email, and completed within 14 business days.
Make sure you have read your allocation email completely and checked under the “Rationale” section. This is where in the email that an explanation is provided as to what information is needed or why funding was not approved.
After reading through that section, you can respond directly to the email you received providing the information requested, or providing further rationale for request.
Once that information is submitted the board members will review it at their next scheduled meeting and get back to you with an updated allocation.
After receiving the updated allocation and approval you’re able to move forward with the planning for your event.

NOTE: If you’re going through the appeals process you should not be advertising your event. Advertising can begin once you have secured the funds necessary to support your event.

FAQs

SFB Frequently Asked Questions (FAQs)

My organization is a Registered Student Organization (RSO), is there money automatically in my account each year?
I submitted an application, does that mean I automatically received those funds?
What happens if I spend money without having funds allocated through SFB or Self-Generated Revenue?
How do I change the date of my event?
How do I let SFB know that an event has been canceled and SFB funds are no longer needed?
What happens over the holiday breaks with SFB requests (i.e. Thanksgiving, Spring Break)
How far in advance can you apply for funding for an event?
After I receive my allocation from SFB, how do I access the funds?
Do you have an example of a strong SFB application that was allocated funding?

1. My organization is a Registered Student Organization (RSO), is there money automatically in my account each year?

NO! RSOs don’t have money automatically in their accounts each year. RSOs who do collect dues, sponsor fundraisers, receive donations/sponsors, etc. should have funds available in their on campus account. These funds are called self-generated revenus (SGR) and money is left at the end of one fiscal year it is rolled over to the following year and available for use. These funds must be spent in compliance with the university and Commonwealth’s spending guidelines.

2. I submitted an application, does that mean I automatically received those funds?

NO. Groups that submit applications DO NOT automatically receive funds. You must wait to spend money until you have received an official allocation email from the Student Funding Board (SFB) stating how much your organization has been awarded and how it can be spent. Spending money prior to approval will not allow you to be reimbursed.

3. What happens if I spend money without having funds allocated through SFB or Self-Generated Revenue?

Your organizations account will be put on hold and no business will be allowed to take place. The hold will remain until the organization deposits funds into your on campus account to offset the negative balance.

4. How do I change the date of my event?

Send an email to sfb@gmu.edu to let them know the date change so they can update their spreadsheets. Also, make sure that you let the services you might have booked (i.e. Catering, Events Production, Police) know that you have changed your date.

5. How do I let SFB know that an event has been canceled and SFB funds are no longer needed?

Send an email to sfb@gmu.edu to let them know the event has been canceled so they can update their spreadsheets. Also, make sure that you let the services you might have booked (i.e. Catering, Events Production, Police) know that you have canceled your event. Also, be aware that some offices that you book services through have cancellation deadlines. Make sure your organization pays attention to them so you do not receive a fine.

6. What happens over the holiday breaks with SFB requests (i.e. Thanksgiving, Spring Break)?

All applications submitted over the holiday breaks are reviewed at the next scheduled SFB meeting.

7. How far in advance can you apply for funding for an event?

The further in advance the better! We recommend applying at least 2 months before your event. However, you must apply at least 35 business days before.

8. After I receive my allocation from SFB, how do I access the funds?

Important: Just because you receive an allocation it does not mean that SFB will arrange for items to be paid. Depending on what you applied for to receive funds it will impact how you access these funds. Please reference the Fiscal Management Handbook on how to spend the funds you have been allocated. You can do so HERE.

9. Do you have an example of a strong SFB application that was allocated funding?

Yes! Below you will find an example of a strong SFB application. This model should be used as an example of what a COMPLETE application looks like, as well as what the board is looking for in the application attachments:
- Chinese Student Scholars Association Application
- Chinese Student Scholars Association Attachment 1 – this showed the board that their space was already reserved
- Chinese Student Scholars Association Attachment 2 – this is a GREAT example of a breakdown of expenses. It helps the board know exactly what is needed and how much.
Attachments are required as part of the application and these are strong examples of what should be attached. Other ideas might be invoices from vendors, event flyers, etc. A clear breakdown is needed to receive full funding.

About Our Team

Registered Student Organizations (RSOs) are able to apply for funding through the Student Funding Board (SFB). These funds allow students to hold events and programs sponsored by their organization. The SFB of George Mason University is a branch of Student Government and is comprised of appointed Student Government members, as well as representatives from the Registered Student Organization Leadership Team.

2019-2020 Student Funding Board Members:

Obum Egolum, Chair, Secretary of Administrative & Financial Affairs for Student Government
Jose Espinal, Student Government Representative
Nick Chen, Student Government Representative
Haneen Elfaki, RSO Leadteam Representative
Jonathan Garcia, RSO Leadteam Representative

SFB is housed in Student Involvement Hub 2300.

Contact and Office Hours

If you have any questions or comments for the Student Funding Board, visit us at our office hours, email us at SFB@gmu.edu or fill out the contact form below!

Fall 2020 Office Hours:

TBD

You must include your organization name in the message!