Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
1. What is the Services & Activities Fee operations allocation per student enrolled (using
40, 860 FTE) and per student served?
The Services and Activities Fee operation per student enrolled using last year’s allocation
was $13.60 per year, or $4.53 per quarter.
Over 3,000,000 people visit the HUB each year, yet many of our statistics are geared
towards Registered Student Organizations (RSOs) rather than individual students. In
2009-10, 752 groups were registered with the Student Activities Office (SAO) with over
425 using the resources provided by the Student Organization Resource Center (SORC).
SAO and SORC provides resources necessary and crucial to the ability of students to
enhance and enrich the student campus community through the programs and services of
student organizations and student governments. Services and resources supported by
SAFC assist and enrich the quality of life on campus which is why continued support is
therefore crucial.
2. Please provide an explanation of how the unit plans to spend the budget in each line item
of the SAF Allocation Budget Request Form, including an explanation of increases or
decreases from the previous year’s request. Items that are vague, such as “contract
services” should be clearly explained.
S&A fees will be spent as follows:
SAO Advisers ...............................................................................................................$357,667
Student Organization Resource Center .........................................................................$163,129
RSO Event Fund ............................................................................................................$ 45,000
Total Services and Activities Fee request .................................................................$565,796
This requested increase results from changes in staff benefit rates ($3,611), SORC supply
increase ($7,538), SORC student wage increase ($862), and an increase in the RSO Event
Fund ($10,000).
3. How many students utilize the services and activities provided by your unit? Please
provide both numbers and percentage of the total student population. Describe how
statistics are obtained and provide demographics on graduate, undergraduate, male,
female or other categories you believe important and relevant to your unit.
With our relocation to Condon, most of our normal methods for tracking utilization are
unavailable to us. Those methods included traffic counts, customer counts (e.g., HUB
newsstand, games area, Information Desk), meeting room statistics, and usage numbers
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
from the SORC, and Student Activities Office. However, the following are still at our
disposal:

Registered Student Organization Database. This database gives us information
about the direct beneficiaries of the free and reduced cost services funded by the S&A
fees. As of June 2010, 752 organizations were registered with SAO. Since
registration began in fall 2010 587 groups have registered. Appendix 1 discusses the
many benefits currently available to registered student organizations.

Student Organization Resource Center. While it has been relocated to a trailer next
to the library it has continued to be used by many registered student organizations.
The latest count of groups using the SORC is over 450.

Reservations. While we no longer have rooms in the HUB, we were able to obtain
use of some meeting space in Condon. In addition, we compiled a list of meeting
spaces around campus and even some immediately off campus. Both SAO and
reservations staff has continued to work with registered student organizations to
enable them to hold meetings and events for the campus community.

RSO Event Fund Statistics. Usage of the RSO Event Fund is presented below:
RSO Event Fund Statistics
Year
Funded Groups
Events
Grants
2002-03
43
50
25,228
2003-04
45
52
22,256
2004-05
45
54
23,075
2005-06
45
49
25,786
2006-07
42
47
24,966
2007-08
51
57
30,061
2008-09
44
46
29,875
2009-10
53
57
34,998
4. Please explain any criteria students and non-students must meet to use the services and
activities provided by your unit. Can students access your services after graduation
and/or withdrawal?
The HUB is the community center for the UW campus; therefore, its programs and
services are utilized by students, student governments, student organizations,
departments, units, faculty, staff, Board of Regents, alumni, and community members.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
Yet our primary work focuses on the leadership development, programming, and services
for students through their involvement in ASUW, GPSS, and the 750+ RSOs.
There are two primary criteria for the RSO Event Fund and SAO: students must be
enrolled at the Seattle campus and student organizations that request funding must be
currently registered with SAO. To use the SORC a person must be a member of a
registered student organization and have a valid student ID if they want to check out
equipment.
5. Does your unit provide employment opportunities for students? Please explain the nature
of student employment within your unit, including total FTE and number of students
employed.
Before the move to Condon, SAUF typically employed between 100-120 students per
quarter; however; with our temporary relocation to Condon Hall, we understandably
employ a limited number of students. At this time we employ 8 students in SAO office
and at the Information Desk at Condon, 10 students at the By-George Newsstand, and 6
students at the SORC.
6. Describe the primary limitations on your unit’s ability to serve students, such as space,
funding, people, or other limitations.
Without the HUB we are limited in our ability to provide our traditional and innovative
services. Condon provides limited spaces for meetings but its composition hardly
complements our mission and purpose. Condon challenges us to work harder to maintain
strong and frequent contacts with RSOs, ASUW, and GPSS.
Prior to the move we diligently worked to identify alternative venues for events and
meetings for RSO’s on campus. The Condon space reinforces the fact that the HUB,
with its meeting spaces and lounges, provides an irreplaceable resource on this campus.
We will continue to work with the various student constituencies to provide support
wherever we can but the lack of a HUB has severely impacted our ability to provide
services to students in the manner they were accustomed to before the move.
In terms of future limitations, the HUB must strategize with the members of SAFC about
reservations funding models upon its reopening in fall 2012. While the campus
community center is still the busiest place on campus, we are certain that our funding
structure is a limitation for some students who look to become more engaged and
involved in the student union. We hope to initiate a conversation with SAFC about a
philosophical shift in our reservations model that enables access to meeting and event
space at an even more reduced rate or for free. This would differ from the current models
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
where RSOs, ASUW, and GPSS pay for meeting and event space in the HUB. This is
further explored in Question 10.
7. How do you gauge the effectiveness of the services & activities you provide to students?
In what capacity are students involved in your budgeting process?
Our involvement with both student governments (ASUW & GPSS) and 750+ RSOs
certainly provides insight on how we shape the budget for SAUF, most especially around
Event Services and the Student Activities Office. As you will recall, the design and
funding of the new HUB was a direct result of student leadership and involvement. Since
the project for the new HUB commenced in 2005, the Student Union Facilities Advisory
Board essentially dissolved into the next 5 years worth of HUB Building Committees;
however, a HUB Advisory Board will be reformed with the opening of the HUB in
autumn 2012. Listed below are several ways of how we interact daily with students and
garner feedback on our programs and services:

Student Governments (ASUW, GPSS). ASUW and GPSS provide feedback,
insight, and offer suggestions regarding a variety of student union operating
issues. The ASUW Student Senate and GPSS Senate also provide opinions,
ideas, and perspectives.

Student Activities Advising. The Student Activities Office is responsible for
advising RSOs and student governments on such topics as successful event
planning and facilitation on campus, developing leadership skills, complying with
university policies and state regulations, fostering group motivation, recruiting,
programming, and fundraising. As a part of that effort, we pay close attention to
what students say about our programs and services.

Web. SAUF maintains a website located at depts.washington.edu/sauf. In
addition to viewing current information about HUB and SAO activities, visitors
may send comments electronically by pointing at “HUB” and clicking on
“Contact SAUF.” The site also has a link to the SAO website at
depts.washington.edu/sao. Visitors there may leave comments by clicking on the
e-mail address, sao@u.washington.edu, located near the bottom of the page. We
are expanding our web site and strive to become the UWs central and premier site
for all RSOs and student government meetings, events and program listings.

Operating Unit Efforts. RSO officers may comment on all phases of the event
funding process while applying for RSO Event Fund grants. RSO’s pursuing
funds must agree to work with a Student Activities Office adviser, which gives
RSO officers ample opportunity to comment on both the RSO Event Fund as well
as all aspects of SAUF’s event services operations.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12

Student Organization Resource Center. This is one area where activity levels
are virtually no different than when the unit was located in the sub-basement. The
trailer location has proven to be an almost ideal relocation for this facility and has
if anything exposed its operations to even more students. Students have
continued to offer feedback to the student staff and where possible we have
responded to meeting those needs.
8. How do you ensure that student fees do not subsidize non-student uses? If possible
please provide a graphic representation of the breakdown of student and non-student use.
The HUB’s meeting and conference room pricing structure is designed to insure that
student fees do not subsidize non-student uses. S&A fees are used to support our free and
reduced-cost meeting room policy for registered student organizations and student
governments. Before the HUB closed for renovations, RSOs and student governments
had access to small or medium-sized meeting rooms in the HUB for up to two hours per
week at no charge. If meetings/events required meeting or event space beyond that
allocation, the rates they paid were comparatively less than those charged to departmental
or off-campus customers. Free student use accounted for nearly 37% of all meetings and
events held in the HUB in 2009-10 (1,776 of 4,766).
Free and reduced-cost student use in the HUB accounted for 56% of meetings and events
in 2009-10, even though revenue derived from student use was only 23% of total
revenue.
9. Please explain how alternative (non-S&A Fee) funding sources have been pursued to the
fullest possible extent. To what extent does your unit rely on self-generated revenue
and/or other university funding? How much of that revenue is obtained directly from
students?
We attempt to maximize our operating, or non-S&A Fee revenue. Our proposed S&A
Fee allocation supplements other funding and revenue sources and comprises
approximately 20% of our estimated 2011-12 funding sources. Prior to the HUB’s
closing last year, SAF funding provided approximately 9-10% of our funding.
In terms of non-SAF funding, SAUF certainly has felt the impacts of the state budgetary
environment. This, of course, is compounded with the renovation of the HUB and the
inability to generate revenue from meeting/event space usage, HUB newsstand, and
Games Area. With the renovation of the HUB, lease revenues from the HUB –branch
UW Bookstore, hair salon, and US Bank is substantially reduced. The main source of self
generated income for the next two fiscal years is derived from the By-George Newsstand,
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
and revenues from the two ATMs at Odegaard. The HUB Ticket Office and Information
Desk/Lost and Found sales and operations still exist but very little income is expected
from those sources.
During the 2009-10 and 2010-11 academic years, SAUF has seen a drastic decrease in
University/state funding as a result of legislative action and reduced state revenues. We
are projecting another 5-15% decrease in funding for the 2011-13 biennium. Since July
2009, SAUF’s state/university funding has been reduced by $414, 027.
It is challenging to determine how much of our total operating revenue is derived from
students. According to HUB Reservations statistics, student use of HUB
meeting/program space accounted for +23% of total Event Services revenue in 2009-10.
Students make up the majority of customers in our merchandise sales and games units. At
this time we are unable to determine the precise ratio of students to non-students.
Through the RSO Event Fund RSOs are eligible for up to $1,000 per event to cover
facility rental and technical costs for events held in the university facilities in 2010-2011.
We continue to explore options and monitor requests to determine if off campus event
funding is a viable solution for RSO event programming for the next academic year.
RSO’s must pay other event-related costs from non-S&A Fee funded sources. Those
sources include ASUW Special Appropriations, GPSS Special Allocations, their
respective fundraising efforts, and university departments.
10. What do you foresee as long-range unit needs and potential funding sources, both
operating and capital?
With the reopening of the HUB in 2012 we do not anticipate coming to SAF with any
capital requests with the possible exception of computers and minor tech equipment for
the SORC. As we mentioned earlier, we do believe the opening of the new HUB
necessitates a serious and strategic discussion about operating revenue for 2012-13.
While the HUB has lost staff due to significant state and university budget decreases and
while further cuts seem inevitable, our goal is to open the new HUB with its current FTE
staff. This will certainly be a struggle considering that we anticipate increases in both
traffic and meeting/programming spaces. The HUB’s reopening will require us to
evaluate those impacts in terms of staffing levels (i.e., Custodial, Maintenance, SAO,
Games, Event Services). However we will continue to investigate ways to effectively
and efficiently harness our current level of human resources even while state and
university budget reductions continue.
Yet another significant challenge that presents itself to us is whether student governments
and registered student organizations should continue to pay the same rates for use of the
HUB as they did when the HUB closed in 2010. We would strongly suggest that we
continue having a philosophical discussion with SAFC about the need for new allocation
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
models that provide enhanced funding for student groups who have historically been
charged for their activities and events in the student union. We hope these discussions
will provide new perspectives and practices for RSOs and student government facility
access in the new HUB.
In order to provide some context for this discussion, here are a few key statistics from the
HUB:
 Over 3,000,000 visits each academic year.
 Involvement by RSOs has more than doubled over the last 12 years.
 56% of HUB usage is from student government and RSOs (2,670 meeting/events)
 35% of free usage is from student governments and RSOs
 $156,120 is the average annual revenue generated for student programs and
events.
11. Was your 2010-11 S&A Fee allotment increased, decreased or unchanged from the 200910 budget? How closely did your actual expenditures align with the budget approved by
last year's Committee?
Our 2010-11 request included a $10,000 increase in the RSO Event Fund and SAFC
decided to keep the Fund at the same level as the previous year. Our actual expenditures
align quite well with our annual budget request (HUB staffing, SORC and Event Fund).
12. How would your unit respond if your allocation were less than you requested? Please be
as specific as possible, detailing areas of your budget which would be changed.
It is not possible to say with certainty, whether SAUF will be able to shift revenue to
areas of this request not funded by the S&A Fee Committee. Any response by SAUF to a
reduction would involve a careful assessment of service levels, rate structures, and
additional staff reductions.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
Appendix 1
Registered Student Organizations
There were 752 student organizations registered with the Student Activities Office in 2009-10.
They represent a wide variety of interests and pursuits. By registering, these organizations
become eligible for a number of benefits provided by SAUF and the university. The following
are examples as presented in the Student Organization Handbook.
 Event Funding. The RSO Event Fund, an S&A Fee-funded program, assists RSOs in
conducting activities and programs that benefit the university community. This
SAUF-administered fund is available for programs and activities that occur during the
academic year. RSOs may apply for up to $1,000 per event to pay for facility and
personnel costs in campus buildings.

Advising. Advisers are available in the Student Activities Office to assist RSOs with
campus program planning, organizational questions, understanding university and
state policies and procedures, and anything else that pertains to conducting programs
and activities on campus. Advisers also provide information to RSOs on banking,
obtaining tax ID numbers, and maintaining organization finances.

Event Planning. Students are encouraged to meet with an adviser in the Student
Activities Office early in the event planning process for assistance and guidance. An
SAO adviser can help an organization navigate through the policies and procedures
that may affect the success of an event. Typical events RSOs have held include
dances, conferences, fundraisers, art exhibits, poetry readings, talent shows, charity
auctions, fashion shows, concerts, sports tournaments, food fairs, movies, carnivals,
cultural fairs, theater/drama productions, theme weeks, fun runs, and rallies.

Advertising and Promotion. There are many ways that SAO can help you market
your student organization and let people know about your activities and events:
outdoor banner space in Red Square on Kane Hall, and Student Activities Fairs.

SAO Events Calendar. RSOs may list their events, meetings or activities on the
online events calendar on the SAO website with a master calendar coming soon.

ASUW Rainy Dawg Radio. RSOs can promote their events with announcements on
the ASUW’s student-run Internet radio station. RSOs can air 30-second ads about
their events. DJs from Rainy Dawg can also provide music for RSO events as well as
on-site promotions.

E-Mail and Web Accounts. E-mail and web accounts are available to RSOs. A web
page is a powerful way for RSOs to tell the world about their mission, membership,
and activities. SAO also works with the UW Catalyst program to provide RSOs with
free web page design assistance.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12

ASUW Senate Seat. RSOs are eligible to participate in student government through
membership in the ASUW Senate.

Discounts. RSOs are eligible to receive a 10% discount on office and art supplies at
the University Bookstore by obtaining a discount card through SAO.

Fundraising. Student organizations may conduct fundraising on campus with
approval from the Student Activities Office. RSOs may also raise funds by staffing a
concession booth at Hec Ed Pavilion or by working with UW Parking Services during
campus events. Advisers assist RSOs with raffles, sales, and other fundraising
activities for their groups or for charitable organizations sponsored on behalf of their
RSO.

Programming. The following programs are sponsored by Student Activities and
Union Facilities and coordinated through the Student Activities Office:
o The Student Activities Fair is a program for RSOs to advertise and recruit new
membership each fall. The fair is held in conjunction with Dawg Daze, a weeklong series of events to welcome students and introduce them to the UW
community.
o The Soundbites series presents an eclectic mix of music and spoken word
performances in the intimate coffeehouse setting during the academic year.
o The Student Activities Awards program recognizes outstanding student
organizations for their programming, community service, and involvement on
campus through a series of awards each year. RSOs are an integral part of UW
campus life. RSO members devote time organizing events, raising awareness, and
enhancing student life, and should be recognized for these contributions.
Nominations for the awards are posted on the SAO website.
o The Hall of Fame Award consists of four awards in these categories: activities,
academics, alumni, and athletics. The recipients’ names are engraved on the HUB
Hall of Fame wall on the first floor of the HUB. The President’s office selects the
academic award winners. The UW Athletic Department selects two UW athletes
to receive the athletic award. The UW Alumni Association chooses one UW
alumnus to receive the alumni award. The SAUF Hall of Fame selection
committee reviews applications and selects finalists to be interviewed for the
Activities Award.
o The Leadership Dialogues series is a quarterly program offering student leaders
the opportunity to learn about important leadership topics from noted regional
o political, community, and industry leaders; to network with other University of
Washington student leaders; and to discuss common leadership challenges and
potential solutions to those challenges.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
o The HUB Lawnapalooza is an annual spring festival of music, vendors and games
held for the entire campus community.
o The bi-annual Etiquette Dinner, sponsored by SAUF, Housing and Food Services,
and the Career Center, is an evening where students are given an opportunity to
enjoy fine dining and learn more about dining etiquette.
o Fall Fling is the premiere outdoor entertainment event for the campus community
held during Dawg Days each fall. Highlights of the day include live music by a
national band and local bands, a BBQ, outdoor movies, a carnival, and a special
performance by the Husky Marching Band.

Student Organization Resource Center is a multi-purpose space for use by RSOs.
The SORC provides access to computers (Macs and PCs), a network printer, a fax
machine, a copier, and also offers tables, canopies, a data/video projector, a digital
camera, and other equipment for checkout. The SORC is staffed Monday through
Friday with occasional Saturday hours.
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
Appendix 2
RSO Event Fund Activity 2009-10
FALL QUARTER
RSO Name
National Society of Collegiate
Scholars
Husky Winter Sports
Chinese Student Scholar Association
Society for Under Resources Fish
Sigma Lambda Gamma and Beta
Hindu Yuva
Swing Kids
Taiwanese Overseas Student
Association
FIUTS Cultural Fest
Unleashed
WINTER QUARTER
RSO Name
American Cancer Society UW
Society of Women Engineers
Omega Delta Phi Fraternity
Unleashed
Sigma Kappa
Swing Kids at UW
Vietnamese Student Association
Minority Association of Pre-Health
University Chorale
Chinese Students & Scholars
Korean Student Union
African Student Association
Muslim Student Association
Rotaract Club @ UW Health Sciences
Japanese Student Association
Sigma Lambda Gamma
Healthcare Alternative Spring Break
Program Type
Initiation
Movie
Welcome Night
Concert
Stroll Competition
Cultural Dance
Dance
Night Market
Cultural Fest
A Cappella Show
Program Type
Relay for Life Kick Off
Career Fair
Hypnotist Show
a cappella concert
Hypnotist
Dance
Comedy Pageant
Conference Health Related
Talent Show
New Year
Talent Show
Dance
Banquet Lecture
Banquet-scholarships
Cultural Festival
Talent Show
Training Lecture
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Student Activities & Union Facilities
University of Washington
Services and Activities Fee Operating Budget Request
Fiscal Year 2011-12
UW Husky Men's Glee Club
RHSA
Neurobiology & Behavior Outreach
Choir Concert
Film Screening
Educational Fair
SPRING QUARTER
RSO Name
Invisible Children at UW
Student American Library Association
Chi Sigma Alpha
Khmer Student Association
Adelpos
Psi Chi
Health Equity Circle
Indonesian Student Association
Starfleet Academy
Hong Kong Student Association
Rehabjob
UPPOW
American Red Cross Club at UW
Muslim Student Association
Hand 2 Hand
Filipino American Student Association
Hui Hoalona 'ULana
RHSA
The Race Knowledge Project
Korean Student Association
Swing Kids
FIUTS
Phi Kappa Tau
MeCHA
Retro Revolutionary poets
Unleashed
Black Student Union
Program Type
Film Screening
Film Screening
Benefit Concert
New Year Show
Concert
Film Screening
Networking
Cultural Night
Silent Auction
Singing Contest
Job Fair
Auction
CPR Event
Performance
Banquet
Talent & Variety Show
Cultural Show
Film Viewing
Film Viewing
Cultural Show
Dance
Dance Party
Dance Fundraiser
Conference
Poetry contest & Variety show
Concert a cappella
Graduation
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