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Indiana University Northwest

Office of Student Life & Athletics

Student Activity Fund Board of Trustees

Indiana University Northwest

Guidelines

Student Organization Petition for Funds

Note: Petitions Not Following These Guidelines Will Not Be Considered.

  1. All registered student organizations have the right to petition funds from the Student Activity Fund Trustees (SAFT) for projects; Phoenix, Student Activities Board, and Student Government are standing organizations which are required to submit annual budgets for review and allocation. Any petitioning organization which is required to submit a budget must submit a written report of its activities at the end of the Fall and Spring semesters. Petitions from other organizations may be considered in circumstances that SAFT judges appropriate.
  2. Petition forms and budget proposals are obtained from the Student Life Office, Savannah Center 217.
  3. A complete petition includes a copy of the minutes of the meeting in which the petitioning organization voted to petition SAFT. The minutes must show a quorum and specify the activity for which funding is desired if minutes do not show a quorum; it is the responsibility of the petitioner to demonstrate that the proposal represents the will of the majority membership. A complete petition form, which includes a budget proposal, must be submitted.
  4. Student organizations should coordinate events with the SAFT calendar or meeting dates. Petitions must be submitted to the Student Life Office at least a week prior to the next scheduled SAFT meeting and at least one month prior to the event. Upon receipt of the petition the Student Life Director will notify the petitioner of the date, time, and location of the next SAFT meeting. (Student organizations planning activities after Spring finals are required to petition the Director of Student Life for funds. If the amount is over $1000, the Director will contact the trustees for their opinion on the event or project.)
  5. The Student Life Director will forward the petition to the Trustees for action.
  6. A student representative of the petitioning organizations must be present and prepared to support the petition at the Student Activity Fund Trustees meeting.
  7. All meetings concerning petitions will be open; however, the final discussions and voting are closed to the public, and open to SAFT members only.
  8. All meetings concerning petitions must have a quorum of Trustees in attendance.
  9. The petitioner will be notified in writing within three days by the Student Life Office of the action taken by the Student Activity Fund Trustees.
  10. Projects will be considered using the following criteria as appropriate:
    • The student organization must be registered with the Office of Student Life.
    • The petitioning group must have an active membership of at least ten current IU Northwest students.
    • Trustees do not normally provide funding for travel to activities (such as conferences) or other associated expenses for organizations or their members. Trustees may fund all or part of registration fees, at their discretion. Standing organization’s travel requests shall be included in their annual budget request. It is expected that these groups will arrange travel in the most economical manner possible.
    • All funded activities must be open to the general campus community and petitioning groups must submit plans for publicizing their activity. Students who wish to take advantage of no fee or lowered admission fees for students, must present an official university identification card.
    • In most instances the Trustees will provide only a limited amount of funding. No student organization should assume that funds will be granted, regardless of the worthiness of the event. Students are responsible for any expenditure beyond SAFT allocations. Appeals may be presented to SAFT for consideration.
    • Funds awarded will be dispensed through the student organizations account with the Bursar’s Office. Any withdrawal requires the signatures of the organization’s faculty advisor and treasurer.
    • Money shall be used for the expresses purpose for which it was allocated. Unexpended funds will be returned to the Student Activity Fees Account. Organizations should keep records of expenses, attendance, and evaluation of events.
    • The number of students expected to benefit from the project must be identified.
  11. Organizations petitioning for fund raising grants (seed money) must meet the following conditions:
    • Must demonstrate the capacity to recover the petitioned funds.
    • Must file a financial statement with the Director of Student Life within 10 (ten) days of the event.
    • Must return one hundred percent (100%) of petitioned funds or as much as has been recovered.
    • Must return all income from the project if the receipts are less than the grant.
  12. Organizations may not use student activity funds to support any political campaign for public office or to influence the public legislature.
  13. Organizations may not use student activity funds for support of any sectarian religious activity.
  14. Student organizations may not use student activity allocated funds for direct or indirect support of any organization not eligible for SAFT funding.