Planning an event or program? Need funding?
Registered Student Organizations (RSOs) have a number of resources available to them. Planning for your organizational programs and events may require funding. This page will inform you of the types of funding, how to request funding, and responsibilities. If you have any questions, please contact us at email@example.com or 773.508.8850.
- The Student Activity Fund
- Funding Eligibility
- Understanding Your University Account
- Request Funding
- Revenue Producing Events
- Budget Appeals
- Additional Sources of Funding
- SAGA Responsibilities
- USGA Responsibilities
The Student Activity Fund (SAF) has been established to promote activities planned by student organizations that enhance the quality of student life at the lakeside campuses. The Student Activity Fund is guided by Jesuit principles, which challenge students to strive for excellence, become people in service to others, foster out-of-classroom learning, develop talents through discovery and reflection, and be concerned for each person. To this end, the numerous opportunities for interaction and involvement among students, faculty, and staff provided by the Student Activity Fund support the intellectual, social, physical, emotional and spiritual development of each member of the Loyola community.
The Unified Student Government has the critical responsibility of allocating SAF monies to student organizations.
The SAF is comprised of student activity fees paid each fall and spring semester by full-time undergraduate students at Loyola University Chicago Lakeside campuses. The Student Activity Fund is administered by the Office of Student Activities & Greek Affairs. The funds are allocated by the Unified Student Government Association Allocations Committee. A Coordinator of Student Activities advises this group. Student activity fees collected from Mundelein College, graduate and professional students are administered by their respective college or school Dean’s office. All funds allocated to Registered Student Organizations (RSOs) are deposited into the RSOs University account. These funds are subject to the rules and procedures stated with the Rules & Tools web page and the policies and procedures of Loyola University Chicago. It is the responsibility of each organization's current officers and advisor to abide by all Student Activity Fund policies and procedures as set forth, as well as any applicable University policies and federal, state, or local laws.
RSOs who wish to request SAF funding must first be in good standing with the Office of Student Activities & Greek Affairs. In order to be in good standing, RSOs must:
Re-register annually each spring with the Office of Student Activities & Greek Affairs. Provide the Office of Student Activities & Greek Affairs with an updated member roster annually, and update SAGA with any officer changes throughout the year
Send 2 members to the SAF Budget Workshop annually
Have resolved any SAF policy violation(s)
All RSOs in good standing will receive $100 in start-up funding each semester, broken into the following categories:
Groups who did not attend an Annual Budget Workshop and do not re-register in spring will be ineligible for $100 in Start Up Funding, and will have their account frozen until re-registration is complete.
All eligible RSOs are assigned a specific six-digit account number to identify the account to the Office of Student Activities & Greek Affairs and Loyola's Budget Management department. An additional four number budget category code must be added to effectively complete an expenditure or deposit. The four number budget category code will change depending on the type of purchase or activity. For example, when an organization needs office supplies, the budget number will be 100###-6100 and when the organization needs copier charges, the charge will be 100###-6200.
To deposit money into your RSO University Account, bring the pre-sorted cash/checks (check must be out to Loyola University Chicago) to the Office of Student Activities & Greek Affairs. If no SAF funds were utilized in your fundraising event, you may deposit the money into 100###-2510. Monies in RSO 100###-2510 accounts roll over from year to year and are never swept (removed). If SAF funds were used to help run the fundraiser, money is deposited into 100###-6833, and the money will be swept.
Below are the commonly used catergory codes. If you have any questions about your student organization budget, contact Student Activities & Greek Affairs.
|Category Code||Description Detail|
|6140||Prizes & Supplies|
|6310||Meetings & Travel|
|6402||A/V Equipment Rental|
RSOs may request SAF funding through an Semester Budget Request or Spot Funding Request. SAF funded events have a number of requirements and restrictions. Details on filling out funding requests are covered at the SAF Budget Workshops each year, but additional help is available throughout the year in the Office of Student Activities & Greek Affairs or during Allocations Committee office hours.
All SAF requests must meet the following eligibility criteria:
The event or program must be planned primarily for Loyola University Chicago undergraduate students and be open to the general university community.
The request is appropriate based on the mission and goals of the organization.
The ABR or SFR is submitted to the Allocations Committee by applicable deadlines, using the appropriate official forms and proper procedures.
An undergraduate organization member (preferably the listed contact person) must attend the Allocations Committee meeting and be prepared to speak about the event and answer questions.
The event must fall between the first day of class and the last day of class during the semester. No funding is available for events over breaks, holidays, or finals (see University calendar).
The following types of requests for SAF funding will not be honored:
- Any event or program not open to the general LUC undergraduate community;
- Memberships or dues, private lessons, or payment of salaries (i.e. ongoing payments);
- Non-current expenses (e.g. bills from a previous year);
- Expenses related to conference attendance (e.g. travel costs, registration, etc.);
- Food at regularly scheduled meetings or organizational receptions and dinners exclusive to that organization;
- Personal clothing unless it is considered integral to the production of an event (i.e. costumes, but not club t-shirts;
- Athletic uniforms or team equipment (Club Sports must contact Campus Recreation for funding);
- Political activities or activities sponsored by an outside political entity (see Speaker Policy for more details);
- Any type of straight contribution in any form or manner including political or religious donations;
- Residential maintenance or repairs;
- The purchase of alcoholic beverages;
- Taxes of any kind (except hotel service taxes or other non-sales related tax required by law);
- Activities that are exclusive to the membership of a particular organization (e.g. retreats);
- Rental of off-campus venues that will only be used for a business meeting or athletic practice;
- Newsletters or other subscriptions;
- Ad space in the Loyola Phoenix;
- Variable expenses related to fundraising;
- Any costs related to or in support of raffles, illegal gambling, or other illegal activity;
- Activities and/or programs which advocate a position contrary to the University's Jesuit, Catholic tradition.
Please visit www.orgsync.com for an online Funding Request.
Revenue producing events may be requested by student organizations requesting funding from the Student Activity Fund. For major campus-wide events, a fee may be charged to reserve seats, assure attendance, and offset expenses. Because the SAF has been specifically designed to fund activities planned by and for Loyola University Chicago students, attendees from outside of the University (the general public, students at other universities, and family members) must be charged a nominal fee for attendance at Loyola events. Groups anticipating participation from outside of the University should plan accordingly. All money collected from approved revenue-generating events must be deposited by Student Activities & Greek Affairs into the Student Activity Fund following the completion of ticket sales.
When submitting a funding request for such an event, organizations must include the total costs of the event as well as an estimate of the expected revenue to be returned to the SAF. Revenue generated from the event cannot be used by the organization sponsoring the event; rather, it must be deposited into the Student Activity Fund where it will be made available to be reallocated via Special Fund Requests.
Student organizations may file an appeal of the Allocation Committee’s funding decisions with the Senate. An organization that wishes to appeal a funding decision must turn in an appeal form to SAGA within ten business days of the allocation decision. If the student organization has made fundamental changes to the budget proposal, the proposal will be re-submitted to the Allocations Committee. In the absence of any fundamental changes to the petitioning student organization’s funding request, it will be placed on the agenda for the next Senate session.
During an appeal to the Senate, the Chair of the Allocation Committee will present a detailed report on the rationale for the Committee’s decision. The student organization will then have the opportunity to present their case before the Senate.
Appeal decisions will be communicated to SAGA and the student organization within 24 hours of the Senate’s vote by the Chair of the Allocations Committee.
Sweeps are the removal of unused funds from student organization accounts. Any unused or remaining SAF funding from an organization program or event will be swept during the scheduled sweep periods. Swept funds are returned to the Student Activity Fund to be reallocated for Special Funding Requests.
If an event is canceled, or is not going to occur in the form that it was originally funded, it is considered an unapproved event and that portion of the budget will be swept. Student organizations must notify Student Activities & Greek Affairs if the date of any planned event or program funded by the SAF must be changed. Failure to do so may result in the loss of funding for the event or program.
Sweeps periods are scheduled for:
- November 4
- December 10
- February 17
- April 27
Other offices or departments
- Your organization may request funding from University offices and departments. Be prepared to present to the office/department as you would for an ABR/SFR hearing.
The dispersion authority of the funds is controlled by the Office of Student Activities & Greek Affairs after allocations have been made by the USGA Allocation Committee. A representative of Student Activities & Greek Affairs is responsible for advising this group. Student Activities & Greek Affairs is also responsible for authorizing budget transfers and expenditures on student organization accounts, overseeing the day-to-day operations of the Student Activity Fund, and to support student organizations’ financial planning. The Dean of Students and the Vice President for Student Development oversee the entire Student Activity Fund program. Each reserves the right to give final approval on all allocations of Student Activity Funds.
The Allocations Committee is a student government committee, comprised of Unified Student Government Association (USGA) members who are elected by their constituents in the USGA elections, that allocates money collected from the university bundled fee each semester.
The Allocations Committee Chair of the USGA is the primary student contact for student organizations for comments/questions regarding how to acquire funds. This person can be reached by appointment. The Allocations Committee Chair, the Chief of Student Organizations, and the Chief Financial Officer also work with the Office of Student Activities & Greek Affairs to change SAF policies through discussion and presentation of legislation to USGA.
The Allocations Committee meets when classes are in session. The Allocations Committee:
Reviews and acts on individual or co-sponsored budget/funding requests from all eligible registered student organizations
Votes on all requests related to the Student Activity Fund unless otherwise noted
Provides information to all organizations on approved methods for budgeting, handling revenue funds and expenditures, and the criteria for which the funds may be used
Makes policy recommendations to Student Activities & Greek Affairs
Violation of Student Activities & Greek Affairs policy is a serious matter. Failure to follow policy, procedures, or adhere to responsibilities by an organization or its members reflects poorly on the group and disrupts the university community.
Standard sanctions may include, but are not limited to:
Temporary expenditure freezing of the RSO University Account
Loss of Start Up Funding for the semester or year
Removal of all current monies from the RSO University Account
Denied Room Reservation permissions for the semester or year
Blocked from requesting future SAF funding
Stripped of RSO status
For serious or repeated violations, the organization or its members may be referred to the Student Conduct System for failing to comply with university policy. Please refer to The Student Handbook for a complete description of University policies.