FSLL Allocation Committee

Overview

The University of Delaware Board of Trustees approved the Comprehensive Student Fee in May 1988. This is a mandatory fee charged only to all full-time undergraduate students and recently approved for part-time undergraduate students. The purpose of the Comprehensive Fee is to improve the co-curricular on-campus environment for Undergraduate Students. In 2019, Fraternity and Sorority Leadership & Learning was granted permission to receive a portion of the Comprehensive Fee monies to provide financial support for fraternities, sororities and governing councils that are recognized by FSLL. The monies collected by the University of Delaware for funding chapters/councils are public funds that must be administered in a manner consistent with the educational purpose of the University, as well as with state and federal law. The FSLL Allocations Committee is a separate entity from the University Student Centers Allocations Board.

The Allocations Committee is responsible for providing funding to 50+ chapters and governing councils. There is only a limited amount of funding available on a yearly basis.

Chapters/councils may submit an event supplemental request for funds, however, no funds may be issued to student organizations that conduct any activities prohibited by the Charter of the University of Delaware or the Internal Revenue Code. Delaware Code Title 14, Section 5013 states, “The University shall never be managed or conducted in the interest of any party, sect, or denomination.” In describing the activities of organizations eligible for tax-exempt status, the Internal Revenue Code, Section 501 (c)(3) states “…no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not attempt to participate or intervene in (including the publishing and distribution of statements) any political campaign.” These restrictions are reflected in policies below.

The viewpoint or purpose of the chapter/council will not be considered when making funding decisions, and each organization must make it known that its views and positions are its own and shall not be ascribed to the University. Funding is based on the policies and procedures explained throughout and any funding must be in line with the reported purpose and mission of the chapter/council.

Allocation Committee

The Allocation Committee is advised by FSLL staff and is comprised of the following members: the treasurer of each governing council (four members – IFC, MGC, PHC, and SIGC) and four full time undergraduate matriculated students with a minimum GPA of 2.5 (one representing each council). The Allocation Committee accepts general body member applications at the beginning of the fall semester and selection is based on a successful interview and decision by current committee members and the professional advisor. All committee members must sign a statement of confidentiality assuring that all financial information of chapters/councils and committee decisions remain confidential.

Membership on the committee for governing council treasurers is intended to be for the length of their term in office. Membership on the committee for the general body members is intended to be for the length of the academic year. Continued membership on the committee is at the discretion of the advisor and committee members. A member may be excused from meetings for academic or health reasons. Members of the committee may also be removed if violating confidentiality or for other acts of impropriety. If a general member needs to relieve his/her position during the length of the term, the committee needs to be notified, and the treasurer for that particular council needs to recruit a new eligible member as soon as possible.

Are you a member of an IFC, MGC, PHC or SIGC organization? If so, complete this application to serve in a leadership role as a general member of the Allocation Committee.

The following positions/tasks are maintained by the council treasurers of the Allocation Committee (these positions will be voted on at the first meeting of each semester).

Head of Committee

Sends out meeting calendar invites for semester at the beginning of each semester prior to the first meeting.
Sends out invites to those requesting event supplementals.
Runs Zoom meetings and creates and shares the link.
Creates & keeps templates updated and ensures forms updated.
Sends out acceptances and denials of applications for members and supplemental requests.
Is a resource for any committee member who has questions about their role, the committee, its policies, etc.

Recorder

Maintains the minutes of the committee and keeps minutes organized in the drive.
Coordinates attendance of chapter/council representative(s).
Prepares the agenda before each meeting, and reaches out to advisor for any supplemental requests or necessary information to add.
Organizes minutes/notes and sends out updates/action items to all committee members within one week post meeting.

Internal Archivist

Reviews current and past funding of a chapter/council for which funding is being considered. Did they complete their After-Event Form, how was the money used, etc.
Ensures forms are filled out correctly and on time. Follows up with submission if errors before meeting.
Follows up with organization post event and ensures the after event form gets submitted on time.

External Researcher

Using the internet, researches such items as requested capital equipment, the history of a chapter/council, the “popularity” of an artist and any other information that will assist the committee in making a funding decision.
Markets, organizes marketing efforts and educates organizations about the committee and its offerings.

The Allocation Committee annually sets standards and procedures used to review and impact funding. For example, there are many expenses that have a maximum amount of funding by the committee. These standards or “caps” to funding are set for an academic year and may only be changed at the end of the spring semester and set in place for the following academic year. In other words, unless a set of unique circumstances exist, policies and standards are not changed during an academic year.

Meeting or Communication with the Allocation Committee/Advisor

If a chapter/council needs assistance with completing any type of budget request or has questions regarding any of the Allocation Committee policies, they are welcome to meet with a Fraternity and Sorority Leadership & Learning staff member or specifically the advisor to the Allocation Committee. The advisor may provide assistance in completing the form, but cannot advocate for a chapter/council within the funding process once the request is before the committee.

When an Event Supplemental request exceeds $500, the chapter/council will be required to send a representative (or up to three) to a committee meeting to discuss the request and answer questions about the request.

The Allocation Committee may also table (hold finalizing decision on funding to a future meeting) any request and will contact the chapter/council for further information or may request a chapter/council representative to attend a committee meeting to answer specific questions.

Any chapter/council submitting any form of a request may ask for a meeting with the Allocation Committee to talk about the request. Please note that meeting with the committee does not guarantee or influence funding and is not encouraged unless unique circumstances exist.

The committee meets every other week (no exceptions) so a representative from your chapter/council must be available at that time to speak with the committee. The person meeting with the committee should be familiar with the chapter/council and the request. The meeting is usually about 5–15 minutes long and the chapter/council representative should be prepared to talk about the costs associated with the event.

Funding that is Not Used

Please note that any type of funding allocated to the chapter/council that is not used as approved must be returned in full to the allocation committee within two weeks of the completion of the event. Organizations are not permitted to re-allocate these funds to other activities even if the activities would normally be supported by the Allocation Committee; in such a case, unused monies must be returned and new request(s) submitted.

Requirements for Eligibility to Request Allocation Committee Funds

Must be recognized by Fraternity and Sorority Leadership & Learning.
The Allocation Committee will review all Event Supplemental requests.
If information regarding any request needs clarification, an Allocation Committee representative or staff member will contact the organization representative.
The Director of the Fraternity and Sorority Leadership & Learning or designee maintains final authority and approval on all funding requests though in almost 100% of the cases, the committee makes the final funding decision.
Chapter treasurers are required to attend one FSLL Treasurer Training sessions each semester. Councils will need to complete Treasurer Training with the University Student Centers Student Involvement staff each semester. Organizations will not be able to receive Event Supplemental funding without a trained Treasurer.
If members of the Allocation Committee apply for funding as representatives of their own council or chapter, they waive their eligibility to vote on that matter. Members of the Allocation Committee can vote on such a matter if the funding is applied for and represented by a non-committee member of their council or chapter.

Guidelines and Restrictions that Determine Level of Funding

Events/activities geared at education or community building including programs that are non-alcoholic and/or with a reasonable admission charge are a priority.
Events/activities offering opportunity for wide campus participation are a priority.
Events/activities that are co-sponsored by other chapters, councils, registered student organizations, departments or outside agencies are a priority.
The benefit or impact the chapter/council is providing to the undergraduate population and the campus. Activities geared at target audiences that are not undergraduate students will not be considered.
How the event or activity relates to the chapter/council’s mission and purpose. If an activity is not part of the chapter/council’s mission, it will not be considered.
Leadership activities geared for the entire campus are a priority.
Speakers (guest lecturers, entertainers, etc.) that promote education on a topic are a priority.
The chapter/council’s efforts to have co-sponsorships for an activity, whether or not that co sponsorship is financial.
The financial audit history of the council and internal account balance of the chapter. The current standing of the chapter/council.
The chapter/council cannot be in debt from the prior year. Allocated funding may not be used to pay off a debt.
The anticipated audience of an event (or number of people impacted by an activity) versus the cost of the event or activity (e.g. cost per person).
Advertising for appropriate events/activities may be funded.
Films – License fees through a collegiate film distributor (because Federal laws regarding copyright, the Committee cannot fund entertainment video/DVD rental or purchase) will be funded (if approved).
University services (such as UDPD, Custodial, Facilities, etc.) required by the University for an activity will be funded, if approved.
Events, activities or purchases that support a classroom or departmental activity that is also part of an academic program (e.g., an honoraria for a lecturer/performer to do a Master Class, promotional material for another UD department) will not be funded.

Types of Funding

There is currently one type of funding that a chapter/council can receive: Event Supplemental. Each type of funding has its own online application form available on the Fraternity and Sorority Leadership & Learning Forms page and is described briefly below. All requests have a timeline (advance notice) in which the request must be submitted, but all chapters/councils are encouraged to do as much advanced planning as possible. If a chapter/council has planned an entire semester of activity(ies), they are encouraged to submit all requests at once or as far in advance as possible. A chapter/council does not have to, nor should, wait for the current semester to apply for funding if they know what they are doing. Requests for funding will be reviewed for the current and next semester.

Event Supplemental

Any chapter or council receiving an Event Supplemental must complete the FSLL Allocations After-Event Report within two weeks following the date of the event. Failure to complete this form after your funded event may impact future funding of your chapter/council.

Applied for funding an event.
Restrictions apply and applications are considered on a case by case basis.
A chapter or council may apply for this type of funding in order to support an on-campus activity aimed at undergraduate students that falls under the mission or purpose of the applying organization.
The Allocation Committee determines funding based on a set of criteria applicable to all organizations. The Allocation Committee will not fund the entire cost of an event.
The Allocation Committee determines funding for an event based on a majority vote amongst committee members present at the meeting.
If certain University services are required for the event (such as UDPD, custodial, etc), the University service will be fully funded (if approved).
Event Supplemental forms have a category of “expected income from ticket sales.” If you are going to be charging admission to your event, please make sure this area is completed on the form under “income.”
If the request is $500 or over, the chapter/council must meet with the committee (see next section).
The Allocation Committee meets every other week. Requests for funding are encouraged to be submitted at least 15 days prior to the event.
Event Supplemental forms may not be submitted after the event. There are exceptions.

Admission Requirement

Due to the fact that only undergraduate students pay the Comprehensive Fee that supports this funding, there are requirements around charging admission to events supported by an Event Supplemental.

If the event is free, it is suggested that at least $1 admission be charged to any non-UD undergraduate student (that means graduate students, as well, since they do not contribute to the Comprehensive Fee).

If the event has an admission charge for UD undergraduate students then the admission must be at least $1 higher for all others, but an even higher difference is encouraged.

For any event where requested funds are higher than $5000, admission must be charged with, again, at least a price $1 higher for non-UD undergraduates.

Event Requests of $500 or Over

If your request for funds is $500 or more, your organization must meet with the committee. After the Allocation Committee receives your request, be prepared to get a call or email to meet with the committee. The committee meets biweekly and someone from your group must be available at the meeting time to speak with the committee. The person meeting with the committee should be familiar with the group and the request. The meeting should be about 5–15 minutes long and the group representative should be prepared to talk about the costs associated with the event.

If a follow-up meeting is deemed necessary by the committee, the organization’s representative will need to be available to meet at the next Allocation Committee meeting.

Exceptions for granting more than $5,000 may be made rarely on a case-by-case basis and only after careful consideration by the entire committee membership and advisor.

Non-Funded Events

The following types of group events will not be considered for funding with an Event Supplemental Form:

All banquets (socials, award receptions, induction ceremonies, faculty recognition or parties for group members only)
Events/activities that support a classroom or departmental activity that is also part of an academic program (e.g., an honoraria for a lecturer/performer to do a master class)
Events/activities occurring when the University is not open (holidays, spring break or during summer)
Career related and networking activities for only select members of the chapter/council – activities assisting individuals with employment needs
All events held off-campus (unless the event falls within the specific mission of the chapter/council and is open to all campus)
All events aimed for an audience exclusively outside the University community (unless the activity is specific to the mission of the chapter/council)
All field trips (these should be break even events), defined as a recreation/social activity for the organization and campus (such as a trip to an amusement park) not aligned with the organization’s mission. A trip for “a relaxing” or “bonding experience for members” is considered a field trip. If a trip is related to the mission of the organization then it may be considered for funding.
Political lobbying, electioneering. Lobbying is defined as to try to influence the thinking of legislators or other public officials for or against a specific cause. Electioneering is defined as the act of taking an active part in a political campaign for example by canvassing.
Worship services, defined as the organized worship of a deity, divine power or supernatural entity, whether or not such activity is consistent with the precepts of an organized religion or denomination. Artistic performances with religious content are permitted.

Non-Funded Event Items

The following items may not be purchased with Event Supplemental Funding. If you choose to have these items as part of your event then they need to be listed in the “non-funded” column of the application form.

Councils may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Allocation Committee provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include but are not limited to:

Alcohol
Candles, lighters or other open flame devices
Drugs or drug paraphernalia
Explosives
Fireworks/Sparklers
Listening devices or any type of “spyware” that would invade the privacy of others
Tobacco products or devices for smoking tobacco or other herbal products
Weapons such as rifles, guns, crossbows, swords (even for display purposes), martial arts items that may inflict harm, etc., as well as ammunition for weapons such as bullets, arrows, pellets, etc.
Banners
Costumes (unless pieces are re-usable and can be stored on-campus)
Decorations
Individual or organizational dues or affiliation fees to national/regional/local organizations
Food (any food expenses must be covered by admission costs, etc.)
Gifts of any kind (even those to guest speakers)
Invites to event (this is kind you mail; not flyers or posters)
Large ads in the Review (the committee will fund usually up to a 1/8 or 1/4 page)
Letterhead stationary
Lodging for guest speaker, students, etc.
Newsletters (hard copy paper; on-line newsletters and software to support it is acceptable)
Photos, scrapbooks
Prizes, trophies, awards
Programs
Safety equipment for personal use (mouth guards, shin guards, helmets, etc.)
Souvenirs
Travel and hotel for guest speakers, performers, etc. (these costs should be part of the negotiated fee for the contract)

Secondary Items for Event Supplemental Requests

The following items must meet the criteria listed with the item in order to be considered for funding. These are not considered priority items and might not be funded.

Activities geared at an audience other than full-time undergraduates, such as activities for faculty, staff or alumni
Requested (as opposed to required) University services such as security, grounds, technical equipment

The following items have the noted limits on the amount of funding your organization may receive.

Advertising (copies and other means) $200
Review Ads (the committee will only pay for a ¼ or 1/8th ad)
Local photographers: $
Local videographers: $
Local acts/bands: $750
Local DJs: up to $500

After-Event Report

Any chapter/council receiving an Event Supplemental must complete the FSLL Allocations After-Event Report within two weeks following the date of the event. Failure to complete this form after your funded event may impact future funding of your chapter/council.