Hi everyone, I decided to add a FAQ page since I understand that there are a lot of questions circling about how we function and why we fund things that we do.
What steps have you taken to better transparency?
Office hours begin on October 20th, I have regular newsletters sent out with summaries of our actions, and plan to send out blast emails to clubs whenever a large policy update drops/many edits have been made. Our website also has a blog section where I regularly post smaller updates, and it has a governance section where all our policies are listed.
What are your plans to fix Annual funding?
We have extended the Annual funding timeline to begin in February, and I will talk to SAO about hosting Annual funding information sessions on top of sending out email directions. As for the special funds section, we have done away with them, and any money put into those pools have been appropriately returned to our supplemental fund. The process should be less crammed, more streamlined, and hopefully a better experience for everyone. Finally, the Board under my Chairship is committed to having a fairer outcome for the entire campus, and I am dedicated to fixing all issues that arose last year.
Any new policies?
We’ve done a few so far. For example, we changed our internal $12 cost per person guideline into a true policy, where we now accept events up to $15 dollar per person as a part of valid reasoning for funding an event. This allows for less confusion. Another one would be allowing up to two performance conferences to be visited or held a year, per performance group. These decisions were made to try to strike an appropriate balance between funding clubs and also being mindful of the amount of money we have left.
Why is there such a large disparity in funding between smaller clubs and larger, well-established organizations? How does UFB ensure fair distribution of the Student Activities Fund?
UFB bases funding decisions on the needs and goals of each club, taking into account membership size, impact, and event scale. Larger clubs typically host larger events that require more resources, but we are committed to ensuring smaller clubs have the opportunity to grow by providing them with appropriate funding. We also review requests carefully to make sure everyone gets what they need, even if it's not as much as bigger clubs.
How does UFB plan to address the concerns of clubs that feel they are consistently underfunded despite growing membership and event success?
We encourage all clubs to communicate with us throughout the year if they feel underfunded. UFB reviews funding on an ongoing basis, and if clubs can demonstrate a sustained increase in membership and engagement, we are open to reassessing their allocations. Clubs are allowed to apply for supplemental funding throughout the year, which allows us to get an in-depth look at the trajectories of these clubs.
Given the increase in student activity fees, how can UFB guarantee that this money will be used efficiently and not wasted on poorly attended events or unnecessary club activities?
UFB strives to be responsible allocators of student fees. We review event proposals thoroughly, factoring in expected attendance, campus impact, and the mission of the organization. We commonly ask for evidence of attendance through polls or data analysis. If events are consistently poorly attended, we may work with the club to adjust their funding or help them better plan future events.
What specific criteria does UFB use to determine which clubs get more funding, and how transparent is this process? Can students access detailed reports on how funding decisions are made?
Our funding decisions are based on several key criteria: event size, club history, membership engagement, and alignment with UFB's mission of supporting diverse, impactful student activities. I strive to be transparent by publishing detailed guidelines and making ourselves available for consultations throughout the application process. Additionally, regular Newsletters, posts, and updates allow us to reach the campus at large.
With the rise in inflation and club costs, why hasn’t UFB adjusted its funding model to account for these realities in previous years?
We understand the concerns regarding inflation and rising costs. UFB is currently working on revising our funding model to better account for these economic factors. In fact, this year we are proposing another increase in the Student Activity Fee to address the growing financial needs of clubs. Our goal is to be more proactive in adapting to these economic changes going forward. Whether it gets raised or not, is up to the administration.
There have been complaints about retroactive funding being denied even when clubs feel their events were of significant value to the student body. How is UFB addressing these concerns?
Retroactive funding is a challenge because UFB prioritizes pre-approved funding to ensure proper planning and financial oversight. However, we understand that some events may provide exceptional value, and we are considering more flexible policies for cases where clubs genuinely did not anticipate their costs. We are working on educating clubs about the importance of early funding requests to prevent these situations in the future.
Can UFB explain how it supports new or smaller clubs that struggle to compete with more established organizations for funding? What are you doing to help level the playing field for these groups?
UFB offers workshops and consultations to help newer clubs with the funding process and event planning. We are committed to giving all clubs, no matter their size, the opportunity to thrive. Additionally, I have reversed the change that our prior Chair made and am now reallowing Category 2 groups to apply for Supplemental funding, while maintaining close communication with our Student Activities Chair to allow as many Category 1 clubs to be promoted.
How is UFB addressing accusations of favoritism in the funding process? What mechanisms are in place to ensure there’s no bias toward certain types of clubs or events?
UFB takes accusations of favoritism very seriously. We have clear, objective criteria for funding decisions that are applied consistently across all groups. Furthermore, we operate on a democratic process for funding decisions to ensure a balanced and fair review. We are always open to feedback if clubs feel the process is not equitable.
At times, certain funding decisions may appear as favoritism but are, in fact, the result of specific policy processes. For example, KASA received $17,000 by applying under the Spring Weekend Fund for a Korean Artist to come and showcase their music, which was a university initiative designed to increase engagement for Spring Weekend events. However, we discontinued this fund for this year’s Annual due to the feedback we received. Their funding was conditional upon their ability to secure a performer for Spring Weekend. On the other hand, QuestBridge, categorized as an Academic Club, submitted requests for general body meetings and bonding events that were more appropriate for cultural/identity clubs. At that time, we could not approve their requests as they didn’t align with their club’s mission, a guideline set by the University for AY23-24. However, we have revisited their case after their reclassification as a Cultural/Identity club, and they are now eligible for appropriate funding. We acknowledge the communication gap on our end, and now that I have full access to the website and the platform to communicate openly with the campus community, I am committed to addressing and correcting the issues that occurred last year.
What concrete steps has UFB taken to ensure that student voices are being heard, especially when it comes to changes in funding policies or fee increases?
My office hours, plus our feedback form, and I also try to keep an open line of communication almost 24/7. These resources are available either through my email or on our website.
How does UFB balance the need to fund large-scale events that showcase the university with the equally important need to support smaller, niche student groups?
We recognize the importance of both types of events and work to find a balance by allocating a portion of our budget specifically for large, campus-wide events and another for smaller, niche activities. Large events that bring together a wide portion of the student body are valuable, but so are the unique contributions of smaller groups, which is why we do our best to fund both.
What is UFB doing to ensure that clubs who do important work but don’t generate revenue, like advocacy or service-based groups, receive adequate funding?
We understand that not every club can raise funds, and aim to refrain from requiring a club to use them. In cases where UFB may request a club to use their raised funds, it would be because they requested something that we may not be able to afford to give to every club and would thus set a precedent.
If student groups are consistently overspending their budgets, what measures are being taken by UFB to enforce fiscal responsibility without cutting off future funding?
Overspending is something we take seriously, but we also understand that it can sometimes be unintentional. UFB works with clubs to help them develop more accurate budgets and financial plans. If a club is consistently overspending, we may require them to attend financial management workshops or provide more detailed budget proposals. I use office hours to create a space for these workshops. However, our goal is to support these groups rather than punish them, so we work collaboratively to ensure they stay within their budget in the future.