BYLAWS OF ACTIVITES FUNDING BOARD ARTICLE I ‐ NAME, PURPOSE Section 1: The name of the organization shall be Activities Funding Board (AFB). AFB shall operate as an agency to the Student Fees Advisory Committee (SFAC). Section 2: The purpose of the AFB shall be to administer the Student Service Fee allocation from SFAC. The AFB allocates funding to University of Houston Registered Student Organizations (RSO) for the purposes of maximizing programming at University of Houston (UH). ARTICLE II – GENERAL PROVISIONS Section 1: If funds above the 1% mandatory Student Service Fee allocation are desired, the AFB may submit a request to the SFAC at the time of regular hearings. Section 2: AFB, subject to the approval of the SFAC, may set the maximum funding limitations for RSO programs and conferences. The maximum funding limitations shall be evaluated by the AFB prior to the end of the budget fiscal year and reviewed by the SFAC during the annual allocation hearings. Section 3: AFB shall abide by all SFAC policies; University Center policies regarding the use of facilities; applicable policies published in the Student Handbook and Code of Conduct; applicable UH policies; as well as local, state, and federal laws. Section 4: AFB shall approve a maximum of $2,500 per organization per year, with no more than $1,000 of this allocation to be used to fund conference expenses. Section 5: A representative with written authorization from the registered student organization (unless a top three officer) must attend the hearing to present the funding proposal. Section 6: AFB shall not approve conference expenditures in excess of 25% of the total annual allocation from the Student Fees Advisory Committee, exclusive of student leader stipends and expenditures. Section 7: AFB shall annually review bylaws specifying funding limitations. Any changes to the bylaws must be submitted to SFAC no later than June 1st annually. SFAC shall be required to review proposed changes no later than July 1st annually. ‐1‐ AFB Byaws Revised 4/2013 ARTICLE III – AFB LEADERSHIP Section 1: Chair and Vice Chair shall be selected through the Stipend Student Leader selection process through the Center for Student Involvement. The Chair and Vice Chair must meet the following qualifications: Enrollment Requirements As an undergraduate a student leader in order to hold a Fee‐Funded Student Leader position must be enrolled in at least 9 credit hours during each of the fall and spring semesters. There is no minimum hour requirement during the summer. The minimum hours of enrollment requirement for a graduate student to be Fee‐
Funded Student Leader are 6 hours during each of the fall and spring semesters. There is no minimum hour requirement during summer semester(s). Graduating students are only required to enroll in 3 hours in their final two (2) semesters to be a Stipend Student Leader. Grade Point Average Requirements In order to serve in a Fee‐Funded Student Leader position, a student must be in good standing (no academic or disciplinary probation) with the university and must have a cumulative grade point average of 2.5. Selection shall be made by a committee of the three SGA‐appointed members of AFB as well as the two student members of SFAC. The AFB advisor shall coordinate this process in an ex officio capacity. Section 2: Chair must maintain a minimum of 20 office hours per week for 12 months. Section 3: Vice Chair must maintain a minimum of 15 office hours per week for 9 months August to April). Section 4: Chair must perform the following duties: a. Consult with RSO about AFB policies, procedures, and processes. b. Be the presiding officer of the hearing committee meetings and coordinate the hearing committee dates. c. Train the hearing committee members. d. Maintain and update AFB committee training manual. e. Maintain and update AFB Chair training manual. f. Provide explanation of reimbursement procedures. ‐2‐ AFB Byaws Revised 4/2013 g. Compile paperwork to complete expenditure request forms to turn into Student Life Business Office. h. Maintain financial records along with case file management for all allocation requests. i. Collaborate with the CSI Financial Coordinator and student life business office to effectively reimburse the RSOs. j. Assist RSOs with financial documents. k. Stay up‐to‐date with most current finance policies and procedures. l. Represent AFB and report to SFAC committee. m. Maintain financial records and data for SFAC presentation and questionnaire. n. Answer and respond to correspondence from RSOs o. Provide customer service and problem resolution for RSOs with reimbursement process and or payment of on campus entities through AFB. p. Work with financial entities from on‐campus departments. q. Effectively condense allocation and reimbursement information into one ledger, assuring that all money is spent according to the SFAC guidelines. Section 5: Vice Chair must perform the following duties: a. Answer and respond to correspondence from RSOs. b. Assist in coordinating workshops for RSOs to learn and answer general questions about policies and procedures. c. Coordinate and market AFB to all the RSOs through social and advertising media. d. Update the AFB forms and content on the AFB website. e. Attend and present at organizational fairs to market AFB to the RSO representatives. f. Attend the CSI organization registration orientations (outreach and marketing). g. Attend registered student organization meetings to promote and speak about AFB. h. Help maintain case file management for RSOs. i. Assist the Chair with resolution and problem solving on behalf of RSOs to provide a more effective and positive allocation/reimbursement process. ARTICLE IV – DISCIPLINARY PROCEDURES Section 1: Vice Chair Disciplinary Procedure: In situations in which the Vice Chair is unable to meet the minimum requirements of the position and/or is interfering with the proper functioning of AFB, the following procedure will take place: a. The AFB Chair will meet with the Advisor to talk about the alleged issue/situation and discuss whether disciplinary action is needed. ‐3‐ AFB Byaws Revised 4/2013 b. If disciplinary action is agreed on, the AFB Chair will meet with AFB Vice Chair and bring forth the alleged issues. This is the opportunity for the AFB Vice Chair to explain alleged issues. c. The AFB Chair will bring back the information from the discussion with the AFB Vice Chair to the Advisor to discuss whether sanctions are required. d. If it is found that sanctions are necessary, the AFB Chair and Advisor will discuss and create fair conditions that must be met by the AFB Vice Chair to resolve the issue. These conditions will be presented to the AFB Vice Chair by the AFB Chair in written form and be signed by both parties. If the conditions are not met on the agreed time frame, the AFB Vice Chair will be requested to vacate the position by the Advisor. Section 2: AFB Chair Disciplinary Procedure: In situations in which the AFB Chair is unable to meet the minimum requirements of his/her position and/or are interfering with the proper functioning of AFB, the procedure to take place will be the same as the “Vice Chair Disciplinary Procedure: Disciplinary Procedure” with the following differences: a. The Advisor will take on the role to address the alleged issue and present the conditions necessary to remedy alleged situations. b. AFB Vice Chair will only be notified of disciplinary procedures on a need to know basis. ARTICLE V – HEARING COMMITTEE MEMBERSHIP Section 1: The AFB Hearing Board shall be a 5‐member committee and consist of the AFB Chair, the AFB Vice Chair, and 3 Student Government Association (SGA) appointed representatives. Section 2: Each SGA‐appointed representative shall be required to meet the following criteria: a. Not be a student leader of SGA executive, legislative, and judicial branches. b. Be enrolled in no less than 12 semester hours and should be in good academic and disciplinary standing at UH. c. Not be a compensated student leader of any Student Service Fee funded unit. ARTICLE VI – ALLOCATION REQUEST APPLICATION GUIDELINES Section 1: Allocation requests must be submitted 4 weeks before the day of the program or conference. ‐4‐ AFB Byaws Revised 4/2013 Section 2: Requests will not be heard without being reviewed and signed by the AFB Chair or AFB Vice Chair in the absence of the AFB Chair. Section 3: In order for an RSO to attend a hearing, a completed allocation request must be turned in to AFB at least 24 hours prior to the hearing. Section 4: Only student organizations registered with the university may apply for funding. ARTICLE VII – HEARING COMMITTEE GUIDELINES Section 1: Quorum shall be established by a simple majority of the 5 member committee. Section 2: A simple majority vote shall be required for the approval of an allocation request. Section 3: The AFB Chair shall only vote on an allocation request in the instance of a tie where the Chair vote will serve as the tie‐breaker. Section 4: The AFB Chair shall set the hearing meeting schedule prior to the fall and spring semesters. Section 5: In its deliberations, the AFB shall consider cost, overall effect on the University of Houston community, target audience, event preparation, the organization’s past programming success, scope of event, ability to carry out the program, and timing. Section 6: In its deliberations, the AFB shall consider the overall benefit that particular items requested for funding contribute to the success of the program. Section 7: The AFB chair shall reserve the right to collect committee votes by proxy if quorum is not met. Section 8: The SGA Court of Appeals shall be the only and final appeal authority for AFB decisions. The Court of Appeals shall only hear appeals based on disputes regarding AFB policies and procedures. Section 9: In certain instances where the budget remains after the close of class for the spring semester, the AFB Chair in collaboration with the AFB advisor may approve funding requests without formal approval from the Hearing Board using the funding guidelines in ARTICLE VIII. ARTICLE VIII – FUNDING GUIDELINES ‐5‐ AFB Byaws Revised 4/2013 Section 1: All requests for funding must observe the following constraints: a. Expenditures shall be consistent with established policies and procedures of the university and with local, State, or Federal Law. b. Expenditures shall be consistent with general university policy regarding use of physical facilities or use of services. c. No recipient shall make a gift of or lend funds generated by any student service fee. d. Funds from fees for student services may not be used to support a candidate for public office, the outcome of legislation nor any group acting as a “front” for either. (Groups or individuals participating in information exchange, presentations, or forums are not considered “fronts.”) e. Funds from student service fees may not be used to purchase alcoholic beverages. Section 2: AFB shall not fund the purchase of office supplies, stationery, office telephone, personalized gifts, equipment, or off‐campus advertising. Section 3: AFB may approve up to $400 of on‐campus advertising per organization per academic year. Section 4: AFB may approve up to $500 of program‐related food and refreshments per organization per academic year. Section 5: AFB will not provide funds for charities, scholarships, awards, or philanthropic efforts, or any form of personal or organizational gain. Gain is defined as income generated in excess of program expenses. The only exception to this policy is support of events associated with and coordinating with the student organizations overseeing major campus traditions (Homecoming Board and Frontier Fiesta Association). Section 6: Programs funded by AFB must occur on the UH campus. Section 7: Only the following groups or individuals should be eligible for reimbursement for conference related expenses: a. Current UH Students attending a conference representing a RSO in order to develop leadership and management skills and to improve their organization. b. Current UH Student representing an RSO who is presenting a non‐curricular educational program at a conference. Section 8: International travel will not be funded. Section 9: AFB will not fund travel to competitions, tournaments, or any conference in which a student must apply or compete to attend. ‐6‐ AFB Byaws Revised 4/2013 Section 10: AFB will not fund travel to programs or conferences solely for individual academic advancement and development. ARTICLE IX – REIMBURSEMENT GUIDELINES Section 1: An authorized member of the registered student organization must sign the notice of award in order to be reimbursed. Section 2: Receipts must be turned by the deadline specified on the signed notice of award. Section 3: Recipients will be reimbursed for the approved costs only and will be reimbursed after the program or conference has taken place. Section 4: Reimbursement will be based on the allocation request that was presented at the hearing and any changes before the receipt deadline must be presented in writing to adjust line items. Section 5: Reimbursement requests must include proper documentation in the form of receipts showing payment. Section 6: If funds were generated by the event, a notarized statement of funds collected must be submitted. Section 7: AFB shall reimburse RSO’s through direct deposit only. Section 8: All RSO’s requesting a reimbursement must have a bank account in the organization’s name. Section 9: AFB shall only reimburse the actual RSO. There will be no third‐ party reimbursements whatsoever. ‐7‐ AFB Byaws Revised 4/2013