Club Leader Listserve

To receive important club leadership related emails, we recommend that at least two current members from your club (usually the President and Treasurer) are subscribed to the Club Leaders listserv.

Event Support Meetings

Are you getting ready to plan a program on campus? Come to one of the weekly Event Support Meetings on Tuesdays at 3 p.m. in Room 315 of the Shapiro Campus Center or in Upper Sherman, Hassenfeld Conference Center.

Staff from the Department of Student Activities, Public Safety, Conference and Events Services and a representative from the Student Union are all there to ensure that you are on the right track to programming success!

Forms & Policies

Please visit our Club Forms and Policies page for additional information you may need for your club or organization.

Financing Your Club

One of the greatest challenges that student organizations face is managing funding. This section outlines how clubs and organizations can receive funding, generate extra funding through fundraising and co-sponsorship, and estimate some of the costs that might be incurred throughout the academic year.

It is imperative that someone from your club is subscribed to the Club Leaders listserv (lists.brandeis.edu/wws/subscribe/clubleaders) to receive important deadlines regarding funding submissions. Once subscribed, you will get emails regarding request and submission deadlines.

There are several ways that Union Chartered clubs and organizations can receive funding from the Allocations Board.

Full Semester Marathon Funding

Full Semester Marathon provides funding for the full of the semester, beginning on the first day of classes. This funding expires near the end of the semester, usually on the study day, with forms being due two weeks prior. For example, the Future Alumni of Brandeis club cannot request funding for their movie night in January during Fall Marathon. You cannot keep unused funds for the following semester.

Emergency Marathon/Appeals Funding

Emergency Marathon should only be used for real emergency requests and should not be treated as an alternative to marathons. As another incentive to encourage organizations to come to Marathon meetings, there is NO waiting list. Organizations can sign-up only within given time period on a first-come, first-serve basis.

Emergency Marathon is generally used as a funding source for:

  1. Newly chartered organizations that were formed after the marathon process

  2. Expenses related to a program that were not anticipated

  3. Requests for which exact details were unknown during the Marathon process

Appeals is a chance for clubs to talk to the Allocations Board about why they didn’t receive or only partially received the funding they requested. Any request from any open marathon can be appealed. A separate Appeals Marathon will be created in SUMS. Clubs should only ask for the amount that wasn’t covered in their first allocation (e.g., if the Giraffe Appreciation Society only got funding for 75% of their new zoo equipment, they should only request 25% during Appeals Marathon).

Request Funding through SUMS

(Note: emergency funding is requested by emailing aboard@brandeis.edu)

Do the following to request funding

  • Go to brandeisweb.com

  • Log-in with Club login and password (if unknown, email sutreasury@brandeis.edu)

  • Click on the “Marathons” tab, and then the “Requested Allocations” subtab, and then “New”

  • Select your RA Type:

    • Conference and Events Services Department Charges: only for charges through Conference and Events (space fees, custodian fees, food fees, etc.)

    • Wages/Contractor Fees: for contractors (both companies and individuals)

    • Materials/Supplies: for event supplies, office supplies, etc.

    • Other: anything that doesn’t fit into the above categories

    • Please note: You should divide each new request by event, and then by type (e.g. the Viola Club wants to have two events: the first is a concert with a revered violist that will include food, the second is for the club’s end of semester recital, also with food. For these events, Viola Club will have a request for the contractor fees for the violist, a request for the Conference and Events charges for this concert, and then another request for food from Conference and Events for the end of semester recital.)

  • Under “Description”, put the name of your event or items

  • Under “Long Description”, describe the event

    • Use as much detail as possible

      • For events: How many people are you expecting? When is it? Where is it taking place? What is your program for the event? What is the intended outcome of the event (for participants and/or spectators)? How does this event relate to your club’s purpose?

      • For food items, contractors, or other competitively priced commodities, show your research. Are you using the cheapest vendor you could find? Why or why not? If you aren’t, justify why you wish to use the more expensive vendor. How does this purchase further your club’s mission? (For car reimbursements, copy the link to a Google map or similar program showing the route you plan to take. For current reimbursement rates, email aboard@brandeis.edu.)

  • Click “Save and Close”

Marathon Forms and Drop-Ins

Clubs are highly encouraged to attend one of the drop-in sessions planned by the Board. This will be a chance for you to correctly input all of your requests into SUMS and better explain your needs to the Board. Additionally, in order to get funding you must fill out the appropriate Google Forms. Please email aboard@brandeis.edu for more information.

Appeals

For any appeals on A-Board allocation decisions, the Allocations Board Chair will send out an email along with funding decisions regarding appeals. You can appeal any decisions in which the club was given less than allocated. In order to be more likely to receive funding, it is highly recommended you speak with a member of Allocations Board to determine the reasoning for the denial.

Veto

The Student Union President has power to veto decisions of the A-Board within five academic days of the decision. The A-Board may, by a 2/3 vote, overturn any presidential vetoes. The A-Board vote must take place within five academic days of the veto. This should be taken as the last resort for organizations.

Other Financing Options

Below is a list of other funding options for your club:

Co-Sponsorships

Sponsoring an event or program with another club, department, or organization can help finance some programs that could not happen without collaboration. Not only will this help financially, but it also helps attract a larger group of people. If you need suggestions on who to approach for co-sponsorship, please see the Department of Student Activities or the Student Union.

Please note: When requesting funds for a co-sponsored event, only one club should request funding and payment through SUMS. You may request a transfer of funds to/from a department, or to/from another club of the same funding source and type (SAF/Fundraising/Gift; Secured/Chartered/Recognized) by emailing sutreasury@brandeis.edu. Note that to charge a department, the department’s authorized budget manager must email their chart string directly to the budget analyst.

Fundraisers

Often times, even with A-Board funding and co-sponsorship, you may still need more money. Fundraising will help increase the amount of money with which you have to work.

Why Have a Fundraiser?
  • Raise money for your organization

  • Raise financial support and awareness for a charity/non-profit agency

  • Motivate members

  • Learn how to coordinate sponsorship

  • Network with the community

  • Give back to the University

Clubs are permitted to raise funds for their clubs in various ways, such as holding a bake sale, selling tickets to performances, selling t-shirts, and so on. Clubs may collect this money as either cash or checks, payable to Brandeis University (the club’s name should be in the memo line). No other forms of payment are allowed.

Note: If you wish to do any of the above, and you are also receiving money from A-Board, you must ask permission from A-Board. Since students already pay the Student Activities Fee, which is the money that A-Board allocates, asking students to pay can be seen as double charging.

All fundraising cash and checks received by clubs must be deposited with the Student Union as soon as possible. To do so, complete and print a Fundraising Deposit form in SUMS, then bring the form and funds to a Student Union Treasurer’s office hours. Note that a deposit may contain only cash or checks, but not both, so you may need to fill out two deposit forms (one for cash and one for checks). No deposit may contain more than $25 in coins nor more than two rolls of coins. (Talk to the Department of Student Activities if either of these conditions affects you.)

The Department of Student Activities has cash boxes that can be borrowed for fundraising. Contact the Department at studentactivities@brandeis.edu for details. If a Union Treasurer is unavailable, money can be stored in the Department of Student Activities; to do this, you must bring the money to Student Activities during regular business hours.

Clubs can also make use of the Information Booth in the Shapiro Campus Center, where there is a locked safe. In order to do this, please go to the booth between 5pm and 11pm on weekdays or 2pm - 11pm on weekends. Additionally please call the Operations Specialist at 781-736-2626.

If you do not feel comfortable carrying a significant amount of money across campus, please contact fellow club members, the Department of Student Activities at 781-736-5065, and/or the Department of Public Safety at 781-736-5000.

If you are using Brandeis Tickets, your revenue will automatically be deposited into your account by the end of the semester.

If a department wishes to donate to a club, it may only do so via internal transfers (journal entries). The department must send their chart string and approval by email to the Budget Analyst (Stephen Costa), for this to occur.

It is illegal for clubs to purchase items using the Brandeis tax-exempt status if they intend to sell those items.

Brandeis Pluralism Alliance Grant

One of the grants available to student groups is the Brandeis Pluralism Alliance (BPA) Grant. Preference to receive the grant is given to teams of at least two individuals from diverse backgrounds (e.g., an instructor and a student, individuals from different clubs, nationalities, religions, and/or races).  Most grants will not exceed $500, and are given for events that promote ideas inherent in pluralism and unity at Brandeis. Visit http://www.brandeis.edu/das/programs/bpa/ for more information.

Leonard Bernstein’s Festival of the Creative Arts Grant

The Office of the Arts sponsors an opportunity to celebrate arts at Brandeis. The Festival of the Arts traditionally occurs near the end of the spring semester. The goals of the program are to support campus artists, bring together members of the arts community, and increase the involvement and engagement of the Brandeis community with the arts.

The grant size will depend on the quality and amount of applications, but the average grant size is $250. You must be a Brandeis student, faculty or staff member to be eligible. This source of funding requires completion of an application and attention to specific noted deadlines. Please contact the Office of the Arts for more information at 781-736-2027 or visit http://www.brandeis.edu/arts/festival.

Gifts vs. Raffles vs. Donations

  • Gifts: If there is a benefit associated with the money exchanged, it is not considered a gift (e.g., Waltham Group shuttles are not “gifts” because you get a ride in exchange for the money you give).

  • Raffles: Raffles are never considered donations/gifts because you are buying a “chance” to win something.

  • Donations: If you are charging $20 to a dinner event and part of that goes to the cost of dinner and part of that is a donation, you must disclose that $10 is for dinner and $10 is for the donation.

Receiving Donations

Gift donations are a great way to help fund your club. Please follow the following procedures:

  • Donations to clubs can be used to cover costs that Marathon funds won’t cover, or for programming. They cannot be used for personal purchases (such as club T-shirts) or personal items (such as “senior gifts” to departing club members). There may be other restrictions on these funds as well, based on state and federal law, and/or Donor Relations policies.

  • Tax-exempt donation checks made out to “Brandeis University” can be given to the Budget Analyst, or sent directly to Advancement Services (MS 124). Credit card donations can also be made online at http://giving.brandeis.edu/.  Please be sure to include what club is receiving the donation in the memo field, as well as all information pertaining to the donor (name, address, restrictions, and postmarked envelope, if applicable). If your club is actually a program within a larger club, please include both the parent club name and the name of your program (for example, “Waltham Group - Brandeis Buddies”)

  • Gift donations may not be mailed to student mailboxes.

  • If you are interested in hosting a silent auction as a fundraiser, please contact the Department of Student Activities for important information and regulations.

Making Donations

If you wish to donate some of your fundraising to charity, the club should first deposit the money into their fundraising account and then create a Payment Request Form (PRF) to make a donation using the normal payment process. You cannot donate SAF or gift funds. When submitting the PRF, you will also need to include the mission statement of the organization to which you are donating and that organization’s W9 form.

Auction/Raffle Prizes and the People Who Donate Them

You can hold an auction or raffle to help fund your event. Here are some procedures to be aware of:

  • If the donor wants a tax letter from Brandeis for the donation, Paula Lee (Development x64128) needs the following:

    • Donor's name

    • Address

    • A description of the item (including: brand/make, model, color, year, condition, visual description, quantity, and **price or estimated market value, if they know it**). 

    • If a donor purchased the item for your event and provided the sales receipt, Paula Lee (Development x64128) can give them a tax letter based on the sales receipt.

  • If Brandeis purchases items for auction, then Paula Lee (Development x64128) needs to know all of the above and how much Brandeis purchased the item for...  if sale price, then also the retail price.

  • You also need to let Paula Lee (Development x64128) know how much the item was sold for.

Auction/Raffle Winners

  • Information you need to collect for an auction and send to Paula Lee (Development x64128):

    • Name

    • Address of winner

    • Item won

    • How much he/she paid for the winning bid.

    • If the items are purchased for (not donated to) the auction, we need to know how much of the "bid price" went toward purchasing the item initially and how much is the "donation.”

  • You do not need to collect the information of a raffle winner.