Item Policies
Restricted Items
A-Board will not fund the following items, with the outlined exceptions:
Exclusionary Events
All events funded by A-Board must follow a policy of non-exclusivity, as guaranteed by the Student Union Bylaws. Any Brandeis undergraduate must be allowed to attend and participate regardless of race, sex, sexual orientation, religion, ethnicity, disability status, or class year. Exception: events geared towards the recruitment of members, or for class-years may be funded so long as the event is held ON-CAMPUS and still open to the campus community.
Retroactive Requests
A retroactive request is a request for reimbursement of money spent on an expense by a club before receiving A-Board approval (e.g. a club member spends money over the summer for a club and wants a reimbursement). They are not permitted and reimbursements will not be given.
Personal Property
Personal Property is defined as "Goods that are NOT attainable to everyone and have no connection to the event, organization, or mission". Personal Property will not be funded with SAF funds regardless of any club event, mission, or cultural/faith-based significance. Exceptions: items such personalized uniforms, and prizes related to club-hosted competitions and events
Fundraisers
A fundraiser is any event that raises money for any cause, be it for a club or for a non-profit organization. A-Board does not provide money to allow for clubs to fundraise. Exception: fundraising events may be funded by the A-Board so long as it is related to the club’s mission and supports the campus community. All money raised from A-Board funded fundraisers goes directly to a Club’s RESTRICTED FUNDRAISING ACCOUNT. Which is to ONLY be spent within the guidelines of the funding scope.
Ticketed Events
Clubs may not require Brandeis undergraduate students to pay any admission fee for an event funded by A-Board held on Brandeis campus. Clubs may ask for suggested donations, but no undergraduate students may be forced to pay in order to fully partake in the event. This policy must be made clear to students in attendance.
Clubs may charge non-Brandeis undergraduates for events held on campus. Additionally, when holding off campus events which are subsidized by A-Board, clubs may charge undergraduates to fully fund the event. All revenue from the fees will be deposited into a "Performances" or "Events" Fundraising line, not General Fundraising. That money may only be used to augment future events funded by A-Board or that are open to the entire campus (but still within the general expense policies of Brandeis). It cannot be used to purchase personal property or any other prohibited request.
Brandeis Tickets
Clubs that wish to ticket an event will be required to utilize the Brandeis ticket office unless they provide an adequate substitute. Substitutes will be considered if they provide a significant aesthetic or functional value. If a significant value is demonstrated, valid substitutes include www.eventbrite.com, and other online ticketing platforms, as well as physical tickets that are customized for an event.
Political Campaigns
Campaigning for a specific political party or member of a party for any public office is not allowed due to Brandeis University’s non-profit status. Campaigning for a specific law, however, is permitted.
Executive Board-only Events/Items
Events or items that are exclusively for E-Board members are prohibited.
General Meetings
Clubs can request funding to have food at general meetings up to two times a semester, with the exception of clubs that have food as a central part of their club purpose (e.g. Veg Club). Clubs must follow the food allowance guidelines listed under the “Food” section of the funding scope.
Alcohol
Alcohol will not be allowed to be served using funds funded from the A-Board.
Tobacco
A-Board will not fund the purchase of any tobacco products.
Illegal Drugs
A-Board will not fund the purchase of any illegal drugs/substances.
Sexually Explicit Materials
A-Board will not fund sexually explicit materials that are not connected to club purpose, such as X-rated movies/games, pornography, erotica, etc. Films, productions, or other materials that relate directly to sex or sexual activity may be deemed acceptable at the discretion of A-Board.
UTC Fee
The Undergraduate Theater Collective assesses a fee for participating members. A-Board does not fund this fee.
Classroom Materials
The Allocations Board will not fund items that are required for classes such as Professor specified textbooks or materials. Any items allocated must be related to the requesting club’s mission only and not related to a Brandeis class.
Events which occur between semesters
A-Board may fund events which take place over the summer and winter break. However, graduating seniors will not receive funding for international travel outside of their final semester. Any event occurring outside of the semester must have a demonstrated benefit over a similar event which would take place during the semester. For example, an event that specifically occurs during the summer. Moreover, all financials regarding the event must be finalized before the end of the semester/fiscal year.
Prohibitive Costs
Although at times a planned event is legitimate, the costs associated with the event may be not related to the event, based on explanation and justification. All costs must be able to be related and tied back to the event and/or mission of the club The Allocations Board reserves the right to refuse to fund events that are an irresponsible use of student money.
Discretionary Items
The Allocations Board considers certain categories of items as secondary expenditures and will fund them per their discretion. These expenses must be necessary for an event or for the functioning of the club. In addition, the Allocations Board must have sufficient reserves of funds in order to allocate.
Coaches and Instructors
These should be requested during Full Semester Marathon. Coaches and instructors must be competitively priced and must also cater to enough of the student body to allow for such an expense. All costs must be described to A-Board prior to the lessons, and should be listed in a per lesson basis. A-Board calculates the total semester cost for lessons by multiplying the cost per lesson by the number of lessons to be funded. In all cases, A-Board may require clubs to bring quotes from multiple coaches, instructors, or companies.
Office supplies
The Allocations Board strongly recommends that all clubs take advantage of the resources available in the Romper Room and Student Union office, both located on the third floor of the Shapiro Campus Center (SCC). A-Board may fund office supplies if they are not available in either of these two locations AND if they are absolutely necessary for a club to fulfill its purpose. For questions about office supplies or the Romper Room, please contact the Student Union Secretary through secretary@brandeis.edu.
Equipment
Clubs should first explore alternative, cost-effective means for equipment. Examples may include but are not limited to: checking out/renting from on-campus partners. If such items or means are not available or sustainable for club/organization operations, the Allocations Board will consider funding on a case-by-case basis with adequate justification from the club including but not limited to: significance, long-term purpose and use, and cost. Old equipment that is justifiably unfit for club utilization, may be donated to the campus community.
Publicity and Advertising
Publicity and advertising will only be funded for those clubs which publicity and advertising are absolutely necessary for their effective functioning. We advise clubs to use the supplies and copy machine in the Romper Room, supplies from other clubs, and their own creativity and create signs and posters to publicize their events.
Publishing/Printing Costs
0.05% of the budget will go towards colored printing for posters and be divided equally amongst clubs. A-Board will not fund colored printing in any other circumstances.
Clubs should use the Romper room for black and white printing. This applies to things such as pamphlets, flyers, and posters. Personal printing is not permitted.
Independent Contractors
Contractors must be competitively priced. In all cases, A-Board may require clubs to bring quotes from multiple independent contractors or the club must argue that a certain contractor is the only one available who suits their needs. Clubs should outline the reasoning for why this contractor should be brought to campus, and the payment needed (i.e. if a deposit is required, and other financial costs).
Transportation
- In all cases, clubs must research the cheapest cost available and bring proof of research to A-Board. A-Board may research alternative modes of transportation and will allocate according to the most reasonable method of transportation. The following are the common types of transportation requested during Marathons:
- Car: a maximum subsidy of $0.52per mile per vehicle may be granted on trips based on the timing and location of the trip. The exact mileage of the trip(s) must be provided through Google Maps or a similar navigation service. Parking costs and toll fees must be researched and requested prior to a trip. In all cases, clubs must research the cheapest cost available and bring proof of research to A-Board.
- Gas: Gas will not be reimbursed for personal vehicles. Gas costs will be reimbursed ONLY for Branvan, or for approved rentals from a third party (i.e. Enterprise or Hertz).
- Branvan: clubs should bring a quote or estimate from Public Safety.
- Branvan Certification Costs: Brandeis University requires all drivers of the Branvan to be certified to operate the vehicle. A-Board will grant $50/per driver that requires this, provided that the club requests funding and outlines the members that need certification.
All other means of transportation will be funded at an 80% subsidy or at the discretion of A-Board. This includes shared van service, public transportation, buses, and airfare.
International travel will be funded at the lesser of a 30% subsidy or a per person total of $300 for the round trip.
Lodging
A-Board may fund lodging if it is necessary for a club to fulfill its purpose. In all cases, clubs must research the cheapest cost per person (total cost divided by room occupancy) available and bring proof of research to A-Board. Clubs are expected to fill lodging spaces to full capacity. A-Board will double-check a club’s quote for lodging and accordingly determine funding. Overly expensive requests resulting from a lack of research will not be funded. Lodging will be funded at an 80% subsidy or at the discretion of A-Board.
Travel & Lodging Clause:
If a club member has a high financial need and will be unable to cover the out-of-pocket subsidy for travel and lodging costs, the member will need to submit an appeal to the Budget Analyst/Dean of Students Office explaining the circumstances. The Budget Analyst will then confirm the information with the student and on-campus entities such as Student Financial Services and will recommend to the Allocations Board to approve or deny the request.
Clothing
Clothing may be funded using SAF money if the items are to be equally distributed to the campus community and not charged to individuals obtain/own. Clubs must provide proper justification for requesting funding which will also include a distribution plan of the items and how they will be offered to the campus community. The Allocations Board reserves the right to request more information, or deny the request if they feel it does not warrant SAF funds.
Clubs should also note that all club “swag” designs require approval by Student Activities before distribution on campus, regardless of whether the clothing/promotional items are funded with SAF money.
Costumes or uniforms may be funded under the condition that the clothing remains the property of the club (i.e. storage must be available for the uniforms).
Study Breaks
Clubs will only be allocated funding for food if the study break has content that is relevant to the club’s purpose. In order to receive funding for food, the food itself cannot be the only content-related portion of the study break.
Food
A-Board will consider requests of food only when it is:
- Relevant to the club’s mission.
- Increasing accessibility for a club event (e.g, the event takes place during a meal time)
- Club specific programming (education based)
- Integral to the goal and structure of an event
- Clearly itemized
- Meets the cost allowances (listed below)
- Available to all Brandeis students
Brandeis has its own dinning services provider. Student organizations who use an outside provider must apply for a waiver and be approved in order to be authorized to purchase and/or be reimbursed for these expenses. Clubs may not use an external caterer on campus without the approval of The Department of Student Activities. Waivers will only be approved when: Brandeis dinning services is unable to provide the food products needed in a cost effective way, food preparation is integral to the club or event purpose, or with administrative approval. Waiver Forms should be submitted two weeks before the date of the event, meeting, etc.
Food Allowances & Categories
The Allocations Board will typically allocate food budgets at the following cost per-person:
| Meal Type | Allowance Per Person |
|---|---|
| Snacks | $7 |
| Breakfast | $7 |
| Lunch | $12 |
| Dinner | $15 |
* Snacks are defined as food served between core meal hours OR if the event does not constitute a full meal be served.
Specialty Food
Clubs may request an increased allowance per person during marathon for Specialty Food, which is defined as: Food that is required to meet dietary and/or faith-based requirements, OR if the club’s mission encompasses food as part of its core or cultural purpose.
Specialty Food allowances will be allocated and considered on a case-by-case basis with proper justification from the club explaining the increased cost. Increased allowances are granted at the discretion of the Allocations Board but will be NO LESS THAN the published allowances above for each respective category, costs SHOULD NOT EXCEED $20 per person for any category, regardless of cost or event significance. In the event of circumstances where specialty food will exceed this amount, supporting justification must be provided to the A-Board for consideration.
Tipping
Tipping costs must be included when the cost of services is requested. A-Board will not fund emergency requests for tips. Tipping costs may not exceed 20% of the total cost or $40, whichever is lower.
Giveaways
A maximum of 0.25% of the semesterly budget will be allowed towards giveaways per semester. A-Board will consider requests on a case by case basis following the guidelines outlined below:
- Relevant to the purpose of a club
- Integral to the goal and structure of an event
- Clearly itemized
- Reasonably priced
- Available to all Brandeis students
To request funding for a giveaway, clubs must submit a Giveaway Request form. All giveaway designs must be approved by the Department of Student Activities.
Chum’s Fee
A-Board will permit clubs to request funding for the Chum’s fee.
Chum’s Fee: $50/per every 2 hours block of time.
Cash donations/revenues
Clubs are required to disclose expected donations and revenue they will receive in cash. If cash is not disclosed or significantly misreported there will be penalties on access to funding and future allocations.
Graduate Students and Non-Brandeis Participants
Brandeis's reputation as an elite university means that our events often draw attention from the greater community. We are incredibly proud of these opportunities and try to support them wholeheartedly. At the same time, we have a limited budget that is paid for by the undergraduate student body. A-Board will consider what is in the best interest of Brandeis’s Undergraduates in its decisions.
Other categories not mentioned
A-Board will allocate at its own discretion for other categories.