Handbook FY18 - University of New Hampshire

Handbook FY18

Student Activity Fee Committee (SAFC) Handbook | FY 18

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“We (the Student Activity Fee Committee) are not accountants, or bean counters, but investors.”

-Mike Proulx, SAFC Chairperson, 1994-1995

“In order to ensure its impact and influence on the governance of the University, this Student Senate shall exist to:

I. Develop, implement, and monitor the budget and use of the

Student Activity Fee;”

-Student Senate Constitution


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Student Activity Fee Committee FY18 Handbook

Table of Contents:

TABLE OF CONTENTS: 5

OVERVIEW 9 What is the Student Activity Fee Committee (SAFC)? 9 How is SAFC structured, and who sits on it? 9 List of Common SAFC Acronyms: 10 List of Common SAFC Definitions: 10 Current Student Activity Fee (SAF) 11

COMMITTEE STRUCTURE 13 SAFC Organizational Chart 15 Who can vote? 16 A Note on the Student Senate/SAFC Relationship 17

FY18 LIST OF SAFOS 19

SAFO Concepts and Descriptions 21 Campus Activities Board (CAB) 21 Diversity Support Coalition (DSC) 21 Electronic Dance Music Community (EDMC) 22 Mask and Dagger Dramatic Society (Mask & Dagger) 23 Memorial Union Student Organization (MUSO) 23 New Hampshire Outing Club (NHOC) 24 Organic Gardening Club (OGC) 24 Student Committee On Popular Entertainment (SCOPE) 25 Student Environmental Action Coalition (SEAC) 26 Slow Food 25 The New Hampshire (TNH) 27 WUNH 91.3 FM (WUNH) 27 Student Senate* 28

SAFO Budgets 30

Other SAF Budgets 39

GUIDE FOR BUSINESS MANAGERS 41


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Business Manager Responsibilities 43 Submitting/Writing a Proposal? 43 Budgets and Concepts 45

P-‐CARD RULES AND USAGE TEMPLATE 47

SAFC STANDARD OPERATING PROCEDURES (SOPS) 53

Article I. Introduction 55 Section I.1: Purpose 55 Section I.2: Parameters 55

Article II. Forms 55 Section II.1: Transaction Forms 55 Section II.2: Requisition Forms 55 Section II.3: Contracts 56

Article III. Purchasing 56 Section III.1: Purchase Orders 56 Section III.2: Purchasing Card 56 Section III.3: Bids and Quotations for Equipment and Services 57 Section III.4: Contracts 57 Section III.5: Checks 58

Article IV. Payment to Students 58 Section IV.1: General 58 Section IV.2: Stipends 58 Section IV.3: Hourly Payment 59

Article V. Special Expenditures 59 Section V.1: Travel 59 Section V.2: Meals 59 Section V.3: Cash Advances 60

Article VI. Proposals 60 Section VI.1: SAF Organizations 60 Section VI.2: Non-‐SAF Organizations 60

Article VII. SAF Organization Budgeting 60 Section VII.1: Budget Management 61

Article VIII. Income 61 Section VIII.1: Revenue 61 Section VIII.2: Payments 62 Section VIII.3: Event Tickets 62

Article IX. Equipment and Insurance 62 Section IX.1: Equipment 62 Section IX.2: Insurance 63


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Article X. Committee in Session 63 Section X.1: General 63

STUDENT SENATE GOVERNING DOCUMENTS AND THE SAF 65

Student Senate Bylaws 67 Article VI: Section VI: Student Activity Fee Committee 67

Subsection I: Procedures 67 Subsection II: Membership 69 Subsection III: Student Activity Fee Organizations 71 Subsection IV: Non-‐Student Activity Fee Organizations 75

Article VI: Section VII: Student Activity Fee Committee Appeals Board 77

SAFC Appeals Process SOPs 77 Section 1: Submission of a Petition for Appeal 77 Section 2: Review of a Petition for Appeal 78 Section 3: Referral of a Petition for Appeal 79 Section 4: Composition of the Student Activity Fee Committee Appeals Board 80 Section 5: The Appeals Hearing 80

AN INTRODUCTION TO ROBERT’S RULES OF ORDER 83 Introduction 85 Purpose of Robert’s Rules of Order 86 How to Use Robert’s Rules of Order 86


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Overview

What is the Student Activity Fee Committee (SAFC)? The Student Activity Fee Committee (SAFC) is a committee of the Student Senate composed of a diverse set of members from across the Student Body representing many student organizations and populations. As per the Student Rights Rules and Responsibilities (SRRR), University policy, and long-standing convention between the Student Body and Administration, the Student Senate is charged with the allocation and oversight of the mandatory Student Activity Fee levied on every full-time student that attends the University of New Hampshire. As of the 2017-18 Academic Year, this fee is set at $89 per student per year. The Student Senate primarily exercises its oversight of the Student Activity Fee through the Student Activity Fee Committee, and most day-to-day operations that involve the SAF is carried out through this body.

How is SAFC structured, and who sits on it? SAFC is composed of a wide selection of organizational officers, members of the Student Senate, professional UNH staff consultants, and student volunteers. The central leadership of the Committee is steered by the SAFC Executive Board, which is composed of the SAFC Chairperson, the two SAF Chief Financial Officers (CFOs), the SAF Outreach Director, and the Student Senate Speaker. Additionally, two members of University Administration, the Coordinator of Leadership & Student Organization Services (OSIL Coordinator) and the SAF Financial Consultant sit as staff advisors to the otherwise student led board. The regular membership of the Committee consists of voting and non-voting members. Some members of the Committee sit as voting members, namely, Student Senators and At-Large Members, among others. Others sit at non-voting representatives of the Student Activity Fee Organizations (SAFOs) that SAFC governs. For more details on the structure of the Committee, please refer to Section 2 of this Handbook.


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List of Common SAFC Acronyms:

List of Common SAFC Definitions:

Gratuity A more encompassing term for “tip.” For example, when you see “Gratuities shall not exceed 15%” it means your tip at a restaurant cannot exceed 15%. This may need to be discussed with your destination of choice prior to arriving.

Travel Anytime that you, another student, or your organization leaves and conducts an event, activity, or conference off-campus

Per diem It is a Latin phrase meaning “for each day.” It is an allowance of expenses for each day based on the cost of living in a given location.

Purchasing Card (P-Card)

A university credit card

Equipment Any item costing $1,000 or more that has an expected lifespan of two or more years.

SAFC Student Activity Fee Committee Pronunciation: “Saaf-cee”

SAF Student Activity Fee Pronuncation: “Saaf”

CFO SAF Chief Financial Officer Pronunciation: “See-Eff-O”

SAFC Chair (or SAF Chair)

The SAFC Chairperson

PPR Post-Programming Report Pronunciation: “Pee-Pee-Arr”

FY Fiscal Year Pronunciation: “Eff-Why”

SAFC Exec (or SAF Exec)

SAFC Executive Board Pronunciation: “Saaf-Ex-Ek”

SAFO Student Activity Fee Organization Pronunciation: “Saaf-O”

BM Business Manager Pronunciation: “Bee-Em”

P-Card Purchasing Card Pronunciation: “Pee-Card”

ORO* Organizational Resource Office* Pronunciation: “O-Arr-O”

ORF Organizational Resource Fund Pronunciation: “O-Arr-Eff”

*The ORO is an outdated term that was used to refer to what is now the ORF pre-FY17. The correct, current term is ORF.


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Current Student Activity Fee (SAF) As with all eight (8) mandatory fees at UNH, the Student Activity Fee (SAF) is levied against all undergraduate students who attend the University with more than four (4) credits. The SAF is levied in the following amounts for FY18:

Full-time Students (12 or more credits) Part-time Students (11 or less credits) Year $89.00 Year $44.50 Semester $44.50 Semester $22.25


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Committee Structure


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SAFC Organizational Chart

SAFC At-Large Members (6) SAFO Business Managers

SAFC Senators (7)

Student Body President/VP

Senate Historian Senate Business Manager

SAFC Chairperson

SAF CFOs (2) Senate

Speaker SAF

Outreach Director

SAF Financial

Consultant

Coordi -nator of Sdt. Orgs

*Not Students

Mem

bers of Student Senate SA

FC Executive Board Vo

ting

Mem

bers

of t

he C

omm

ittee


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SAFC Exec?

Can vote Always?

Can vote Sometimes?

Senate Member?

SAFC Chairperson Yes No Yes Yes SAF CFOs Yes Yes Yes Yes SAF Outreach Director Yes No Yes No Senate Speaker Yes No No Yes Senate Historian No No No Yes SAFC Senators No Yes Yes Yes Student Body Pres./VP No Yes Yes Yes Senate BM No No Yes Yes SAFC At-Large Members No Yes Yes No SAFO BMs No No Yes No SAF Fin. Consultant* Yes No Yes No OSIL Coordinator* Yes No Yes No

*not students

Who can vote? The voting mechanisms of SAFC may seem very complex for new members, however, the members of the Committee are divided into four basic categories of when they can vote: 1 Category 1: Voting Members • SAF CFOs

• SAFC Senators • The Student Body President or Vice President • SAFC At-Large Members

Members within this category can vote on all motions and matters brought before the

Committee 2 Category 2: Non-voting Members

• SAFO Business Managers • Senate Business Manager • SAF Outreach Director • SAF Financial Consultant • OSIL Coordinator

Non-voting members of the Committee can only vote on

motions that involve the personnel of the Committee,

or when the outcome of a motion will affect their rights as members during debate.


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For example, Non-voting Members can vote on a

Motion to Call the Question, a Motion to Move into

Executive Session, a Motion to Postpone, etc. But they could not vote on a Main Motion or

a Motion to Suspend the Rules 3 Category 3: Speaker and Historian

• Senate Historian • Senate Speaker

Members within this category cannot vote on any motion

whatsoever. 4 Class 4: SAFC Chairperson

• SAFC Chairperson

The SAFC Chairperson can only vote when there is a tie, or when the motion involves

the personnel of the Committee. The SAFC

Chairperson must vacate the Chair to the Speaker in order

to debate, however.

A Note on the Student Senate/SAFC Relationship Student Senate is established and maintained by the consent of the Student Body, and its authority and power is effectuated by the University President through the Student Rights, Rules, and Responsibilities (SRRR)1, which binds student, faculty, and administrators alike. Therefore, all decisions of the Student Senate made under the Student Senate Constitution and Bylaws are final, unappealable, and absolute. As above even the reach of administrators, with the sole exception being the express will of the University President as mentioned before, there is no method of side-stepping the will of the Student Body as expressed through the Student Senate. 1 “18.2.F. The University of New Hampshire acknowledges the following governance organizations: 2. Student Senate… Such acknowledgment reflects the University’s acceptance of each of these bodies as the official representative of student opinion for the constituencies served by that group… These bodies shall not be required to be recognized student organizations.” (Student Rights Rules and Responsibilities, 2017-18)


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As a matter-of-fact and in the eyes of administration, there is no other legitimate representation of the will of the Student Body except the Student Senate and other student governance associations where applicable. Therefore, as the sole and final governing institution of the SAF, Student Senate has absolute power over the use of the fee and the SAFOs that use it. The Student Activity Fee Committee is only vested with the day-to-day governance of the SAF by the Student Senate Bylaws2. However, this absolute power over the Committee does not mean that Student Senate does exercise its power, or even, as some would argue, should exercise its power, to override the decisions of SAFC. SAFC, by long-standing convention, has explicit autonomy from the core of Student Senate leadership. Any action to remove or tarnish this autonomy would be a breach of convention, and a violation of long-standing tradition and precedent. When this convention is rarely broken, it is often met with much resistance from both those internal and external to student government3; Student Senate has only exercised its reserve powers over SAFC’s autonomy when it is determined that SAFC or the SAFC Executive Board violated University or Student Senate policy, or acts in direct opposition to the overall best interests of the student body.

2 “1) The Student Activity Fee Committee (SAFC), shall: a) On behalf of the Student Senate, govern all Student Activity Fee Organizations (SAFO) as it pertains to their fiduciary responsibilities to the Student Body through the Student Activity Fee…;” (Student Senate Bylaws, Article VI §A.1) 3 See the events of Fiscal Year 16, i.e., personnel shifts and changes to the voting structure of SAFC.


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FY18 List of SAFOs


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SAFO Concepts and Descriptions

Campus Activities Board (CAB)

The Campus Activities Board (CAB) consists of students dedicated to the purpose of planning, organizing, and executing campus wide events. CAB’s main focus is to provide alternative programing on the weekend (a weekend being defined as Thursday-Saturday nights), but not limited to this. These programs are designed to unify the entire student body by giving all a chance to come together to enjoy the spirit and community of UNH. Events throughout the school year provide creative entertainment geared to giving students a break from the academic routine. Campus Activities Board membership is open to all students. To accomplish these goals, CAB works collaboratively with SAF and non-SAF organizations to provide students, and the wider community with the greatest possible programming. Members of CAB gain valuable experience in team building, leadership, and event planning. At times, CAB collaborates with other organizations to best meet the interest of the university. At other times, CAB acts on its own to provide quality programming on both a large and small scales while still planning events the entire campus can enjoy. The events that CAB hosts during the year are not governed simply by past precedence, but are planned according to the evolving interests of the student body. Members of the CAB try new ideas, expand on and, if interest wanes, discard old ones.

Diversity Support Coalition (DSC)

The Diversity Support Coalition (DSC) seeks to promote, educate, and support multiculturalism, diversity, and equality at the University of New Hampshire (UNH) through programming and support of the DSC and its current member groups. The DSC strives to keep the acceptance of multiculturalism, diversity, and equality at the forefront of the university’s attention. These ideas and concepts are supported by the student run DSC itself and its current member groups (Alliance, The Black Student Union, Hillel, Mosaico, The Native American Cultural Association,


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and the United Asian Coalition). The DSC is open to all students who are interested in fostering inclusion and equity at UNH. The DSC addresses the needs of those who are statistically and historically underrepresented because of and/or affected by institutionalized oppression based on race, ethnicity, sexual orientation, sex, gender identity and expression, age, ability, native language, national origin, and/or religion at UNH. These needs include the following:

1. Organizing, promoting, and implementing programs that promote and celebrate the acceptance of human diversity at UNH.

2. Providing education to the UNH community in order to raise awareness of incidents of harassment, discrimination, bias, and/or assault motivated by race, ethnicity, sexual orientation, sex, gender identity and expression, age, ability, native language, national origin, and/or religion at UNH.

The DSC is an all-encompassing organization that encourages student groups with similar needs to be recognized under the DSC. Student organizations may obtain representation by submitting a petition as detailed by the guidelines of the DSC constitution

Electronic Dance Music Community (EDMC)

The UNH Electronic Dance Music Community (UNH EDMC) functions as a student-run artist collective and production group dedicated to electronic music at the University of New Hampshire. The focus of UNH EDMC is to promote collaboration and ideas within the student body in the creation and performance of electronic music through recorded or live mixes and music production. UNH EDMC strives to expand the musical knowledge of the student body through exposure to lesser known artists and sub-genres. UNH EDMC also seeks to collaborate with other organizations to enhance our value to the UNH community. Any UNH student is allowed to be a part of UNH EDMC. UNH EDMC’s Event Programs include:

1. Providing an alternative nightclub experience to the student body to showcase our collective, through displays of technical ability, event organization, musical talent and other relevant skills.

2. Seminars on how to DJ and produce electronic music, as well as presentations on various topics within the electronic music industry to help hone the student body’s skills and advance knowledge of the craft.

3. Bringing in local electronic music artists and DJs to perform at small concerts.


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Mask and Dagger Dramatic Society (Mask & Dagger)

The Mask and Dagger Dramatic Society (Mask & Dagger) is the University of New Hampshire’s (UNH) only student-run traditional theatre organization. Mask & Dagger produces, directs, casts, designs and builds professional quality works of theatrical art. Mask & Dagger provides all members of the University community with the opportunity to participate in the production of these works. It is the goal of Mask and Dagger to use these works of theatre to provoke thought, test ideas, and broaden perspective on the UNH campus while fostering the enjoyment that comes from theatre.

Memorial Union Student Organization (MUSO)

The Memorial Union Student Organization (MUSO) functions as a programming organization, which operates primarily within the confines of the Memorial Union Building. The focus of MUSO is to provide an inclusive environment to enrich and enlighten programming and group interactions. Membership is open to all UNH students and directorial positions are open to all UNH undergraduate students.

MUSO's agenda includes, but is not limited to: • A lecture/ arts series touching on a variety of academic, social, artistic, and comical topics. • A music series covering all genres of music including local musical talent.


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New Hampshire Outing Club (NHOC) The New Hampshire Outing Club (NHOC) provides outdoor recreation and education for the University of New Hampshire(UNH) community, regardless of skill level or outdoor experience, in a substance free environment. We take great pride in being an organization that offers highly affordable, outdoor recreation each month, catering to all ability levels and a wide range of interests.

Our activities throughout the year may include: backpacking, canoeing, rafting, biking, day hiking, snowshoeing, winter mountaineering, sledding, cross country and alpine skiing, rock climbing, leadership training and wilderness first aid courses.

As a student-run organization, the NHOC offers unique leadership opportunities for UNH students. The NHOC allows and encourages students to create, plan and execute their own trips. This tradition is carried on through the leaders of the NHOC, who assist and help develop the confidence and leadership potential in all of our members.

Organic Gardening Club (OGC)

The University of New Hampshire (UNH) Organic Garden Club (OGC) is a student-run organization that grows certified organic vegetables, flowers, herbs, and berries. Our mission is to cultivate an on campus farm while simultaneously promoting social, economic, and environmental sustainability. To achieve this mission, the OGC keeps a number of goals and objectives including: -To maintain a certified organic farm in accordance with the United States Department of Agriculture, and to educate students on the specifics of maintaining this certification. -To provide locally grown organic produce to the community via community involvement such as farmers markets, community dinners, Community Supported Agriculture Programs (CSAs), farm stands, and donations to Waysmeet Food Pantry. -To offer hands-on, interdisciplinary, and educational opportunities for students in efforts to teach them how to grow and maintain their own food. -To increase local awareness of sustainable living.


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Slow Food

Slow Food UNH seeks to revitalize food culture on campus and in the greater community through events and internal meetings. Slow Food is an international organization with a general mission and our on-campus chapter focuses its efforts on addressing food in the unique setting of a university campus. Slow Food assumes a distinct presence at the University of New Hampshire (UNH), collaborating with other organizations, offices, and departments, such as the Eco Gastronomy program, to add value to the student body. Throughout the year, Slow Food UNH works with other student organizations to build a community around food that is “Good, Clean, Fair”. Good, meaning a fresh and flavorsome seasonal diet that satisfies the senses and is part of our local culture; Clean, alluding to food production and consumption that respects animal welfare and does the least harm to the environment as well as our health and those who produce it; and Fair, meaning accessible prices for consumers and fair conditions and pay for producers. We provide food-related activities open to the entire UNH student body and offer opportunities for volunteering, community outreach, and educational experiences such as documentaries and guest speakers. Furthermore, Slow Food UNH hosts inspired-learning workshops to revive food traditions. We offer UNH students a glimpse into food culture in other communities through experiences such as: culinary opportunities, field trips, and networking with other Slow Food chapters. Slow Food UNH inspires development in leadership, teamwork, and creativity.

Student Committee On Popular Entertainment (SCOPE)

The Student Committee on Popular Entertainment’s (S.C.O.P.E.) mission is to provide live, nationally recognized entertainment to the University of New Hampshire. The programming involved, which may include concerts, comedy shows, and other entertainment productions, will be offered to students at a rate less than that offered to the general public, if charges apply. S.C.O.P.E. will select genres of performances that aim to appeal to the largest cross-section of the student body, subject to availability of the artist and/or venues. S.C.O.P.E. will include the


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opinion of the campus at large and the guidance of our agent in deciding on specific artists. The S.C.O.P.E. is an entirely student-run organization.

The S.C.O.P.E. not only provides entertainment, but also a unique educational experience for those who participate. Students manage all facets of running a professional organization, as well as producing a professional performance. These areas include, but are not limited to: business, production, security, publicity, hospitality, and contract negotiations.

Applications for membership in S.C.O.P.E. are open to all undergraduate students. All undergraduate students are welcome to attend public meetings. Open conversation with the student body will allow S.C.O.P.E. to put into practice the thoughts and opinions that students feel could benefit any and all S.C.O.P.E. events. Volunteer positions will be available for specific shows, those volunteers will be required to attend the meeting before the show to be trained on their day of show tasks and/or positions.

Student Environmental Action Coalition (SEAC)

The Student Environmental Action Coalition (SEAC) at the University of New Hampshire(UNH)is an organization devoted to promoting environmental issues through education, legislation, advocacy, and environmental activism. Involvement in SEAC is open to all UNH Students.

Our Mission is to educate our community, increase awareness, and make UNH a more sustainable and environmentally literate place. Our primary way of engaging the community in environmental advocacy is through issue campaigning. The ways that we typically educate the community include information tables, petitioning, speakers, educational experiences, non-violent direct action, networking (i.e. conferences), and other related events.

We provide a library of over 500 titles that are available to any member of the community who wishes to seek out additional information. The library includes books, magazines, videos, audio recordings, vertical files, and visuals. The library is aimed at educating the student body.


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The New Hampshire (TNH)

The New Hampshire is the University of New Hampshire’s (UNH) student-run newspaper. Our purpose is to serve the community by reporting current news and by keeping the UNH community informed about issues that are important, interesting, and/or entertaining, as well as to provide a forum for advertisement and opinion. We strive to reflect the people, concerns, attitudes and culture of the UNH community. The New Hampshire endeavors to practice accurate and unbiased journalism as laid out in The New Hampshire Code of Ethics. The New Hampshire offers UNH students experience in journalism, photography, graphics, advertising, online publishing, social media and business management. The New Hampshire is published in print on Thursdays throughout the academic year, with the exception of certain specified dates, and online Sunday, Tuesday and Thursday. The New Hampshire will print Main Street Magazine four times a year and in addition to content every Sunday online. The paper is free to the campus and the surrounding communities.

WUNH 91.3 FM (WUNH)

WUNH-FM is a service organization, providing the University and surrounding communities with non-commercial, alternative radio. We strive for diversity in our programming, and thus emphasize giving airtime, through both live performances and recorded music, to artists and entire genres of music underrepresented in mainstream media. We maintain a high level of professionalism in our broadcasts, and we are committed to broadcasting the most up-to-date University news, information, and sports to the community. We provide the opportunity for interested members of the community to participate in all aspects of radio station operation through on-the-job training. You can listen to WUNH on 91.3FM. Online streaming is available with the UNH smartphone app or at wunh.org.


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Student Senate*

*NOTE: Student Senate is not a SAFO. It is a student governance association, and SAFC is a subcommittee of Student Senate. However, financially Student Senate, including SAFC, treats itself much like a SAFO – its Business Manager sits on the Committee with identical privileges as SAFO BMs, it submits a budget through SAFC, and it receives funding for its internal organization from the SAF. For more information, please see the ‘Committee Structure’ section of this Handbook.

Preamble, Student Senate Constitution The Student Senate of the University of New Hampshire shall serve as an advocate for all undergraduate students, deriving its power from the consent of the governed and developed on the principle that all undergraduate students of the University of New Hampshire have the right to participate in University governance. Such participation encourages the development of student expertise in University affairs and places significant responsibility on students for their involvement with the policies, rules, and regulations which affect the quality of education and the experience of students at the University of New Hampshire. In order to ensure its impact and influence on the governance of the University, this Student Senate shall exist to:

A. Provide a representative and inclusive structure of governance for the Student Body; B. Establish and maintain an effective means of communication amongst the various facets

of student governance, student organizations, University administration, University faculty and staff, the Town of Durham, and the University community;

C. Serve as an advocate and a resource for the Student Body; D. Initiate and administer programs and services for the Undergraduate Student Body and

the University; E. Participate in the process of establishing University policies and monitor their

implementation; F. Provide opportunities for the development of student leadership in governance; G. Review and recommend changes to the Student Rights, Rules, and Responsibilities

(SRRR); H. Ensure that the University Conduct System guards and protects the rights and interests

of all students;


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I. Develop, implement, and monitor the budget and use of the Student Activity Fee; J. Monitor the development of all mandatory fees; K. Annually review all mandatory fees and make a recommendation to the University

President prior to the budget submission to the University System of New Hampshire (USNH) Board of Trustees;

L. Provide regular meetings open to the Student Body for the purpose of student governance


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SAFO Budgets

Campus Activities Board (CAB)

560Z70 GENERAL REVENUES $7,500 Big Weekend Cooperative Events $2,500 MUB Movies $5,000 *61C OFFICER STIPENDS $3,750 Director $1,000 Business Manager $800 Advertising Director $600 Public Relations $500 May Day Chair $300 Homecoming Chair $300 Films Director $250 *71XXXX* PROGRAM EXPENSES $183,157 Bingo (6 @ $750) $4,500 Comedy (4 @ $5,000) $20,000 Funniest Person on Campus $3,500 Outdoor movies (2 @ $2,300) $4,600 Homecoming $25,000 Stress Relief (2 @ $3,950) $8,700 Jukebox 2 $5,650 Freshman Juke Box $400 Homegrown $750 The Grind (8 @ 125) $1,000 Winter Carnival $2,000 Glow Skate $2,400 Casino Night $5,650 Game Show Dinner $5,700 May Day $36,366 MUB Movies: Films (39 @ $1000) $39,000 Shipping (39 @ $12.50) $488 Press Kits (39 @ $5) $195 3D Movies (12 @ $315) $3,780 Productions $13,478 *710400* STUDENT TRAVEL $4,400 Retreat $4,400

SAF Subsidy $183,807.00


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Diversity Support Coalition (DSC)

560Z06 GENERAL REVENUES $1,000 *61C OFFICER STIPENDS $5,400 Executive Director $750.00 Business Manager $750.00 Program Coordinator $600.00 Marketing Coordinator $600.00 Chairs (6 @ $450) $2,700.00 *71XXXX PROGRAMS $53,798.38 DIVERSITY SUPPORT COALITION (DSC) $5,298.38 Group Programming $4,000.00 Program Support $1,298.38 THE ALLIANCE $9,500.00 6 Large Events $7,000.00 11 Small Events $2,000.00 Program Support $500.00 THE BLACK STUDENT UNION (BSU) $9,000.00 5 Large Events $6,500.00 15 Small Events $2,000.00 Program Support $500.00 HILLEL $4,750.00 3 Large Events $3,500.00 15 Small Events $750.00 Program Support $500.00 MOSAICO $10,000.00 8 Large Events $7,000.00 20 Small Events $2,500.00 Program Support $500.00 UNITED ASIAN COALITION (UAC) $10,000.00 7 Large Events $7,000.00 15 Small Events $2,500.00

Program Support $500.00 NATIVE AMERICAN CULTURAL ASSOCIATION (NACA) $5,250.00 2 Large events $4,000.00 8 Small events $750.00 Program Support $500.00

*710400 STUDENT TRAVEL $1,000.00 SAF Subsidy $59,198.38


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Electronic Dance Music Community (EDMC)

560Z06 GENERAL REVENUES $10,675.00 Dorm Tour $750

T-Shirt Sales $1,125 Spring Concert $8,800 09NS OFFICER STIPENDS $2,300.00

Business Manager (Primary Contact) $500 Promotions Director $400 Events Director $500 Tech Director $400 Executive Director $500 *717200* PROGRAMS $24,150.00 DJ School - Food & Refreshment $150 Large Spring Concert $22,000 IGNITION ( 4 @ $250) $1,000 Storage Unit $1,000 71C100 ADVERTISING $2,500.00

General Organization Advertising $500 Spring Concert Advertising $1,000 Event T-Shirts (for sale) $1,000


Mask & Dagger

560Z70 GENERAL REVENUES $5,000 Large Show $2,000

2 Meduim Shows (2 @ 1,000) $2,000 Prom $500 Program Ads $500 *61C OFFICER STIPENDS $2,550

President $600 Vice President $450 Business Manager $600 Public Relations $450 Secretary $450 *711116 PROGRAMS $21,200

Large Show $6,500 2 (Medium Shows (2 @ 4,000) $8,000 Side Projects $300 Storage Unit $3,000 Production Equipment $200


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Prom/Banquet $800 Music Directors $600 Pit $400 Large Show $500 Medium Show (2 @ $400) $800 Side Projects $100

719100 MEMBERSHIPS AND SUBSCRIPTIONS $600 KACTF Registration $600

SAF SUBSIDY $19,350.00

Memorial Union Student Organization (MUSO)

560Z06 GENERAL REVENUES $4,000.00 Programming $4,000.00

*61C OFFICER STIPENDS $3,000.00 Director $500.00

Business Manager $500.00

Arts and Lectures Director $500.00

Music Director $500.00

Publicity Directors (2 @ 500) $1,000.00

*71XXX PROGRAMS $52,800.00 Arts and Lectures Series $24,400.00 Music Series $26,400.00

Promotions $2,000.00


New Hampshire Outing Club (NHOC)

560Z70 GENERAL REVENUES $9,125

Summer Trips (3 Trips) $2,625

Trips During School Year (6 Trip Signups) $6,500 09NS OFFICER STIPENDS $1,400 61CPEX Business Manager $800

Summer Coordinator $300

Publicity Coordinator $300 715000 EQUIPMENT $19,990

Gear $5,000

Camping/Outfitter Aid $4,500

Yearly Cabin Use/Maintenance $8,400


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Storage Unit $1,860

First Aid Supplies $230 71- PROGRAMS $39,210

Food $8,400

Vans $21,000

Gas/Tolls $7,000

Guest Speakers/Premiers $1,000

Leadership Training $400

WFA Course Recertification $800

Promotional $610 SAF Subsidy $51,475

Organic Gardening Club (OGC)

560Z06 GENERAL REVENUES $700.00 General Revenues $700.00 (Farmers Markets, Farm Stands, CSAs) *61C OFFICER STIPENDS $1,100.00 Business Manager $400.00 President $300.00 Farm Manager 1 $200.00 Farm Manager 2 $200.00 61S STUDENT HOURLY $15,200.00 Farm Manager 1 $5,600.00 Farm Manager 2 $5,600.00 Farmer $2,000.00 Farmer $2,000.00 *71XXX PROGRAMMING $4,400.00 Community Dinners $1,800.00 Program Support $2,000.00 Farm Jam $600.00 710400 STUDENT TRAVEL $700.00 Long distance/ Conferences $700.00



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Student Committee on Popular Entertainment (SCOPE)

560Z70 GENERAL REVENUES $235,000.00 Arena/Field House/GSR $235,000.00 09NS OFFICER STIPENDS $4,400.00 Director $1,300.00 Business Manager $800.00 Publicity Director $800.00 Production Director $500.00 Hospitality Director $500.00 Security Director $500.00 *717200* PROGRAMS $431,720.00 Artist Fee(s) $250,000.00 Agent Fee(s) $25,000.00 Production $150,000.00 Promotions/Advertising $6,450.00 Spotify Subscription $120.00 Director Cell Phone $150.00 *710400* STUDENT TRAVEL $3,000.00 Conference/Travel $3,000.00 711100 ADMINISTRATIVE $50.00 Non-programming Expenses $50.00


Student Environmental Action Coalition (SEAC)

GENERAL REVENUES $350.00 SEAC Misc. $350.00 OFFICER STIPENDS $1,500.00 Coordinator $500.00 Business Manager $400.00 Solarfest Coordinator 2 @ 150 $300.00 Secretary $300.00 PROGRAMMING $25,100.00 Solarfest $20,800.00 Issue Campaigns(5@600) $3,000.00 Earthfest $1,300.00 STUDENT TRAVEL $900.00 Long Distance Travel $700.00 Local Travel $200.00



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Slow Food

*61C OFFICER STIPENDS $1,650 Executive Director $300 Executive Director Assistant $300 Business Manager $650 Volunteer/ Event Coordinator $400 *71XXX PROGRAMS $8,400.00 Maplefest $400 Movie Event $300 Group Leadership, Outreach, Growth $950 Workshops (5 @ $100) $500 Disco Soup $2,100 Spring Semester Event(s) $3,500 Jukebox/U-Day/Homecoming Collab. $300 SolarFest $50 Program Support and Equipment $300 *710400 STUDENT TRAVEL $2,300.00 Milage/Tolls $300.00 Group Travel $2,000.00

SAF Subsidy $12,350


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The New Hampshire (TNH)

570337 ADVERTISING REVENUE $45,000 *61C OFFICER STIPENDS $22,225.00 TNH Executive Editor $1,500.00 Managing Editor $1,300.00 Content Editor $1,000.00 Sports Editors (2 @ $600) $1,200.00 Design Editors (2 @ $600) $1,200.00 News Editors (2 @ $600) $1,200.00 Arts Editor $500.00 Multimedia Editor $500.00 Business Manager $775.00 Staff Writers (16 @ $400) $6,400.00 Web Editor $450.00 Staff Photographers (2 @ $500) $1,000.00 Podcasters (2 @ 400) $800.00 MSM Editor in Chief $1,000.00 Senior Editor $800.00 Photographer $600.00 Editors (2 @ $600) $1,200.00

Editors (2 @ $400) $800.00 09SL HOURLY LABOR $9,000.00 Delivery Drivers $3,000.00 Advertising Representatives $6,000.00 *713010* PRESS COST $42,706.00 TNH - 28 Issues (Projected) $20,706.00 MSM - 4 Issues $22,000.00 *71XXX PRODUCTION COSTS $14,130.00 Overall Production Costs $7,230.00 File Server $1,400.00 Computer Maintenance Contract $2,000.00 Website $2,000.00 Ad Staff Software $1,200.00 Wordpress Lesson $300.00 *710400* STUDENT TRAVEL $4,000.00 National or Local Conferences $3,000.00 Gas and Mileage $1,000.00



38

WUNH 91.3 FM (WUNH)

570341 FUNDRAISING $12,500

Individual Marathon Donations $12,500.00

570336 GENERAL REVENUES $19,000

Tower Revenues $19,000.00

*61C OFFICER STIPENDS $12,400

Summer Operations Director $5,000.00

Music Director $800.00

Chief Operator $800.00

General Manager $1,000.00

Marathon Coordinator $600.00

Business Manager $800.00

Chief Announcer $700.00

Production Director $700.00

News Director $400.00

Events Director $400.00

Promotions Director $400.00

Sports Director $400.00

Webmaster $200.00

Assistant Music Director $200.00

716000 MAINTENANCE AND REPAIRS $9,500

Preventive Maintenance $4,600

Equipment Repair $2,700

Replacement Parts & Upgrades $2,200

780110 ELECTRICITY $12,000.00

Transmitter Electricity $12,000.00

*71XXXX PROGRAMS $11,500.00

Events $1,500.00

Engineer 1 $2,500.00

Engineer 2 $1,500.00

Marathon Premiums $6,000.00

716145 BROADCAST RIGHTS $1,200

ASCAP $700

Royalties $500

719100 MEMBERSHIPS & SUBSCRIPTIONS $1,240

License Fees -SESAC, IBS, NAB $740

Other (Jazz, Blues, Hip-Hop) $260

ZipWhip $240

718000 TELEPHONE $2,500


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Marathon EquipmentCharges $2,500

714000 POSTAGE $1,200

Mailing Giveaways $200

Marathon Premiums & Cards $1,000 SAF Subsidy $20,040.00

Other SAF Budgets

Student Senate

*61C OFFICER STIPENDS $19,800.00 Student Body President $4,500.00 Student Body Vice President $4,500.00 Speaker of the Senate $1,200.00 Student Trustee $800.00 Executive Officer $500.00 Parliamentarian $800.00 Business Manager $500.00 Director of Public Relations $500.00 Historian $500.00 Academic Affairs Chairperson $400.00 Community Dev. Chairperson $400.00 Campus Structure Chairperson $400.00 External Affairs Chairperson $400.00 Health and Wellness Chairperson $400.00 Judicial Affairs Chairperson $400.00 Fraternity & Sorority Affairs Liaison $400.00 First Year Representative $200.00 Senior Financial Advisor $400.00 Chairperson $1,000.00 Chief Financial Officer $800.00 Chief Financial Officer $800.00 *71XXX PROGRAM $21,500.00 First Year Election $300.00 Spring Election $700.00 Merchandise $2,000.00 Education Programing $2,000.00 General Advertisements $1,000.00 Active Shooter Training $2,000.00 Advocacy $2,000.00 Fall Orientation $3,500.00

Spring Orientation $500.00

Executive Orientation $500.00


40

Legal Services $7,000.00 SAF Subsidy $41,300.00

Student Activity Fee (SAF) Office

61S STUDENT HOURLY $672.00 SAFC Deposit Clerk $672.00 *71000 PROGRAM EXPENSES $7,000.00 Ticket Office Expenses $6,000.00 Committee Operations $1,000.00 ADMINISTRATIVE $50,000.00 General Office Supplies $32,300.00 Copier Expenses $15,500.00 Server $2,200.00 TRAVEL $11,000.00 (BM Orientations, ACUI, NACA, etc.) 718000 TELEPHONE $14,355.00 Phone, Wireless, Ethernet, Fax Line) $14,000.00 Telephone Equipment $55.00 Long Distance Charges $300.00 714000 POSTAGE $500.00 *71CZ00* CONTINGENCY ACCOUNT $20,000.00 Contingency $20,000.00 DISCRETIONARY FUND $- Strategic Reserve Bump $-

RESERVE DRAW $-


Organizational Resource Fund (ORF)

560Z70 GENERAL REVENUES (OFFSETS) $(3,000.00)

*71XXX PROGRAMS $85,000.00

713010 PUBLICATIONS $35,000.00

*710400* STUDENT TRAVEL $25,000.00



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Guide for Business Managers


42


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Business Manager Responsibilities

In addition to anything your organization might require of you, as a SAFO Business Manager (BM), you are responsible for a wide portion of your organization’s structure and leadership. As the point person for your organization’s finance, you are responsible for the fiscal solvency, proposals, receipts, programming, and overall health of your organization. Here is an extensive, but not at all exhaustive, list of your responsibilities as a Business Manager:

(1) Attending SAFC meetings every Tuesday from 12:40 – 2:00 in MUB 156. a. Failure to attend SAFC meetings without appointing a proxy to attend for you

can result in your stipend being withheld, or you being personally suspended from having membership on the committee!

(2) Being responsible for seeing your organization through the Budgets and Concepts process

a. From this, you are responsible for submitting your organization’s Concept to SAFC Exec

b. Also, you are responsible for speaking with your organization and your SAF CFO to formulate your organization’s budget for the following fiscal year.

(3) Filling out proposals that utilize your organization’s allocated budget. (4) Making sure your organization completes its stipend paperwork in a timely and correct

manner (5) Making sure that, after your event has taken place, that you submit a Post-Programming

Report (PPR) to SAFC Exec by the required deadline.

Submitting/Writing a Proposal? To write a proposal asking SAFC for funding:

1. Go to Wildcat Link > SAFC > Forms 2. Find the document entitled ‘Proposal Form’ 3. Fill out the form with the most accurate data available – for reference, you can look at

past proposals and PPRs for your event. 4. Once done, place the completed form in the ‘Submissions’ folder on the SAFC Public

box file. 5. Before the meeting, make sure you have some idea on how you want to present your

proposal, and be prepared to receive questions and comments about what you’re asking for!


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Proposal SAFC DATE: MM/DD/YYYY

Committee'Decision:'____________________________________________

Event Date:

Time:

Amount Amount

0.00 0.00

Students @ -$ = -$ Students 0 @ -$ = -$ Non-Students @ -$ = -$ Non-Students 0 @ -$ = -$

-$ -$

-$ -$

#DIV/0! #DIV/0!

Primary Contact: Secondary Contact:Email: Email:

Location:

1/14/00PPR Due:

Proposed Revenues Amended Revenues

Proposed SAF Subsidy Amended SAF Subsidy

Notice: The Post-Programming Report for this event is due two weeks after the event has concluded, or until all receipts have come in. Please email [email protected] or [email protected] if you have any questions about the Proposal or

PPR process.

Organization/Event Information

Total Revenue Total Revenue

Attendance:

Additional Revenue(s)

Cost Per Student

Total SAF Subsidy

Total Expenses:

Amended Expenses

Total Expenses

Proposed Expenses

Attendance:

Additional Revenue(s)

Cost Per Student

Total SAF Subsidy

Organization Name Event Name

Place your

proposed expenses

here

It is important that this information is completely filled in and correct

Your proposed

attendance should be based on

past events, PR strategies,

etc. Place all

additional revenues

in the line under

attendance

The SAF Subsidy & Cost Per Student are important factors when considering the financial merits of a proposal

Your org’s contact info should at-least include you (the BM)


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Budgets and Concepts Every SAFO (i.e. not Student Senate, the SAF Office, or the ORF) is required to submit a concept and a budget for approval by SAFC and the Student Senate in order to receive a standing budget from the SAF. The concepts and budgets are to be proposed in the Fall for the next fiscal year. Here is an example of CAB’s Approved Concept for FY 19:

Campus Activities Board Concept The Campus Activities Board (CAB) consists of students dedicated to the purpose of planning, organizing, and executing campus wide events. CAB’s focus is to provide alternative programing on the weekend (a weekend being defined as Thursday-Saturday nights), but not limited to this. These programs are designed to unify the entire student body by giving all a chance to come together to enjoy the spirit and community of UNH. Events throughout the school year provide creative entertainment geared towards giving students a break from the academic routine. Campus Activities Board membership is open to all students. To accomplish these goals, CAB works collaboratively with SAF and non-SAF organizations to provide students, and the wider community with the greatest possible programming. Members of CAB gain valuable experience in team building, leadership, and event planning. At times, CAB collaborates with other organizations to best meet the interest of the university. At other times, CAB acts on its own to provide quality programming on both a large and small scales while still planning events the entire campus can enjoy. The events that CAB hosts during the year are not governed simply by past precedence, but are planned according to the evolving interests of the student body. Members of CAB try new ideas, expand on and, if interest wanes, discard old ones.

On the next page, you can find an example of the approved FY 18 Budget for Mask and Dagger:


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P-Card Rules and Usage Template


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Since Business Managers are ultimately responsible for the usage of P-Cards made out in the name of an organization, but other members of orgs that are not the BM use P-Cards, it is recommended that BMs establish a ‘P-Card Rules and Acceptable Use’ policy for members of their organization.

[SAFO NAME] P-CARD RULES AND ACCEPTABLE USE POLICY

GENERAL 1. Most P-Cards have a $500 limit per transaction. NEVER, EVER charge multiple

transactions to the same vendor to go over this limit! Ask [BM Name] if you need to purchase an item or items that cost more than $500!

2. NEVER PURCHASE GIFT CARDS! 3. The following are prohibited by University policy from being purchased with a P-

Card: a. Alcoholic beverages b. Services of any kind (consulting, personal, designing, etc.) c. Controlled substances/drugs d. Personal items/meals e. Airline tickets –– the MUB Assistant Director may purchase these with the ‘Air

Card’ f. Hotels –– the MUB Assistant Director may help you book these correctly and

authorize a special card for payment g. Gasoline, except when filling a rental vehicle. h. Products/Services from other UNH Departments (i.e. Transportation, Printing

Services, Catering, etc.) this requires an Encumbrance # i. IF YOU ARE UNSURE, PLEASE ASK [BM NAME] FIRST.

4. Examples of acceptable purchases are:

a. Food, supplies, materials needed for an event b. Conference registrations c. Business meals d. Small equipment e. Membership/Subscriptions


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USING A P-CARD

1. First and foremost, let people know when you’re taking the p-card out! Email the BM when you’re planning to take it out and for how long.

2. [Place location of P-Card in your org’s office here] 3. When you take the P-Card out, YOU MUST FILL OUT THE SIGN-OUT SHEET. This is

to hold you accountable for transactions and receipts. 4. THE PIN FOR THE P-CARD IS ALWAYS THE THIRD SET OF FOUR DIGITS

RECEIPTS

1. Every purchase you make with a P-Card ABSOLUTELY REQUIRES AN ITEMIZED RECEIPT

2. The receipt must be legible, printed (not handwritten), and have each item that was purchased listed out

3. If the receipt does not meet ALL of these requirements, you will be personally

responsible to return to the vendor (on your own expense) to receive a new receipt

AMAZON PURCHASES

1. A regular P-Card is no longer allowed to make purchases from Amazon.com

2. There is a special P-Card in the OSIL just for Amazon purchases. To use it, you need to ask [BM name] to take it out for you AT THE TIME YOU ARE PLANNING TO USE IT.

3. There is one P-Card for Amazon purchases for all student orgs. Please plan your

purchases in advance to minimize the time we have the Amazon P-Card for. 4. [BM name] has to stay with you THE WHOLE TIME YOU HAVE THE P-CARD. Please

don’t make [BM name] hang around for an absurd amount of time while you peruse for items on Amazon. It may not seem like it, but [BM name] has a life outside of [org name].


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5. The OSIL Staff and [BM name] will help you with the receipts for Amazon

CONTRACTS

1. Contracts and order invoices CANNOT BE PAID WITH THE P-CARD. They need to be sent to [BM Name], who will get them to the right people to be signed and taken care of. This process takes some time, so please make sure to forward them to [BM Name] several weeks ahead of time.


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SAFC Standard Operating Procedures (SOPs)


54


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Article I. Introduction Section I.1: Purpose

(A) The Standard Operating Procedures of the Student Activity Fee Committee serve as a policy manual for Business Managers and other members of the Student Activity Fee Committee, as well as for Non-SAF organization officers seeking funds from the SAF. These Standard Operating Procedures comply with the University System of New Hampshire’s policies and keep best business practices in mind. They should be used as standards in the management of each SAF Organizations’ budget and business practices when a question of policy or procedure arises.

Section I.2: Parameters

(A) This rules and procedures defined in this document are binding for all organizations that draw from or have a standing account through the Student Activity Fee. All rules and procedures outlined in the University of New Hampshire Students’ Rights, Rules and Responsibilities, the Student Senate Constitution, the Student Senate Bylaws, and published policies pertaining to student organizations supersede this document.

(B) Definitions: (i) The phrase 'Student Activity Fee Organizations' or 'SAFOs' shall be so construed as to

mean Student Activity Fee Organizations and the Student Senate for the purposes of interpreting these Standard Operating Procedures.

Article II. Forms

Section II.1: Transaction Forms (A) All Transaction Forms are now available as Online Documents, to be filled out in typewritten

format, printed, receipts attached when applicable, and turned in to the MUB Office of Student Involvement and Leadership (OSIL).

(B) Transaction Forms must include all accounting information. (C) Transactions must have either the original invoice or original receipt attached (copies are not

acceptable). Be sure it is an invoice, not a statement, which is attached. The Student Activity Fee will not pay off a statement.

(D) Cash register receipts must be itemized with all purchases. If for some reason an itemized receipt cannot be obtained, a detailed list of purchases is required on the requisition, and a lost receipt form may be required.

(E) Receipts must be attached to the Receipt Submission Form in single layer (no folds, and no receipts on top of receipts), on one side only, using tape, not staples. Full printed sheets (online orders, etc., should be paper clipped behind a Transaction form, not cut up and folded or taped. A photocopy should be made for the organization’s records and the original should be submitted to the MUB OSIL staff.

(F) Loose receipts will not be accepted. (G) The organization’s Business Manager or Treasurer must approve all transactions.

Section II.2: Requisition Forms (A) SAF CFOs will review all Stipend Requisitions submitted for payment. (B) In the absence of a CFO, the Financial Consultant may approve requisitions.


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(C) All requisitions must be limited to one company, person, or department with the exception of requesting Officer Stipends.

(D) Officer Stipends require a list the full name of every officer, their position, and the amount of the stipend on one requisition - a special online form is available for Stipend Requisition.

(E) Reimbursements must contain the information of who, what, when, where, and why. This information must be present on all reimbursement requisitions before your SAF CFO’s approval. Reimbursement of gratuities will not exceed 15%.

Section II.3: Contracts

(A) SAF CFOs will review all Contracts submitted for payment. (B) The organization’s Business Manager or Treasurer must approve all Contracts before submission

to a SAF CFO.

Article III. Purchasing Section III.1: Purchase Orders

(A) The SAF uses external purchase orders for the purchase of Equipment and Ongoing Services. (B) The SAF uses internal purchase orders (called encumbrances) for

(i) 1. USNH Dining & Catering Services (ii) 2. Facility Services (iii) 3. Print & Mail Services (iv) 4. Telecommunications/IT (v) 5. UNH Police & Fire (vi) 6. UNH Computer Store (vii) 7. Media Services (viii) 8. Transportation & Parking Services

(C) Business Managers must obtain a quote from the UNH Department to be paid, and give the quote to the SAF Financial Consultant. Each encumbrance is a special sequence generated for each transaction, and may take several days to process.

Section III.2: Purchasing Card (A) The P-Card may be used for the purchase of:

(i) 1. Supplies (ii) 2. Small Equipment under $3,000 (SAF Financial Consultant’s card only) (iii) 3. Vehicle Rentals (SAF Financial Consultant’s card only) (iv) 4. Gas for rentals, if WEX Gas Card is not working or accepted at the vendor (v) 5. Miscellaneous items and production costs at the approval of your SAF CFO

(B) P-Cards cannot be used with UNH vendors. An encumbrance must be used. (C) To obtain the P-card, a credit card request form must be filled out on Wildcat Link Organization

Finance with the fund information, and what the organization intends to purchase, the name of the person taking the card, and the signature of the Business Manager. The president/director or business manager/treasurer must request, sign out, and return the P-Card with all receipts. This will be kept on file in the MUB OSIL until the card is returned. Credit cards should be returned to the office no later than three days after issuance.


57

(D) The P-card and all receipts must be returned to the OSIL as soon as possible after purchases have been made, with a maximum of 3 business days.

(E) There is a limit of one credit card per organization at any given time. (F) If any person charges anything in the name of a SAF Organization which is in violation of that

organization’s, the SAF’s, or USNH’s policies, that person will be required to pay the full amount directly to the vendor/contractor and will be subject to review by the Office of Community Standards (see Student’s Rights, Rules, and Responsibilities).

(G) No Amazon purchases are allowed. To purchase from Amazon, the president/director or business manager/treasurer must go to the MUB OSIL and the staff will assist in completing the order on the Student Org Amazon account.

(H) No recurring charges are allowed without prior approval. See the Student Organization Financial Consultant if a recurring charge is necessary.

Section III.3: Bids and Quotations for Equipment and Services (A) All purchases over $10,000 (unless covered by an existing bid or contract) are competitively bid

under a formal request for bid process. In general, awards are made to the bidder who is most responsive, responsible, and/or offering the lowest cost. The bidder must meet the specifications and delivery requirements outlined in the request for bid. On more complex purchases, evaluation factors such as past technical experience, years in business, customer references, and life cycle costs are considered in addition to bid price. Organizations will work with the SAF Office and the UNH Purchasing Office to set up a formal bid process. Please consider the need for sufficient lead-time.

(B) The SAF requires three (3) quotations with any equipment purchase ranging between $1000 and $10,000. Listing verbal quotations is not acceptable. The quotations must be for the same or a very similar piece of equipment. They should be on company stationery (internet quotes and/or faxes are acceptable) and include a description and price of the equipment proposed. If three suppliers cannot be found, a written explanation of the reason must accompany the SAFC proposal. On a case-by-case basis, the need for three quotations may be waved at the discretion of your SAF CFO. If the choice is to not accept the lowest quote, the SAFC requisition form must explain the reasoning.

Section III.4: Contracts

(A) All programmers (artists) must have signed contracts in the SAF Office to receive payment. All contracts must be in the SAF Office, fully executed, no later than fourteen (14) days prior to the event. The SAF will not issue a check without receiving a fully executed contract. Fully executed means all parties to the contract have agreed to and signed the contract in question. A contract without the below listed signatures is null and void.

(B) Signatures required on a cover sheet for all contracts for approval: (i) Organization’s Business Manager (ii) Only the Business Manager may sign as a representative for the SAF Organization. In rare

occurrences when the Business Manager is unavailable, the Organization Chair, Director, General Manager, or similar may sign in their place.

(iii) Your SAF CFO (or the SAFC Chairperson if the contract is over $1,000).


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1) Certifies the contract has received appropriate approval of the SAFC and the contract meets budgetary requirements and limitations of the organization.

(iv) Certifies the contract has received appropriate approval of the SAFC and the contract meets budgetary requirements and limitations of the organization.

(v) SAF Financial Consultant (vi) SAFO contracts legally bind the University, therefore it is required that an employee who can

be held professionally responsible to verify the propriety of each contract. (vii) Director of Memorial Union and Student Activities (or Designee)*

1) The Director must sign all contracts for official University approval. (viii) Associate Vice President of Business Affairs (or Designee)*

1) Must sign all contracts $25,000 and over. (ix) *The SAF Financial Consultant will obtain these signatures if needed unless otherwise

specified.

Section III.5: Checks (A) Checks are mailed directly to the vendor by the UNH Accounts Payable Office. (B) Checks are printed on Mondays & Thursdays and normally take two days for delivery. (C) The Accounts Payable Office holds checks for contracts for your SAF CFO or the SAF Financial

Consultant to pick up. This is only done in very special situations, which would need to be worked out with the SAF Financial Consultant at least two weeks before the event. Most vendors accept a check mailed to them directly afterward.

Article IV. Payment to Students Section IV.1: General

(A) All stipend officers and hourly employees of organizations are paid through the UNH Payroll System. To receive a paycheck an updated Income Tax Withholding form (W-4) and a Citizenship Status certification form (I-9) must be on file at the Payroll Office.

(B) Only after the stipend form has been approved by SAF Exec and the SAF4 Financial Consultant, then students who are to be employed by SAF Organizations must bring their completed Stipend or Hourly Hire Sheet, signed by their Business Manager, along with proper identification (as indicated by the I-9 form) to the Payroll Office located within the Holloway Commons Business Office, G11.

(C) No student my start a SAFC paid position without hiring paperwork in place, and no back-pay will be granted.

Section IV.2: Stipends

(A) Stipends will be paid by fiscal quarter. Summer stipends are paid out on a bi-weekly basis. (B) No stipend will be paid in advance. (C) The stipend amounts listed in the budget are the maximum amounts payable for these

designated positions. (D) Officer stipend payments may be withheld at the discretion of the SAFO’s Business Manager, the

organization’s SAF CFO, or the SAFC Chairperson whenever an organization is judged to be negligent in fulfilling proper financial management. The SAF CFO and/or SAFC Chairperson must work in conjunction with SAFC Executive Board in order to withhold a stipend. The SAFC


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Executive Board must have a 2/3rd majority vote in favor of withhold the stipend for it to be withheld.

(E) Compensation to individuals who perform less than the full duties of their position may be reduced or withheld at the discretion of the organization’s Business Manager, your SAF CFO, or the SAFC Chairperson. If the SAF CFO or SAFC Chairperson believes compensation should be withheld, they shall bring it to the attention of the rest of the SAFC Executive Board. In order to withhold or reduce the compensation amount, the SAFC Executive Board must obtain a 2/3rds majority.

(F) No student may receive more than one stipend from the same organization. (G) No officer receiving a stipend may collect honoraria payment for services from the same

organization. (H) SAF Organizations must have all new members fill out stipend paperwork (and additional hiring

paperwork if applicable) immediately following their selection. (I) Stipends can only be paid to full-time matriculated undergraduate students. (J) It is the obligation of an organization’s Business Manager to submit stipend paperwork correctly

and by the given deadlines. Failure to submit stipend paperwork correctly may result in unpaid stipends for that organization.

Section IV.3: Hourly Payment

(A) Hourly payroll is paid on a bi-weekly basis. (B) Time sheets may be activated through the SAF Financial Consultant. (C) Timecards are electronically distributed through USNH (https://wise.unh.edu/), are filled out

every two weeks and are typically due the Friday the pay period ends (USNH will communicate if timecards are due earlier due to University Holiday).

(D) Timecards are approved by the SAF Financial Consultant. It is the responsibility of the organization’s Business Manager to bring any concerns to the SAF Financial Consultant if the hourly employee is falsifying their timecard.

Article V. Special Expenditures

Section V.1: Travel (A) All travel plans must be approved through the SAF Office. (B) Out of state travel proposals made by non-SAF Organizations may not exceed a per-person

subsidy of three-fourths the yearly student fee. (C) Travel monies paid to non-SAF organizations shall not exceed $50 per person for travel within the

United States and $100 per person for travel outside the United States, for all trips while the fall and spring semesters are not in session.

(D) All information for conferences (airline and/or hotel information) must be included in the requisition. Your SAF CFO or the SAF Financial Consultant (or designee) will assist you with making reservations.

(E) USNH sets an official mileage reimbursement rate each year. Presently the maximum SAF reimbursement is $0.54 per mile.

Section V.2: Meals


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(A) When treating a guest artist to meals, only two persons’ meals beyond the guest artist may receive reimbursement from the SAF. Other individuals may always attend, but will not receive reimbursement from the SAF. The SAF does not pay for alcoholic beverages, even for a guest artist.

(B) Gratuities not to exceed 15%. The venue may need to be contacted in advance to arrange this. (C) No student meal entrée shall cost more than $20. (D) No organization shall spend more than $200 in a semester on food not directly associated with a

given program open to and advertised for the entire student body. Any organization wishing to spend more than the allotted amount at any given time must propose it first to your SAF CFO and then to SAFC for approval.

Section V.3: Cash Advances

(A) Any request for cash advances must be made no less than two weeks prior to the date the advance is needed. Advances incur substantial fees, so should only be used as a last resort to other means of funding activities.

Article VI. Proposals

Section VI.1: SAF Organizations (A) Program Production proposals in excess of $500, and proposals for the repair or maintenance of

items in excess of $500, must be reviewed by the Committee as a whole. (i) Subsidies over $250, yet under $500, (including advertising monies) may be proposed to your

SAF CFO. Your SAF CFO, with the consultation of the SAFC Executive Board, will decide if said proposal deems further review from SAFC.

(B) Out of state travel and conferences over $100 must be reviewed by the Committee as a whole. (C) SAF contributions for co-sponsorships for both SAF and non-SAF organizations must be reviewed

by the Committee as a whole. (D) Equipment must be reviewed by the Committee as a whole. See section XV (page 11) of the

Standard Operating Procedures. (E) Any transaction that might appear to benefit an officer, relative, or associate of an officer or

member of a SAFO, so that a third party might question the motivation, propriety, or judgment of that decision to use SAF funds for those purposes, must be submitted for approval by the SAFC or the SAFC Executive Board when SAFC is unavailable.

Section VI.2: Non-SAF Organizations

(A) Program Production proposals in excess of $250 must be reviewed by the Committee as a whole. (i) Subsidies under $100, (including advertising monies) may be proposed to a SAF CFO. Your

SAF CFO, with the consultation of the SAFC Executive Board, will decide if said proposal deems further review from SAFC.

(B) Publications over $500 must be reviewed by the Committee as a whole. These groups will submit

dates for print for each publication in the form of a Program Proposal at the beginning of the Academic Semester.

Article VII. SAF Organization Budgeting


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Section VII.1: Budget Management (A) All income and expenses must be charged to the correct line item. (B) The budget details in each organization’s budget list the fiscal plans approved by SAFC during

the budget process. (C) Non-income producing organizations must stay within their budget framework approved during

the budget process. (D) Income producing organizations must stay within the ratio of revenues to expenses approved

during the budget process. If an organization’s revenue exceeds their budgeted revenue, the organization may propose to SAFC to transfer excess funds to an expense line. This depends on the overall state of the SAF and is at the discretion of SAFC.

(E) Under extenuating circumstances, non-SAF Organizations, funded through the ORO budget, may propose to have revenue monies from a given program returned to their organization’s account, instead of being deposited into the ORO revenue budget. This requires the approval of SAFC.

(F) The granting of a SAF subsidy to any student organization does not give that organization sole discretion over those funds. It is the responsibility of every officer and member of the organization to ensure that these funds are administered responsibly and with professional accountability.

(G) Your SAF CFO and the SAF Financial Consultant have the responsibility and the authority to deny payment for any item that violates USNH policy or fiscally responsible judgment.

(H) If unbudgeted expenses arise during the year, organizations may propose to SAFC to transfer funds from one budget line to another.

(I) Each year the SAF sets aside money in a contingency fund. This fund is used only for emergency SAF expenditures.

(J) If any organization does not follow the SAF Standard Operating Procedures and/or the SAF bylaws, your SAF CFO, with the approval the SAFC Executive Board, may freeze that organization’s budget after one warning. If an organization’s budget is frozen, a meeting with your SAF CFO or the entire SAFC Executive Board will follow before the budget privileges are reinstated.

Article VIII. Income

Section VIII.1: Revenue (A) All revenue must be handled properly to ensure that it can be accounted for, deposited, and

audited. (B) If organization merchandise, refreshments, etc. is sold at an event, a temporary bank can be

obtained from the MUB, but an application through Wildcat Link must be submitted at a minimum of 48 hours before the event on Wildcat Link https://wildcatlink.unh.edu/organization/finance/availableforms.

(C) The organization’s Business Manager is personally responsible for any money that may be lost when not secured in a safe. Additionally, they are responsible for ensuring that all income is deposited properly.

(D) Monies received at the event shall pay no invoices—it must be deposited first. (E) All checks should be payable to the organization or to UNH. All checks will be treated with the

same security as cash.


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(F) On the occasion that an organization wishes to sponsor an event, with the proceeds to benefit a charity, the SAF subsidy must first be repaid. After the subsidy is repaid, all remaining revenue can be paid out to the charity of choice.

(G) Income must be turned into the Office of Student Involvement and Leadership reception staff or the SAF Financial Consultant with a duplicate Deposit Sheet correctly completed: (i) All cash and/or checks verified by the organization’s Business Manager. (ii) A completed Deposit Form(s), signed by the Business Manager. In the case of cash, the form

must include the number of bills, denomination, total dollar amount of each denomination and the total amount of the deposit. In the case of checks, each check will be listed with the check number, name on the check and the check amount.

Section VIII.2: Payments

(A) University departments pay for advertising or Org services by issuing an encumbrance. In the case of TNH, the use of their P-Card is required. Organizations must receive the encumbrance before placing the advertisement.

(B) When UNH departments sponsor a program, a co-sponsorship form must be completed with the departments' accounting information. The co-sponsorship form is turned in to the SAF Office with the Program Proposal.

(C) All payments to the SAF from outside vendors (including fund raising) must be sent to the organization’s Business Manager and then deposited into the Org's account using proper Deposit protocol.

Section VIII.3: Event Tickets

(A) The MUB Ticket Office must be used to sell tickets for all ticketed events, including those which are free of admission.

(B) With the exception of events that are free of admission, the minimum ticket price for any event will be $3.

(C) Complimentary tickets must be approved by SAFC, by way of notation on event proposal, for every event and the ticket office notified.

(D) For Community Building events, all UNH affiliates (students, grad-students, faculty, and staff) may pay the same out of pocket expense that students normally would. University Departments may reimburse the respective organizations revenue line for the portion of graduate students, faculty, and staff that attended the event.

Article IX. Equipment and Insurance

Section IX.1: Equipment (A) Equipment may not be disposed of without approval from the SAF Office. (B) SAF equipment will not be used for personal use or gain. (C) SAF equipment used off campus must have the organizations approval, and be cleared though

the SAF Office, before equipment is taken off campus. The person(s) utilizing the equipment are solely responsible for the condition of that equipment. If lost, stolen or broken while off campus, it is the responsibility of the organization’s Business Manager to file an accident report as soon as possible, distributing a copy to the organization to which the equipment belongs and a copy to your SAF CFO.


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(D) The SAF is under no obligations to replace or repair lost, stolen, or broken equipment. (E) In the event that new or replacement equipment is needed for any SAFO, and funds are not

available within their budget, the organization’s Business Manager may submit a proposal to purchase said equipment from either the “Computer Replacement Fund”, or the “Equipment Replacement Fund”. Any proposal of Replacement Fund Expenditures must be presented first to the organization’s CFO for approval then proposed to SAFC for final approval. The organization must demonstrate need to receive these funds and approval of said funds is not guaranteed.

Section IX.2: Insurance

(A) The SAF is self-insured for all equipment and supplies. Reserves are retained that are adequate to cover replacement of any given exposure or loss.

(B) All UNH recognized student organizations are fully covered by the liability insurance carried by the University of New Hampshire.

(C) The SAF carries a security bond for your SAF CFO and the SAF Financial Consultant, in the event of embezzlement or fraud.

(D) Section IX.3: Printing (E) All SAF Organizations will have access to a code assigned to them for use with the SAF-funded

printers in the Office of Student Involvement and Leadership. (F) A governance organization that is recognized by the Students’ Rights, Rules, and Responsibilities

may apply for a code for the SAF printers. The requests may be approved at the discretion of SAFC Exec.

(G) All other non-SAF Organizations will have access to a shared code, which can be accessed and used at a terminal in the OSIL.

Article X. Committee in Session

Section X.1: General (A) SAFC will host public meetings at the discretion of the Chairperson and SAFC Executive Board.

These meetings will be documented in both written and audio form. (B) Committee meetings will be conducted using select rules from the current edition of Robert’s

Rules of Order: Newly Revised. The extent of Robert's Rules of Order which are followed will be at the discretion of the SAFC Chairperson.

(C) SAFC will act with all form of respect when conversing with each other during meetings and with any visitors to the meetings.

(D) Organizations whose operational concepts require regular updates to the committee shall submit them on a monthly basis. Organizations that will submit these updates shall be: (i) The Campus Activities Board, concerning the MUB Movies series. (ii) The Organic Gardening Club, concerning Farmers’ Markets and other weekly or monthly

events. (iii) Student Senate, concerning campus initiatives that the current Session is working on. (iv) The New Hampshire, concerning (1) Updates on advertisement revenue, and (2) Analytics on

circulation. (v) WUNH, concerning (1) Revenues and expenses related to running the tower, and (2) Analytics

on followership.


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(E) Organizations that have a large number of smaller programs in one month are asked to submit one lump proposal for that month’s programs. This bulk proposal must include all revenues, expenses, name and number of events, and all other applicable information. Specifically, organizations who are asked to do this are: (i) New Hampshire Outing Club (ii) SlowFood UNH

(F) While dealing with proposals which are confidential in nature, it is the responsibility of all committee members to maintain said level of confidentiality. Particularly with proposals brought by the Student Committee on Popular Entertainment, the Campus Activities Board, the Electronic Dance Music Community, and the Memorial Union Student Organization, where a breach in confidentiality can cause SAFC to pay the full artist fee without a performance, confidentiality is paramount. Any member of the committee found to be breaching this confidentiality shall have their stipend revoked and put their organization’s status as a Student Activity Fee Organization in jeopardy at the discretion of SAFC. All members and proxies present for discussions of confidential material shall be required to Sign a Non-Disclosure agreement and shall be fully bound to the terms of said agreement.

(G) Any Student Activity Fee Organization which requests to draw from the Organizational Resource Fund must get a two-thirds majority vote from the Student Activity Fee Committee.

(H) Entities which are not recognized student organizations that request Student Activity Fee money for a student event must obtain a two-thirds majority vote from the Student Activity Fee Committee, and then a two-thirds majority vote from the Student Senate.


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Student Senate Governing Documents and the SAF


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Student Senate Bylaws Article VI: Section VI: Student Activity Fee Committee

Subsection I: Procedures

A) Purpose 1) The Student Activity Fee Committee (SAFC), shall:

a) On behalf of the Student Senate, govern all Student Activity Fee Organizations (SAFO) as it pertains to their fiduciary responsibilities to the Student Body through the Student Activity Fee;

b) Develop and implement financial and programming assistance to student organizations and governance bodies;

c) Review and approve proposed concepts, budgets, and proposals that utilize the Student Activity Fee;

d) Collaborate with the Office of Student Involvement and Leadership in developing University policy regarding student organizations.

B) Authority and Responsibilities 1) The Student Activity Fee Committee shall:

a) Operate under: (i) All federal, state, and local law; (ii) The Student Rights, Rules, and Responsibilities; (iii) The Governing Documents of the Student Senate;

b) Be responsible for approving and overseeing the sale, disposal, and handling of all organizational assets under its custody;

c) Advise and counsel Student Activity Fee Organizations with regards to fiscal and programming policy;

d) Create ad hoc subcommittees and establish the membership thereof when the need shall arise.

(i) Ad hoc subcommittees of the SAFC shall not be empowered to act in place thereof, but may research and recommend policies and decisions to the whole body.

e) Mandate that all organizations or events funded by the Student Activity Fee post “Funded by your Student Activity Fee” on the front of any promotional or external advertisement materials thereof;

(i) The wording of this stipulation shall not be altered in any way, including the abbreviation of ‘Student Activity Fee’ to ‘SAF’;

(ii) Failure of an organization to adhere to this stipulation shall be grounds for the failure of their event’s PPR or PCR at the discretion of the Student Activity Fee Committee Executive Board;

f) Meet, at the discretion of the SAFC Chairperson, during a weekly common exam hour as defined by the Student Rights, Rules, and Responsibilities.

C) Objectivity Policies 1) Neither members of the SAFC nor members of the Student Activity Fee Committee Executive

Board shall debate or vote on a matter therein based on their:


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a) Political affiliation; b) Religious affiliation or a lack thereof; c) Personal relationships with organizations or individuals.

2) Members of SAFC and the Student Activity Fee Committee Executive Board may pass or fail any matter based on, but not limited to:

a) the financial merits therein; b) the return on investment to the Student Body and the University as a whole; c) the financial history of similar matters or of the organization in question; d) the comprehensiveness and feasibility of the proposal; e) the impact on the overall budget of the Student Activity Fee.

3) Voting members of SAFC shall be required to abstain from proposals relating to student organizations of which they are affiliated with or have an inherent bias towards or against.

4) Failure of an individual to abide by the provisions of the SAFC Objectivity Policies may result in one of the following, at the discretion of the Student Activity Fee Committee Executive Board or the Student Senate:

a) Suspension of a stipend; b) Suspension of personal membership on the Student Activity Fee Committee; c) Expulsion of personal membership on the SAFC.

5) Officers of all SAF funded organizations are obligated to inform a SAF CFO of any proposed purchase of goods or services from any member or close relative or associate thereof.

a) The SAF CFO shall then submit this proposal to the SAFC Executive Board, who shall then decide if this proposal might be construed as a conflict of interest.

b) If a possible conflict of interest is found, the proposal shall be presented before SAFC, who shall then determine if a conflict of interest exists.

(i) If a conflict of interest is found to exist, the use of SAF funds for that proposal shall be prohibited.

6) No SAF funds shall be used to fund any program or other activity that is being used as part of a sanction program for any student organization.

D) Student Activity Fee Committee Executive Board 1) The Student Activity Fee Committee Executive Board, hereafter referred to as the ‘SAFC

Executive Board’, shall act in place of the Student Activity Fee Committee in the latter’s absence.

a) Any action taken by the SAFC Executive Board in place of the Student Activity Fee Committee shall be communicated to the Committee at the next meeting thereof.

b) Any such action may be overturned by the Student Activity Fee Committee by majority vote.

2) The voting membership of the SAFC Executive Board shall consist of: a) The SAFC Chairperson; b) The SAF Chief Financial Officers.

3) The ex officio, non-voting membership of the SAFC Executive Board shall consist of: a) The Speaker; b) The Coordinator of the Office of Student Involvement and Leadership; c) The Student Activity Fee Financial Consultant.


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4) The SAFC Executive Board shall meet as deemed necessary by the SAFC Chairperson. a) The SAFC Chairperson shall give no less than twenty-four (24) hours notice to call

a meeting of the SAFC Executive Board. 5) The Student Activity Fee Committee Standard Operating Procedures, hereafter referred to as

the ‘SAFC SOPs’, shall be annually reviewed and approved by the SAFC Executive Board, and shall require the majority approval of the Student Senate before their implementation;

(i) Any changes to the SAFC SOPs shall be communicated in writing to all members of the Student Activity Fee Committee;

(ii) Any changes to the SAFC SOPs made during the fall semester, or first half of the spring semester, shall require the unanimous approval of the SAFC Executive Board.

6) The SAFC Executive Board, with the exception of the SAF Financial Consultant, shall complete a yearly evaluation of the SAF Financial Consultant.

E) Student Activity Fee Contingency Fund and Reserves 1) Expenditures above budget line item restraints during the fiscal year shall be funded by:

a) Line Item Transfers, which shall be require the approval of SAFC; b) Grants from the Student Activity Fee Contingency Fund; c) Grants from the Student Activity Fee Reserves.

2) Any organizational request to obtain grants from the Student Activity Fee Contingency Fund and the Student Activity reserves shall require the two-thirds (2/3) approval of SAFC.

a) The SAFC Chairperson shall present any application approved by SAFC that exceeds one thousand (1,000) dollars to the Student Senate for their approval.

(i) This application shall require the two-thirds (2/3) approval of the Student Senate.

3) Any organizational request that draws from the Student Activity Fee Reserves shall be submitted to the Vice President of Finance and Administration after its approval by SAFC, and the Student Senate where applicable.

Subsection II: Membership

A) Membership 1) The voting membership of the Student Activity Fee Committee shall consist of:

a) The SAFC Chairperson; (i) The SAFC Chairperson shall only be entitled to vote in the instance of a

tie or when the personnel of SAFC shall be the subject of the vote; b) The SAF Chief Financial Officers; c) Seven (7) Student Activity Fee Committee Senators; d) Six (6) Student Activity Fee Committee At-Large Members; e) The Student Body President or the Student Body Vice President.

2) The following shall be ex-officio non-voting members of SAFC: f) The Speaker; g) The Historian; h) The Student Activity Fee Financial Consultant; i) The Coordinator of Student Organizations and Leadership;


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j) Business Managers of Student Activity Fee Organizations; k) The Business Manager of the Student Senate.

3) Ex-officio non-voting members of SAFC, with the exception of the Speaker and the Historian, shall be entitled to vote solely in such instances as:

l) The personnel of SAFC shall be the topic of debate; m) Their privileges as members during debate shall be affected, including, but not

limited to, a motion to move into executive session or a motion to call the previous question.

B) Student Activity Fee Committee Senators 1) Student Activity Fee Committee Senators, hereafter referred to as ‘SAFC Senators’, shall:

a) Retain Student Senator status throughout their term of office; b) Not be the SAFC Chairperson or a SAF CFO; c) Not be the Business Manager of:

(i) any SAFO; (ii) the Student Senate;

d) Attend all meetings of the Student Activity Fee Committee, or otherwise designate a well-informed proxy;

e) Attend all meetings of the Student Senate concerning Student Activity Fee budgets and SAFO concepts, or otherwise designate a well-informed proxy;

f) Attend all SAFC training sessions; 2) Appointment

a) A committee consisting of the SAFC Chairperson, the SAF CFOs, the Speaker, and whomever else the SAFC Chairperson designates, shall appoint SAFC Senators, with the two-thirds (2/3) approval of the Student Senate.

A) Student Activity Fee Committee At-Large Members 3) Student Activity Fee Committee At-Large Members, hereafter referred to as ‘SAFC At-Large

Members’ shall: a) Not be a member of the Student Senate; b) Not be the Business Manager of any SAFO; c) Attend all meetings of the Student Activity Fee Committee, or otherwise

designate a well-informed proxy; d) Attend all meetings of the Student Senate concerning Student Activity Fee

budgets and SAFO concepts, or otherwise designate a well-informed proxy; e) Attend all SAFC training sessions; f) Be required to fulfill four (4) office hours per week in the Student Government

Complex or the Office of Student Involvement and Leadership; g) Discuss upcoming SAFC business and proposals with members of the Student

Body. 4) Appointment

a) The SAFC Chairperson shall open applications for SAFC At-Large Members during the first week of the fall semester;

b) Applications for SAFC At-Large Members shall be interviewed by SAFC; c) SAFC shall approve SAFC At-Large Members by the last regularly scheduled

meeting in September.


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d) SAFC At-Large Members shall require the two-thirds (⅔) approval of the Student Senate.

e) In the event of a position vacancy, the SAFC Chairperson shall reopen applications.

B) SAFO Business Managers 5) The Business Manager for each SAFO shall:

a) Be selected according to the internal procedures of their respective SAFO; b) Attend all meetings of the Student Activity Fee Committee, or otherwise

designate a well-informed proxy; (i) The failure of a SAFO Business Manager to attend more than one quarter

(¼) of SAFC meetings in any given fiscal quarter without providing a well-informed proxy shall be grounds for disciplinary action as outlined in the SAFC SOPs.

(ii) The failure of a SAFO Business Manager to attend more than two-thirds (2/3) of SAFC meetings in any given fiscal quarter without providing a well-informed proxy shall result in the withholding of all of the respective SAFO’s stipends for the quarter.

c) Attend all meetings of the Student Senate concerning Student Activity Fee budgets and SAFO concepts, or otherwise designate a well-informed proxy;

d) Attend all SAFC training sessions.

Subsection III: Student Activity Fee Organizations

A) Responsibilities 1) Student Activity Fee Organizations, hereafter referred to as ‘SAFOs’, shall: a

a) Be governed by the Student Activity Fee Committee according to the procedures of the Student Activity Fee Committee Standard Operating Procedures;

b) Conduct all business in accordance with: (i) All federal, state, and local law; (ii) The Student Rights, Rules, and Responsibilities; (iii) The Student Organization Guide; (iv) The Student Senate Constitution; (v) The Student Senate Bylaws; (vi) The Student Activity Fee Committee Standard Operating Procedures;

c) Not fill positions that receive a SAF funded stipend with non full-time undergraduate students without the majority approval of SAFC;

(i) Stipends shall be paid exclusively to students who have paid into the SAF; d) Not execute formal contracts over the amount of five hundred (500) dollars,

unless they are submitted to the appropriate member of the SAFC Executive Board, as well as the SAF Financial Consultant, for their signatures.

B) SAFO Post Programming/Conference Reports 1) SAFOs shall:


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a) Submit a written Post Programming Report (PPR) and/or Post Conference Report (PCR) to the SAFC Chairperson to be reviewed and approved by SAFC within two (2) academic weeks from the date of the event or conference;

(i) This stipulation may be suspended by the SAFC Executive Board if a bill for the event or conference has not been received by the SAFO within the aforementioned two-week period;

b) Sanctions for failed PPRs/PCRs: (i) In the event that a SAFO shall have two (2) proposed PPRs/PCRs fail in

SAFC in any given fiscal year, any future proposal shall require the majority approval of the SAFC Executive Board before its introduction to SAFC.

(ii) In the event that a SAFO shall have three (3) proposed PPRs/PCRs fail in SAFC in any given fiscal year, the proposal shall require the majority approval of the SAFC Executive Board and the two-thirds (⅔) approval of SAFC.

(1) Any SAFO that shall have three (3) or more proposed PPRs/PCRs fail in SAFC in any given fiscal year shall be placed under ‘financial probation’ until and if their concept is reapproved by the Student Senate.

(iii) In the event that a SAFO shall have four (4) proposed PPRs/PCRs fail in SAFC in any given fiscal year, the SAFO shall not receive any funding from the SAF for the remainder of the current fiscal year.

(1) The provisions of this stipulation shall only be effective upon the majority approval of the Student Senate.

(iv) In the event that a SAFO shall have a PCR fail in SAFC in any given fiscal year, any subsequent proposals that utilize conference funds must be approved by the SAFC Executive Board before its introduction to SAFC for the following fifteen (15) academic weeks.

C) Concepts 1) An organizational concept, otherwise known as a ‘concept’, shall be defined as a statement of

how the mission of the organization and the mission of SAFC intersect, and how gaining/retaining SAFO status will allow the organization to provide unique and valuable services to the Student Body.

2) Any student organization whose organizational concept and budget have been approved by SAFC and the Student Senate shall be recognized as a SAFO for the respective fiscal year.

3) The criteria by which SAFC and the Student Senate shall review concepts shall include, but not be limited to, the following:

a) Demonstrated adherence to: (i) Federal, state, and local laws; (ii) USNH financial policies; (iii) The Governing Documents of the Student Senate;

b) Demonstrated history of routinely successful proposals, events, PPRs, and PCRs; c) The programming and financial history of the organization; d) The longevity and continuity of the organization;


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e) The overall organizational impact on the Student Body; f) The return on investment to the Student Body; g) The number of active members in the organization; h) The uniqueness of the services and programs that the organization provides; i) Previous, current, and proposed impacts on the SAF itself.

4) The process by which SAFC and the Student Senate shall annually approve organizational concepts and budgets shall hereafter be referred to as the ‘Budgets and Concepts’ process.

a) The SAFC Chairperson shall be wholly responsible for the proper organization of the Budgets and Concepts process.

5) Any recognized student organization, which has been in existence for five or more years, may submit a concept for consideration by SAFC.

a) SAFOs that wish to retain their SAFO status must annually resubmit their concept for approval by SAFC and the Student Senate.

b) Any SAFO that shall be placed under financial probation, pursuant to the provisions of failed PPRs/PCRs as outlined herein, shall not submit a concept to SAFC without first receiving the majority approval of the Student Senate.

6) Concept hearings shall begin no later than the first week of October. 7) SAFC shall submit approved concepts to the Student Senate no later than the first regularly

scheduled meeting of the latter in November. 8) Concepts shall require the two-thirds (⅔) approval of SAFC.

a) SAFC shall only revisit an approved concept once, unless otherwise directly ordered to do so by:

(i) the Student Senate; (ii) the unanimous approval of the SAFC Executive Board;

9) Concepts shall require the two-thirds (⅔) approval of the Student Senate after their approval by SAFC.

a) The SAFC Chairperson shall present approved concepts to the Student Senate in the form of a bill, which the Student Senate shall vote on as a whole and shall not divide the question.

(i) The Student Senate may not amend approved concepts from SAFC, except as otherwise provided herein.

b) The SAFC Chairperson shall present approved concepts to the Speaker of the Student Senate no less than one (1) week before their introduction to the Student Senate.

(i) The Speaker shall attach each concept with the meeting agenda in its entirety.

c) In the event that the Student Senate shall fail the concepts’ bill, the SAFC Chairperson shall move that the Student Senate immediately provide written feedback to SAFC outlining the concerns within the concepts bill.

(i) The Speaker shall present the written feedback of the Student Senate to SAFC at the next meeting thereof.

(ii) SAFC shall take into consideration this feedback, and shall amend and resubmit concepts by the next regularly scheduled meeting of the Student Senate.


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d) At the next meeting thereof, if the Student Senate shall vote to reject a concepts bill a second time, the Student Senate shall immediately resolve itself into a quasi-committee of the whole in order to reconsider the bill.

(i) The quasi committee of the whole resolved in this fashion shall follow all provisions of Robert’s Rules of Order Newly Revised concerning the subject.

(ii) The quasi committee of the whole resolved in this fashion shall be empowered to amend the concepts’ bill by majority vote.

e) The decision of the Student Senate concerning the approval of concepts following the proceedings of the quasi committee of the whole shall be final.

D) Budgets 1) Every SAFO, the ORF, the SAF Office, and the Student Senate shall submit a budget for each

fiscal year in order to provide for the allocation of the SAF as a whole. a) The Business Manager for each SAFO shall be responsible for the submission of

their respective SAFO’s budget. b) The SAFC Executive Board shall be responsible for the submission of the ORF and

SAF Office budget. c) The Business Manager of the Student Senate shall be responsible for the

submission of the budget of the Student Senate. 2) Proposed budgets shall be submitted to the SAFC Executive Board using a form to be

provided by the SAF Financial Consultant. a) This form shall be provided to all institutions eligible to receive a SAF budget.

3) The consideration of these budgets by SAFC shall begin no later than the next regularly scheduled meeting of SAFC following the approval of organizational concepts.

4) The criteria by which SAFC and the Student Senate shall review budgets shall include, but not be limited to, the following:

a) The programming and financial history of the organization; b) The longevity and continuity of the organization; c) The return on investment to the Student Body; d) The uniqueness of the services and programs that the organization provides; e) Previous, current, and proposed impact on the SAF itself.

5) Each budget shall require the two-thirds (⅔) approval of SAFC. a) Each budget shall be divided by section, with each section being approved upon

the majority approval thereof. b) In the event that a budget shall be failed by SAFC, the organization shall be

entitled to resubmit a budget. (i) No organization shall be entitled to resubmit a budget more than one

time, unless otherwise directed by the Student Senate. (ii) In the event that the organization’s proposed budget fails twice in SAFC,

the organization shall not have a budget for the respective fiscal year. 6) Each budget passed by SAFC shall require the two-thirds (⅔) approval of the Student Senate.

a) The Student Senate shall be empowered to either approve, fail, or remand back to SAFC for reconsideration with written comment, any budget presented before it.


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E) Loss of Recognition 1) Organizations shall not be entitled to SAFO status for the relevant fiscal year if:

a) Their budget is failed twice by SAFC or once by the Student Senate, as outlined herein;

b) They are prohibited from receiving funding from the SAF, as outlined herein. 2) In the event that a current SAFO loses its recognition, its liquid assets shall be frozen and the

SAFC Chairperson and the SAF CFOs shall be responsible for the custody of all assets of the organization until they shall submit recommendations for allocations to SAFC, which shall determine the allocation thereof.

3) In the event that a current SAFO loses its recognition and it is determined that the service previously offered by that organization is still of significant value to the Student Body, the SAFC Executive Board shall introduce and implement policies for the approval of SAFC and the Student Senate to ensure that the service is reinstated.

Subsection IV: Non-Student Activity Fee Organizations

A) Budgets of the Student Senate

1) The Student Senate, as a recognized governance organization of the University of New Hampshire, shall not submit an organizational concept.

a) The Organizational Resource Fund (ORF) and the Student Activity Fee Office (SAF Office), as funds of the Student Senate administered through the SAFC Executive Board, shall not submit an organizational concept.

2) The Student Senate shall be entitled to appropriate a budget for itself in the Budgets and Concepts process in order to provide for its own organization.

a) The Student Senate shall appropriate SAF funding into the ORF in order to provide services for student organizations that do not have SAFO status.

b) The Student Senate shall appropriate SAF funding into the SAF Office in order to provide for the administration of the Student Activity Fee as a whole.

3) The Student Senate, the ORF, and the SAF Office shall submit a SAF budget in the Budgets and Concepts process under the same mechanisms and procedures as SAFOs, with the following exception:

a) The Student Senate shall not allow the budgets for the ORF and the SAF Office to be withheld for any given fiscal year;

(i) In the event that the Student Senate shall fail a budget for these funds, the Student Senate shall immediately move to reconsider the respective budget, and this mechanism shall be repeated until such a time as the Student Senate shall pass the budget.

B) ORF Overview 1) Any of the following organizations shall be eligible for receiving funding from the ORF,

subject to the guidelines laid out in the Student Rights, Rules, and Responsibilities: a) Any recognized student organization; b) Any recognized fraternity or sorority; c) Any student governance organization;

2) Any eligible organization receiving funding from the ORF shall:


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a) Not use funding exclusively approved by SAFC for programming uses for the direct benefit of the organization itself;

b) Not be issued compensation payments, or funding for the purchase of capital equipment;

3) Conference funding a) All ORF funded conferences must demonstrate the ability to create a positive

impact on the Student Body and the University as a whole. b) The per-person cost of an off-campus conference proposal shall not exceed three-

quarters (3/4) of the cost of the per capita Student Activity Fee. C) ORF Post Programming/Conference Reports

1) After utilizing ORF funding, student organizations shall: a) Submit a written Post Programming Report (PPR) and/or Post Conference Report

(PCR) to the SAFC Chairperson to be reviewed and approved by SAFC within two (2) academic weeks from the date of the event or conference;

(i) This stipulation may be suspended if deemed necessary by the SAFC Executive Board.

(ii) If the PPR/PCR is not submitted to the SAFC Chairperson within two (2) academic weeks, without previous authorization from the SAFC Executive Board, it shall be brought up before SAFC by the SAFC Chairperson as a failed PPR/PCR.

2) Sanctions for failed PPRs/PCRs: a) In the event that the respective organization shall have one (1) proposed PPR fail

in SAFC in any given fiscal year, any future proposals shall go through the SAFC Executive Board for their approval before their introduction to SAFC.

b) In the event that an organization shall have one (1) proposed PCR fail in SAFC in any given fiscal year, any subsequent proposals that utilize conference funds must be approved by the SAFC Executive Board before its introduction to SAFC for the following fifteen (15) academic weeks.

c) In the event that the respective organization shall have two (2) proposed PPRs/PCRs fail in SAFC in any given fiscal year, the proposal shall require the approval of the SAFC Executive Board and the two-thirds (⅔) approval of SAFC.

d) In the event that the respective organization shall have three (3) proposed PPRs/PCRs fail in SAFC in any given fiscal year, the organization shall not receive any funding from the SAF for the remainder of the current fiscal year.

(i) The provisions of this stipulation shall only be effective upon the majority approval of the Student Senate.

D) Student Activity Fee Office 1) The Student Activity Fee Office, hereafter referred to as the ‘SAF Office’, shall be a fund

managed by the SAFC Executive Board that shall provide for the administration of the Student Activity Fee as a whole.

2) The SAF Office shall provide for the following basic organizational support for any recognized student organization upon request:

a) A telephone and voice mailbox system for the remainder of the academic year; b) Thirty (30) dollars for the purchase of basic office supplies;


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3) SAF CFOs shall report, at the next meeting of SAFC, if any recognized student organization under their purview received SAF Office funding for basic organizational support.

4) With the approval of SAFC, the SAF Office fund may also be used to make additional support payments to any recognized student organization, including, but not limited to:

a) Postage; b) Telephone toll calls; c) Internal SAF advertising; d) Office supplies;

5) Any office supplies purchased using SAF Office funds shall become and remain the property of the SAFC Executive Board.

6) Any support payments made from the SAF Office shall remain SAF funds unless otherwise disposed of.

Article VI: Section VII: Student Activity Fee Committee Appeals Board

A) Members

1) The members of the Student Activity Fee Committee Appeals Board shall be determined by the Judiciary Committee in accordance with the procedures of the Student Activity Fee Appeals Process.

2) The Chairperson of the Student Activity Fee Committee Appeals Board shall be the Speaker. B) Authority and Responsibilities

1) The Student Activity Fee Committee Appeals Board shall: a) Be empowered to affirm, reverse, or remand any decision of the Student Activity

Fee Committee or Student Activity Fee Committee Executive Board with two-thirds (2/3) approval in accordance with the procedures of the Student Activity Fee Appeals Process;

b) Have final authority over any Student Activity Fee petition brought before it; c) In such cases as the Student Activity Fee Committee Appeals Board shall find

appropriate, divide a Student Activity Fee petition and vote separately on each item;

d) Conduct voting procedures by secret, written ballot. 2) All appeals of the Student Activity Fee Committee or Student Activity Fee Committee

Executive Board shall be submitted and acted upon as outlined by the operating procedures of the Student Activity Fee Appeals Process.

SAFC Appeals Process SOPs

Section 1: Submission of a Petition for Appeal

A) Any member of the Student Activity Fee Committee, the Student Senate, or a legitimate representative of any student organization may submit a ‘Petition for Appeal’, which shall call for the appeal of a decision of the Student Activity Fee Committee.


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1) A Petition for Appeal shall be submitted to the Speaker of the Student Senate prior to its consideration.

2) After receiving a Petition for Appeal, the Speaker of the Student Senate shall submit a copy thereof to the Judiciary Committee, who may then submit the same to the Student Activity Fee Committee Appeals Board according to the procedures outlined herein.

a) After submitting a Petition for Appeal to the Judiciary Committee, the Speaker of the Student Senate shall inform the Student Senate Executive Board and the Dean of Students of the submission thereof within twenty-four (24) hours.

3) A Petition for Appeal shall consist of: a) A list of all decisions that have been called for appeal, and the dates thereof; b) A list explaining the reasoning behind the intent to submit the Petition for

Appeal; c) The date on which the appealing party formally called for an appeal; d) A list of all members and member organizations within the appealing party;

4) Grounds for submitting a Petition for Appeal shall be based on, but not be limited to, a decision of the Student Activity Fee Committee believed to be passed:

a) Out of the bias of a member thereof; b) Out of a lack of information; c) Out of a submission of erroneous, misleading, or fraudulent information; d) Without any other consideration for due process.

B) The Student Activity Fee Committee Appeals Board shall not review any Petition for Appeal that calls for the appeal of a decision of the Student Activity Fee Committee made more than three (3) academic days before the submission thereof.

1) The Judiciary Committee shall be empowered to exempt a Petition for Appeal from this requirement under extenuating circumstances.

Section 2: Review of a Petition for Appeal

A) The Judiciary Committee shall review, and either approve, disapprove, or refer back to the

appealing party for revision, the completeness and permissibility of a Petition for Appeal within four (4) academic days of the submission thereof from the Speaker of the Student Senate.

1) In the event that the Judiciary Committee shall vote to approve the completeness and permissibility of a Petition for Appeal, the Judiciary Committee, through the Parliamentarian, shall refer the Petition for Appeal to the Student Activity Fee Committee Appeals Board for action.

2) In the event that the Judiciary Committee shall vote to disapprove the completeness and permissibility of a Petition for Appeal, the Parliamentarian shall communicate the decision thereof to the Student Activity Fee Committee Chairperson, the Speaker of the Student Senate, and all members of the appealing party within twenty-four (24) hours.

3) In the event that the Judiciary Committee shall vote to refer the Petition for Appeal back to the appealing party for their revision, the Parliamentarian shall compose a ‘Statement of Revision’ outlining the incompleteness or impermissibility of the Petition for Appeal, and send a copy thereof to the appealing party within twenty-four (24) hours.


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a) The appealing party shall be entitled to submit, within twenty-four (24) hours of receiving a Statement of Revision from the Parliamentarian, a revised Petition for Appeal to the Speaker, who shall send the same to the Judiciary Committee for action.

b) The Judiciary Committee shall only vote to approve or disapprove, and shall not vote to refer back to the appealing party, a revised Petition for Appeal.

B) The Judiciary Committee shall review the completeness and permissibility of a Petition for Appeal under:

1) The Student Senate Constitution; 2) The Student Senate Bylaws; 3) The Student Rights, Rules, and Responsibilities; 4) The Standard Operating Procedures of the Student Activity Fee Committee Appeals

Process. C) The Judiciary Committee shall not debate or judge a Petition for Appeal based on the facts and

merits thereof. D) When debating the completeness and permissibility of a Petition for Appeal, the Chairperson of

the Student Activity Fee Committee shall be entitled to sit as an ex officio, non-voting observer of the Judiciary Committee.

1) When sitting in such a manner, the Chairperson of the Student Activity Fee Committee shall not be called on to speak during debate except in such instances as a voting member of the Judiciary Committee shall call upon them during debate to answer a question pertaining to the relevant agenda.

E) When the Judiciary Committee shall be debating the completeness and permissibility of a Petition for Appeal, at least one (1), and no more than two (2), members of the appealing party shall be present in order to formally present their Petition for Appeal.

1) When sitting in such a manner, the members of the appealing party shall not be called on to speak during debate except in such instances as a voting member of the Judiciary Committee shall call upon them during debate to answer a question pertaining to the relevant agenda.

Section 3: Referral of a Petition for Appeal

A) Upon the referral of a Petition for Appeal to the Student Activity Fee Committee Appeals Board, the Petition for Appeal shall become the ‘Appellant Statement’.

B) The Judiciary Committee, through the Parliamentarian, shall submit the Appellant Statement to the Student Activity Fee Committee Executive Board, who shall then compose a ‘Respondent Statement’ and send a copy thereof to the Speaker of the Student Senate within four (4) academic days.

1) The Respondent Statement shall include the individual and collective opinions of the voting members of the Student Activity Fee Committee Executive Board in response to the opinions and matters contained within the Appellant Statement.

C) The Appellant Statement and Respondent Statement shall be submitted to the members of the Student Activity Fee Committee Appeals Board no fewer than two (2) academic days before a meeting thereof.


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D) The Speaker of the Student Senate shall call a meeting of the Student Activity Fee Committee Appeals Board no longer than seven (7) days following the referral of a Petition for Appeal thereto.

Section 4: Composition of the Student Activity Fee Committee Appeals Board

1. The Speaker of the Student Senate shall act as the Chairperson of the Student Activity Fee Committee Appeals Board.

2. The voting membership of the Student Activity Fee Committee Appeals Board shall consist of twelve (12) members, which shall include:

1) Eleven (11) members of the Student Senate Executive Board, Student Senate Officers, and the Cabinet of the Student Body President who shall be nominated by the Judiciary Committee.

a) The selection of nominees for these positions shall be determined within two (2) academic days of the referral of a Petition for Appeal to the Student Activity Fee Committee Appeals Board.

b) The approval of the nominations for these positions shall require the majority approval of the Student Senate.

2) The Dean of Students, or their designee. 3. The following shall not be entitled to sit on the Student Activity Fee Committee Appeals Board:

1) Any member of the Student Activity Fee Committee, with the exception of the Speaker of the Student Senate as outlined herein;

2) Any person who shall have been appointed to proxy for a member of the Student Activity Fee Committee at the meeting during which the appealed decision was debated or voted on.

Section 5: The Appeals Hearing

A) The Speaker of the Student Senate shall conduct the hearing to deliberate the Petition for

Appeal in accordance with the Student Senate Constitution, Student Senate Bylaws, and Robert’s Rules of Order Newly Revised.

B) The Speaker of the Student Senate shall conduct this meeting within the following agenda: 1) Presentation of the written Appellant Statement and any additional oral arguments by a

representative of the appealing party; 2) Presentation of the written Respondent Statement and any additional oral arguments by

the Student Activity Fee Committee Chairperson; 3) Examination of the facts, wherein the voting members of the Student Activity Fee

Committee Appeals Board may ask any relevant questions or concerns they may have of any member of either the appealing party or the Student Activity Fee Committee Executive Board;

4) Deliberation, wherein the Student Activity Fee Committee Appeals Board shall move into executive session in order to debate the information presented before them;

5) Voting, which shall be conducted in executive session and by secret, written ballot;


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C) A two-thirds (2/3) majority vote of the current voting membership of the Student Activity Fee Committee Appeals Board shall be required to constitute a decision thereof.

D) The Student Activity Fee Committee Appeals Board shall be entitled to either affirm, reverse, or remand back to the Student Activity Fee Committee, any appealed decision brought before it.

E) The Student Activity Fee Committee Appeals shall be entitled to divide separate matters within a Petition for Appeal and vote separately on each matter.

F) Following the adjournment of the Student Activity Fee Committee Appeals Board, the Speaker of the Student Senate shall compile an ‘Appellate Report’, which shall include:

1) All documentation and arguments that were provided to the Student Activity Fee Committee Appeals Board during the relevant hearing;

2) A list of any decisions reached by the Student Activity Fee Committee Appeals Board; G) The Speaker of the Student Senate shall communicate the Appellate Report to the appealing

party, the Student Activity Fee Committee Executive Board, and the Dean of Students within two (2) academic days.

H) The Appellate Report shall be made public upon its communication to the required parties, and shall be available to any student, member of the public, or employee of the University of New Hampshire upon request to the Speaker of the Student Senate.


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An Introduction to Robert’s Rules of Order


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Introduction

Parliamentary procedure is the method by which a deliberative body (such as SAFC, Student Senate, etc.) keeps order and avoids confusion during meetings. SAFC and Student Senate, particularly, use the most up-to-date version of Robert’s Rules of Order Newly Revised as their official rules of parliamentary procedure.

The three ‘Golden Rules’ of Debate in SAFC are as follows:

1. NO ONE may speak out of turn

Essentially, this rule means that no one may speak unless they are… • Recognized by the Chair, • Responding to a question that the Chair has allowed to be asked, or • Using a specific type of motion that will be discussed later on

2. NOTHING may be discussed by the Committee unless in relation to the current motion

Essentially means that the only thing that can be discussed at any given moment is the motion currently on the floor – if there is no motion, nothing may be discussed. Also, all comments made must be germane (relevant) to the current topic of discussion. Sometimes there is a motion on the floor, but it may have been introduced implicitly.

3. KEEP THINGS SIMPLE while debating While Robert’s Rules of Order includes several complicated motions and rules, complex parliamentary procedure often prohibits a healthy debate, instead of keeping it orderly. Robert’s Rules should never be used to stifle the free flow of a good discussion, within reason.

This Handbook is intended to be used as a very general guide to Robert’s Rules of Order and its application established in precedent in SAFC and Student Senate. In this Handbook, precedence supersedes the text of Robert’s Rules. Please refer to the Student Senate Historian or the SAFC Chairperson for questions relating to historical precedence, and a copy of Robert’s Rules of Order Newly Revised for questions relating to parliamentary procedure.


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Purpose of Robert’s Rules of Order The purpose of Robert’s Rules of Order are two-fold:

1. The Protection of the Majority The Majority makes overall decisions, but respects the dissenting voice of the minority, and will not seek to stifle them in an effort to save time or not be annoyed with their views

2. The Protection of the Minority

Even though they cannot make decisions, the Minority’s right to debate and making their views known are protected. HOWEVER, the Minority should not use Robert’s Rules as an obstructionist device to annoy the Majority.

How to Use Robert’s Rules of Order

To Obtain the Floor (to speak) To request to speak, raise the following gestures to the Chair, and wait for the Chair to acknowledge you before putting your hand down.

To ask questions To make a comment or make a

motion The Chair will make a list of persons wishing to speak, with questions coming before comments/motions, and within these, those raising their hands first will speak first


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Guide to Motions

In SAFC, there are four general categories of motions: 1. Main Motions 2. Subsidiary Motions 3. Privileged Motions 4. Incidental Motions.

How to Read the Motions Chart:

These motions are listed in their order of precedence. When a motion is pending (being debated), motions with a higher rank may be made, but motions with a lower rank or of the same rank are out of

order.

Note: You must make a comment (raise one finger) to make a motion – you cannot interrupt the current speaker. The only exception to this are the Incidental Motions.

Incidental Motions

Incidental motions must be dealt with immediately, and can interrupt all current business and the current speaker. Therefore, they have no rank; they outrank all current motions, and each other.

What you want to do What to say Requires a

2nd? Debat-able?

Amend-able?

Requires?

Appeal a ruling from the Chair

“I appeal from the decision of the Chair”

Yes No No 1/2

Break apart the motion in separate pieces

“I move to divide the question by…”

Yes No Yes 1/2

Call for a vote by roll/raised hands/etc.

“I call for a vote by roll/raised hands/etc.”

No No No None

Make follow the Bylaws/SOPs/Robert’s

Rules

“Point of Order, [reason]”

No No No Ruling

Clarify/State factual information

“Point of Information…” No No No None

Suspend the Rules4 “I move to suspend the

rules” Yes Ruling No 2/3

Withdraw a motion “I withdraw my motion” No No No Ruling

4 Cannot be applied to the Student Senate Constitution, or to sections of the Bylaws or SOPs that involve memberships, privileges, and basic parliamentary law.


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Privileged Motions Privileged Motions outrank all other motions (except applicable incidental motions) due to their great importance. The difference between privileged motions and other motions is that the Chair is the only person who may ask questions, even where debate is not allowed, in order to elicit more information.

# What you want to do What to say Requires a 2nd?

Debat-able?

Amend-able?

Requires?

1 Adjourn the meeting “I move to adjourn” Yes No No 1/2 2 Recess for a set time “I move to recess for…” Yes No Yes 1/2 3 Raise a question of

privilege (lights, noise, etc.) 5

“Point of Privilege, [reason]”

Yes No No None

4 Remove the current person from the Chair6

“I move to declare the Chair vacant”

Yes No No 1/2

Subsidiary Motions

Subsidiary Motions relate to the current motion, and are much more common than privileged or incidental motions

# What you want to do What to say Requires a 2nd?

Debat-able?

Amend-able?

Requires?

5 End current debate “I move to call the previous question”

Yes No No 2/3

6 Limit debate “I move to limit debate to [time or number, etc.]”

Yes No Yes 2/3

7 Postpone a main motion “I move to postpone the motion until [date]”

Yes Yes Yes 1/2

8 Refer a main motion7 “I move to refer the motion to the [body]”

Yes Yes Yes 1/2

9 Amend a current amendment

“I move to amend the amendment by…”

Yes Yes No 1/2

10 Amend a motion “I move to amend the motion by…”

Yes Yes Yes 1/2

5 Motion cannot interrupt if the complaint can wait until the current speaker is done talking. For example, if the Point of Privilege is something like the lights are too bright, it cannot interrupt the current speaker. 6 This motion is HIGHLY CONTROVERSIAL, and its use is not established by SAFC or Student Senate precedence. In the event that this motion does pass, the SAFC Chairperson would be permitted to sit as a regular voting member, and the Senate Speaker would take the Chair. 7 Motion may be referred to an ad hoc subcommittee, the SAFC Executive Board, or, within the confines of the Bylaws, the Student Senate.


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The Main Motion The Main Motion is an umbrella term for all motions that do not fall into the preceding categories of motions # What you want to do What to say Requires

a 2nd? Debat-able?

Amend-able?

Requires?

11 --- “I move to…” Yes Yes Yes Usually 1/2

Voting: After debate has ended, the Chair will ask the body “Are there any other questions or comments at this time?”. If no members want to speak, the Chair will then initiate voting procedures.8

ONCE VOTING PROCEDURES HAVE BEEN INITIATED, IT IS OUT OF ORDER (NOT ALLOWED) FOR MEMBERS TO MAKE ANYMORE QUESTIONS OR COMMENTS. Next, the Chair will paraphrase the motion for the Committee’s reference by saying “The motion is [motion]”, then put the question to the Committee by saying “All those in favor please say AYE” and all members who are in favor will say “AYE”. Next, the Chair will say “All those against say NAY” and the members who are not in favor will say “NAY”. Finally, the Chair will say “Are there any abstention?” and members who do not want to participate in the vote, and who wish to make that abstention known, will raise their hands, or say “ABSTAIN”. The Chair will then conclude voting procedures by announcing the results of the vote, or if the vote is too close to call, either the Chair or a member of the committee can request that votes be counted in another manner.

All in all, voting procedures will normally go as follows:

* Debate concludes Chair: “Are there any other questions or comments?” 1 Chair repeats motion Chair: “The motion is that….” 2 Chair asks for those in

favor Chair: “All those in favor please say AYE” Members in favor: “AYE”

3 Chair asks for those against

Chair: “All those against say NAY” Members against: “NAY”

4 Chair asks for those abstaining

Chair: “Are there any abstentions?” Members abstaining raise their hands, or say “ABSTAIN”

5 Results announced, or votes retaken

Chair: “That motion passes/fails” OR A member or the Chair call for a different vote count

8 For a list of who can vote on what motion, please refer to the ‘Committee Structure’ section of this Handbook.


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