Funding

Given that Student Organization Finance Committee funds are collected from the undergraduate Student Activities Fee, all requests must be accessible, open, of direct benefit to, and free to all Duke undergraduates. Additionally, Duke undergraduates must be able to access information about your event and feel welcomed in accordance with the university's nondiscrimination policy. Please keep in mind that we are a subsidizing body and, therefore, cannot fully fund most requests due to budget constraints.

Programming Fund

purpose 

Support the sharing of student organization curiosity, interests, and educational aims directly with the larger Duke undergraduate community

Annual Budget

purpose 

Assist student organizations with any basic operating or upfront expenses critical to the viability of their group at Duke

eligible 

– SOFC Chartered Student Groups

–SOFC Recognized Student Groups

eligible 

– SOFC Chartered Student Groups

type 

Rolling (August – April)

type 

One-Time (April)

deadline 

Must submit a request on DukeGroups using the process described here by Sundays at 7 PM EDT.

(to be eligible for funding for an event at least a week from the Thursday after the Sunday of submission*)

deadline 

March 16, 11:59 PM EST 

(application opens in mid-February) 

hearings 

Tuesdays, 7 – 9:30 PM EDT

hearings 

April

stipulations 

 – Events must be accessible, open, and free to all Duke undergraduates.

– Must be advertised through the official class of Facebook pages, registered on DukeGroups, and included in the Chair’s Weekly Blast.

– Participation can be capped as long as students have equal access to the event sign up. Therefore, events with sign-ups must be facilitated through SOFC Chair’s weekly Friday Blast.

– Unused funds must be returned to SOFC via the UCAE Business & Finance Office at most one week after the event.

– Alcohol will not be funded and cannot be present at an event receiving SOFC funding.

stipulations 

– An action plan must be in place to store Capital Expenditures.

– New groups can only request up to $1000 of funds their first year. Long-term expenses will be considered.

– Alcohol will not be funded and cannot be present at an event receiving SOFC funding.

timeline 

  1. SOFC Hearing (Tuesday) 

  2. DSG Senate Presentation (if request total over $1500 or SOFC asks DSG for a “second opinion”) (Wednesday) 

  3. Funds Transfer (initiated Thursday, arrives the latest by the following Thursday)

timeline 

  1. SOFC Hearing (April) 

  2. DSG Senate Presentation (April) 

  3. Funds Transfer (July)

line items funded

Catering 

Travel 

Space Rentals 

Marketing Costs 

Reusable Items 

Speakers 

Fundraising 

line items funded

Travel

Marketing Costs

General Body Meetings

Reusable Items

Conferences

National Dues

Retreats

*Except for the early funding call in August, we require that requests be submitted at least 11 days in advance of the event date. For requests that are more logistically complicated and expensive, we recommend that they are submitted several weeks in advance. The Programming Fund is open to eligible student groups on a first-come-first-serve basis. Additionally, given that SOFC is a subsidizing body, funding decisions might be different than expected and require financial flexibility on behalf of the student organization. 

SOFC does not fund alcohol or events where alcohol is present.

LINE ITEM SPECIFIC POLICIES

At this time, there will be no in-person events and all events must be hosted virtually. We will continue to monitor the NC state and local guidelines and regulations and will continue to update the policy as needed.

SPEAKERS
CONFERENCES
FUNDRAISING
INTERNAL MEETINGS
MARKETING COSTS
EXTERNAL FUNDS
SPACE RENTALS
REUSABLE ITEMS
NATIONAL DUES
RETREATS
TRAVEL
CATERING

ACCOUNTABILITY

If you believe SOFC applied the SOFC By-Law and relevant guidelines incorrectly, or that a waiver of guidelines is justified by exceptional circumstances, an appeal process can be started with this form within two weeks of your SOFC hearing. Please keep in mind an informal conversation with the SOFC Chair or Executive Vice-Chair at their Office Hours is required before a claim can be moved to the Financial Oversight and Appeals Committee (FOAC).

auditing

Programming Fund

– SOFC members randomly and selectively (justification can be requested) audit around 5-10 events/week.

– An Auditor will assess “openness,” evaluate the implementation of line item funds, ensure there has been the necessary advertising as described in the Programming Fund Stipulations.

– When possible (the exception being off-campus events), an auditor will not be an active member of the student group they are auditing.

– We will ensure that unused funds are returned to SOFC via the UCAE Business & Finance Office at most one week after the event.

Annual Budget

– “Check-ins” will be conducted both randomly and selectively (justification can be requested) to understand how allocations are being spent.

– Relevant documents and receipts may be requested by Auditors.

– Violations levels reset after each academic year and can be found here.

– If there are very obvious/egregious discrepancies between the funding request and what is actually going on at the event, or advertising issues, the group will incur penalties.

– Not returning funds to SOFC from penalties resulting from a previous penalty, or the discovery that funds were not returned to SOFC that should have been, may also constitute additional penalties.

– These rules may not be stringently applied to allow for special circumstances. SOFC does not want to punish groups, we only do so if we have to and to ensure accountability.

Questions?

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