Student Organization Resource Fund (SORF) Application
Student Organization Resource Fund (SORF)
The Student Organization Resource Fund (SORF) allocates supplemental funding to Clubs, University-Affiliated Organizations (UAOs) and SGA Subordinate Bodies from the Student Activity Fee. This funding is primarily provided to assist organizations with support in planning events, including: contracting services and/or performers, facility rental, film licensing, food/catering costs, printing services, promotions, security and transportation costs. A secondary function of SORF funding is to provide support with trip/travel costs related to conferences, professional development, and experiential learning. An additional function of SORF funding can be to support the one-time procurement of permanent equipment related to the function of an organization – such as kayaks for the “kayaking club.”
The funds allocated by SORF are to be used to help offset the costs associated with the organization’s needs, not to cover all expenses. SORF does not determine or allocate budgets for student organizations; initial budget allocations are determined by the Student Government Association. The SORF Board is structured with limits (see SORF Funding Policies) as to the amount of funding an organization can request and the number of times an organization can apply for SORF funding.
Eligibility for SORF funding is determined based on the assigned classification each organization receives. Individual students (including student-led initiatives), as well as university offices and departments, are ineligible to apply for SORF funding as the fund is intended only to support student organizations.
Eligible Classifications of Student Organizations
- Clubs and University-Affiliated Organizations that are formally recognized and funded annually by the Student Government Association are eligible to apply for SORF funding.
- SGA Subordinate Bodies, the bodies responsible for oversight of other like-natured subordinate organizations, are also eligible to apply for SORF funding (i.e. Club Sports Council, Resident Student Association, National Pan-Hellenic Council).
Ineligible Student Organizations
- Conditional Status Clubs, defined as any organizations that are in the process of pursuing recognition with SGA and the university, are ineligible for SORF funding.
- Interest Groups do not receive a university fund and cannot receive funding.
- Student Working Groups are operationally a part of (and funded by) an office or department and are ineligible to apply for SORF funding.
- Club Sports, Fraternities, Sororities, and Hall Councils exist under the operational umbrella of an SGA Subordinate Body and therefore receive all funding directly from their sponsoring SGA Subordinate Body. They are ineligible to apply directly to SORF for funding.
- Student Government Association is ineligible to receive SORF funding due to vested interest with the Student Activity Fee and the appointment of members to SORF board.
- Student Activities Council, as the campus programming board, already receives a substantial amount of funding from the Student Activity Fee and is therefore ineligible for SORF funding.
SORF Funding Policies
SORF funding requests must be submitted through the online application in OrgSync and will only be reviewed by the board if the application and all attachments are submitted using the correct template attachments (also available in OrgSync). The SORF board meets biweekly to review submitted funding requests. Requests are reviewed in the order in which they are received. Once SORF has fully allocated the existing funds for the year, there will be no additional funding available.
SORF General Funding Policies
SORF funding requests must be submitted at least 30 days prior to the activity.
Organizations can only request up to 70% of the total cost of an event, trip, or equipment procurement.
- The remaining 30% must be generated by the organization through other means, including: Contribution of existing budget dollars, Fundraising, Financial co-sponsorship with other organizations
- Organizations can only submit one application per eligible activity with a request totaling no more than $4,000.
- Organizations are only eligible to receive SORF funding up to three times per fiscal year and may not receive more than $6,000 in total SORF funds throughout a fiscal year.
- SORF funds cannot be donated to another entity (such as a charitable organization or political campaign).
- SORF funds cannot be directly used to fundraise (such as purchasing items to be resold).
- Admission to events can be collected for attending an event funded by SORF.
Programs/Events Funding Policies
Programs and events are eligible for a one-time allocation to support the activity. The purpose of funding events is to support new and innovative ideas or unplanned costs associated with the program. SORF will not fund the same event more than once in a four-year period.
An exception can be granted to proposed events that are substantially different than they have been in the past provided that SORF did not fund the event in the last fiscal year. Events that are deemed substantially different must have substantially changed at least 70% of the logistics for the event from previous years.
- Events where alcohol is served or available for purchase are ineligible for funding. Alcohol is not permitted at a SORF-funded program.
- Proposed events must comply with all university policies as well as federal/state/local laws.
- Events must be open to all Xavier students and promoted openly across campus.
- Proposed events must show how the activity enhances the student experience at Xavier and must directly support the mission of the university and/or the mission of the organization.
- Funded expenses must clearly fit into the following categories and proof should be provided that quotes or estimates have been obtained for all expenses requested (please don’t just guess):
- Contracting Services and/or Performers (Honorarium, Independent Contractor, Xavier University Performance Agreement, etc.)
- Facility Rental
- Film License Rental
- Food / Catering Costs
- Printing Services (such as printed programs for use during the event)
- Promotions (including printed promotions as well as promotional giveaway items)
- Security Costs
- Transportation (for safe, professional transportation of guests to and from an off-campus event)
*General event supplies and decorations are not eligible for SORF funding.
Trip/Travel Funding Policies
All organizations must complete an online Trip/Travel Itinerary Form with the Office of Student Involvement at least two weeks prior to traveling. Organizations may be required to collect additional paperwork, such as Assumption of Risk or Medical Release Forms, from participants. Visit www.xavier.edu/insurance and click on “Waivers” for more information to determine if participants need to complete waivers prior to traveling.
Student organization-sponsored trips are eligible for a one-time allocation to support the activity. The purpose of funding trip and travel is to support dynamic educational experiences, professional development and experiential learning. SORF will not fund the same trip more than once in a two-year period.
- Proposed trips and participants must comply with all university policies as well as federal/state/local laws, including the requirement that a Xavier faculty or staff member participate as a chaperone throughout the activity.
- Proposed trips must be open to all Xavier students affiliated with the organization, meaning any student within the organization could be eligible to participate or attend.
- Proposed events must show how the activity enhances the participating students’ learning and experience at Xavier while directly supporting the mission of the university and/or the mission of the organization.
- Funded trip and travel expenses must clearly fit into the following categories and proof should be provided that quotes or estimates have been obtained for all expenses requested (please don’t just guess):
- Airfare (only eligible for trips more than 7 hours driving distance from campus) up to $300 per traveler
- Bus / Professional Transportation Rental
- Car Rental (Enterprise Car Rental is strongly recommended for trips involving vehicles)
- Conference Registration (note – annual membership dues are not funded by SORF) up to $75 per delegate
- Hotel Rooms (no incidentals, room service) up to $55 per person per night
- Meals (based on federal per diem daily rates found at www.gsa.gov/perdiem)
- Personal Mileage Reimbursement (based on current IRS allowable reimbursement rate [$0.565 as of Fall 2013] only eligible for up to 250 miles per way – beyond 250 miles, it is strongly recommended you seek other transportation)
- Public Transportation* (such as metro, subway, buses)
- Taxi (only transportation from the airport to destination and back)
*Public Transportation is only eligible as a means of common transportation in major metropolitan cities.
Please note gratuity (tips) and personal care products are not eligible for SORF funding.
Equipment Procurement Funding Policies
While student organizations are eligible to request SORF funding for equipment procurement, it is important to note that that SORF funds are rarely allocated for this purpose. Equipment requests must be a one-time purchase that is mission-critical to the organization’s operations.
A one-time allocation can be granted to procure equipment to support an organization. Permanent equipment is defined as any resources that are reusable from year to year and are not to be discarded and recreated the following year.
- Equipment procured through SORF funding should primarily support the requesting organization but should also be available for other organizations to use, as appropriate.
- Proposed equipment must demonstrate how the purchase enhances the participating students’ learning and experience at Xavier while directly supporting the mission of the university and/or the mission of the organization. Organizations must also demonstrate how the equipment will be used in future years to ensure long term investment in the purchase.
- Equipment must be permanently stored on campus and cannot be stored at a residence.
- Permanent Equipment should fit into the following categories, although as equipment can be very specific to the needs of the organization, it may not. Proof should be provided that quotes or estimates have been obtained for all expenses requested (please don’t just guess).
- Audio / Visual Equipment
- Recreational Equipment
- Professional signage (cannot include a date/year and must be reusable)
To review the complete operating document and list of rules and procedures associated with SORF, visit our website at www.xavier.edu/clubs.
Questions may be directed to Dustin Lewis (SORF Advisor) at firstname.lastname@example.org