[Policy Update] Section VII, (6) and (7)

Good morning everyone, we got two more policy updates pushed out this past week.

(6) Tour Funding: UFB will provide funding support for acapella group tours only if they are domestic and accessible by a rented car. Tours requiring other forms of transportation (e.g., flights or trains) will be considered on case-by-case bases.

(7) Album Recordings: Beginning Academic Year 2024-2025, UFB will be unable to fund album recording projects for acapella groups. This policy reflects two main considerations:

Historical Precedent: UFB has consistently rejected these requests, including those submitted during periods of budget surplus, due to their retroactive nature.

Monetization Restriction: Albums produced with UFB funding may be monetized, which conflicts with UFB's policy prohibiting the use of its funds for profit-making ventures. Therefore, funding for album recordings is not permitted.

For (6), although we are open to funding trains/planes, we wanted to write into our policy that we have historically been more open to funding Zipcar/gas. These distinctions stem from the fallout after the 2022 funding surplus, as we are still facing limited funding capability.

For (7), we wanted to standardize our treatment of all Acapella groups; while some groups request album coverage and some don’t, the biggest issue that we have with funding them is that they can be monetized, which is strictly against the University and UFB policy. Given that the Student Activity Fund is built off of the tuition of students, we discovered that monetization off of that Fund is fair grounds for legal issues…

Thanks for reading our newest update!

Naomi

[Policy Update] Section VII, (3) (4) and (5)

Hi everyone! Naomi here.

UFB passed a few more policy updates last night, so as always, I’m adding an update here on the website. There were a few internal guidelines used in UFB decision making last year, and as someone who believes in the importance of sticking to a fair policy handbook, I decided to call for a vote to write them in to increase transparency in decision making.

(3) Performance Groups: Performance groups are permitted to request funding for up to two competitions per academic year—one in the Fall and one in the Spring. However, approval of these requests will take into consideration factors such as the total costs, the proximity of the competition to Brown's campus, associated travel expenses, and past performance needs. Groups should be mindful that funding for competitions is not guaranteed, and all requests will be evaluated on a case-by-case basis. It is recommended that groups plan their competition schedules and budgets accordingly to align with these considerations for a smoother approval process.

(4) International Travel: UFB will not fund international travel under any circumstances. Since the fund surplus of 2022, UFB has been unable to allocate funds for international travel due to significantly reduced financial resources and  increased external fees outside of our control. The current level of the Student Activities Fund provided by the University does not support reinstating the precedent of funding international travel. UFB will not consider any requests for international travel, regardless of the cost or details provided. Please note that all student groups traveling internationally since 2022 have done so without UFB funding, and this policy will remain strictly enforced.

(5) Spending Cap for Student Worker Compensation: Groups may request funding for student workers (photographers, videographers, stage managers) up to $200 per individual per academic year. Requests are subject to UFB’s discretionary review based on event needs and budget constraints. Requests exceeding the cap must include justifications and will be evaluated case by case, as funding is not guaranteed. This policy excludes Category 4 groups.

For (3), we wanted to write in a concrete policy to allow performance groups to have a better idea of what we are looking for in a budget request. Transparency is important to us, and this policy should help in creating requests.

For (4), we wanted to clear up any chance of having a misunderstanding between us and groups about international travel. We have not funded international travel since 2022 and cannot afford to fund it this year, nor did we fund it last year. If a club has travelled internationally since 2022, it was completely self-funded and UFB has not awarded any extra funds for it.

For (5), this was another obscure internal guideline that UFB used last year during funding decisions. I believe it is unfair to clubs to conceal any rule we use to make decisions, so we wrote it into policy. In general, given that student photographers/videographers/stage managers are hired for only a few hours, SAO’s minimum wage is $14, and clubs have requested roughly $200 in the past for these services, we came to the conclusion that $200 would be a fair payment to students.

Thank you for the time you took in reading this far!

Naomi

[POLICY UPDATE] Section VII

Hi everyone, Naomi here.

UFB had our first Policy edit of the year yesterday. We added a section to our Handbook titled VII: General Guidelines — this allows us to standardize our rulings and maintain fairness across all student group categories. Check the update below:

Preamble: This section is a living document and is subject to change as UFB continues to hold policy meetings and as new votes are passed. The guidelines outlined here reflect the current considerations for groups’ events and funding, but adjustments may be made based on future decisions by the Board. We encourage all groups to regularly check our policy document to stay informed about any updates or changes that may affect your event planning and funding requests.

(1) Food: When planning events involving food, groups should be mindful of UFB's specific guidelines outlined in this Handbook. UFB will generally be more open to funding food expenses up to $15 per person for events. Requests exceeding this amount will be treated as exceptions and considered on a case-by-case basis. It is recommended that groups plan their budgets accordingly to align with this guideline and ensure a smoother approval process.
(2) Off-campus: For off-campus travel, groups may request funding for up to 10% of their total club membership to participate in the event. However, this is not a guaranteed provision, and requests exceeding this threshold will be treated as exceptions. Groups seeking additional support for larger travel parties should be prepared to provide a strong rationale for the necessity of exceeding the 10% guideline.

For (1), a $12 cost per person had been an internal guideline, but was never written into our Policy by our prior Chair. We raised the maximum cost to $15, and wrote it into Policy for increased transparency.

For (2), we wanted to have something written down that accommodates for competition travel, conference travel, and general off-campus events. We believe that 10% is a fair proportion (as “membership” can range in activity).

Thanks everyone — if you’ve got any questions, feel free to email me or your Rep!