programming

The Student Organization Financing Committee (SOFC) is the funding arm of the Duke Student Government and manages the allocation of the Programming Fund. The fund is open to all recognized and chartered student groups. Given that the fund pools from undergraduate tuition, all events requested through the Programming Fund must be accessible, open, and free to all Duke undergraduates and centered around line items directly relating to undergraduate students. We accept applications for all types and sizes of student-sponsored events, including line items such as food, honorariums, set-up, technical fees, etc. for events. All student groups are encouraged to apply.  Applications instructions can be found below.

How To Apply

1. Please go to this link: http://cglink.me/s24355
2. Begin filling out the survey questions about your group and the event.

3. Once you get to the end of the form, it will ask for you to upload the Excel sheet for line items. Please use this form
(parts of the form are blocked because they auto-calculate). 

4.Once you submit the DukeGroups Programming Request survey, please submit the form and you will receive confirmation of your submission. 
5.SOFC will email you by the following Sunday with the schedule for the SOFC hearing you need to attend.

 

Important note: SOFC no longer uses the email submission model. Any excel sheets emailed to the former email address will not be considered by SOFC. SOFC meetings are Tuesday evenings at 7pm in the Griffith Board Room. Applications are due at 12:00pm on the Sunday before the coming week’s meeting. 

 

If SOFC’s recommendation is $1500 or less, you will receive your funds within the week. If the recommendation is greater than $1500, this would have to be approved by the DSG Senate and you may need to wait a few more days for confirmation. Funds are usually transferred the day following that week’s DSG Senate meeting.

 

If you have any questions please email the SOFC Chair at devin.mahoney@duke.edu.

Eligibility

All DSG (Duke Student Government) recognized and chartered groups are eligible to apply for SOFC programming funding. To apply to be a DSG group, please see the New Groups section.

Deadlines for Applying

SOFC has weekly hearings on Tuesdays from 7-9 p.m. in the ground floor of the Griffith Board Room. The deadline for the Tuesday night hearing is the previous Sunday at 12 p.m.

  • All SOFC programming requests less than $1500 must be submitted such that the SOFC hearing is at least 7 days prior to the date of the event. 

  • All SOFC programming requests between $1500 - $3000 must be submitted such that the SOFC hearing is at least 14 days prior to the date of the event.

  • All SOFC programming requests greater than $3000 must be submitted such that the SOFC hearing is at least 21 days prior to the date of the event. 

  • SOFC cannot guarantee funding for events that fail to meet these deadlines. 

Quick Things SOFC Does Not Fund!

  • Events that are not free and open to all undergraduates 

  • Events or line items for non-Duke undergraduates 

  • General body meetings or closed group events 

  • T-shirts, stickers, merch, prizes or any other giveaways 

  • Alcohol or alcohol-related items 

  • Decorations 

  • Long term, non disposable capital expenditures


Note on openness of events

SOFC can only fund events that are free and open to all Duke undergraduate students. Student organizations can plan events that are targeted at specific subsections of the student population or capped on numbers, but all Duke undergraduates must be able to access information about the event and feel welcomed. 

 

In order to measure openness, student organizations must post their advertising in All Duke and the Class Facebook pages and/or publicize on a campus-wide email blast (SOFC blast, DSG blast, Vice Provost Bennett’s Blast, etc.). 

 

If events are not publicized through said forms of open advertising, SOFC will not fund the event.

 

Note on off-campus venues

SOFC prioritizes the funding of on-campus events over off-campus venues or events. If you choose to have an event at an off-campus venue, you must provide rationale for the venue and provide a transportation plan. 

 

SOFC will not fund events off campus anytime after 7pm (including after parties for off-campus events).

 

note on outside contracts and honorariums

 

SOFC will work with student groups to fund quoted honorariums for outside speakers and performers. Student groups are not allowed to offer outside performers/speakers compensation, but if the outside speaker/performer directly requests compensation, student groups can request funding through SOFC. 

 

Student groups must present SOFC with documentation of the requested amount from the outside speaker. If SOFC votes to fund the contract, the student group must work with UCAE to process the contract. Information about the UCAE contract policy can be found here: https://studentaffairs.duke.edu/ucae/finance/student-organization-finance

 

note on fundraising and suggested donation

 

SOFC will only subsidize fundraising efforts that follow the suggested donation policy in order to comply with our overarching mission of funding free and open events for all Duke undergraduates. In order to fundraise through the suggested donation policy, student groups can not require payment from students but can recommend a suggested donation. Student groups can not list or advertize a specific amount for the suggested donation. 

 

Suggested donations cannot be asked for at point of sale/distribution; must be asked for at event only.
 

Complaints about heckling may be reported to SOFC and funding may be revoked for future events



Food Guidelines

SOFC will only fund food for undergraduate students. 
SOFC will fund pizza at a rate of $2.50 / person. 
For all events where dinner is the central purpose of the event, SOFC will fund $7 / person. An explanation must be given at the hearing for why dinner is the central purpose of the event. 
For all events where lunch is the central purpose of the event, SOFC will fund $5 / person. An explanation must be given at the hearing for why lunch is the central purpose of the event. 
For all events where dinner is supplementary to the purpose of the event, SOFC will fund $5 / person. 
For all events where lunch is supplementary to the purpose of the event, SOFC will fund $3 / person. 
SOFC will fund events involving snacks / refreshments at a rate of $2 / person. 


funding for service events

Duke’s Student Organization Finance Committee (SOFC), Partnership for Service Organization (dPS), and Durham and Community Affairs Office (DCA) are excited to provide supplementary funding and community engagement resources to student organizations planning service programs and events!
 
Groups must apply to SOFC a minimum of 2 weeks in advance of the event or activity date (3 weeks preferred) to be eligible.

Questions or want to learn more? 
 
Feel free to reach to Drew Flanagan (Vice-Chair for Programming & Financial Innovation, drew.flanagan@duke.edu) or Anna Jiang (Vice-Chair for Service Engagement, anna.jiang2@duke.edu)

anNual

budget

You must audit your budget from the previous year in order to apply for the following year's annual budget. This means tracking every expenditure and deposit to your account. This should be kept track of in an excel file which will be attached to the annual budget application.

The annual budget for the 2020-2021 year will be officially available on February 17th, 2020.  Starting on that date, please go to this link (http://cglink.me/s25940) to fill out your annual budget request. Once you get to the end of the survey, please download and attach this form to document your requested line items. 

 

After submitting your annual budget request, you can go back to that link at any time to check for updates. You will be able to see the stage of review your organization is on, as well as comments and adjustments made by SOFC. The application will close at midnight on March 17th, 2020. Hearings will be held at the end of March into April. Please keep in mind the following things before starting:

 

 

You must be either the treasurer or president of your organization on www.DukeGroups.com in order to fill out an annual budget request. If you are not currently listed on DukeGroups, please do this well in advance of annual budgeting.


You must be an SOFC Chartered group to receive an annual budget. Recognized groups do not have access to the annual budget.

 

New Groups are capped at a maximum of $1,000 for their first year of operation.


For all line items you request, please use as much detail as possible. The more detail, the better. We want to know what the item is, how many people will benefit or use it, how often it will be used, why it needs to be replaced, how its cost breaks down, and anything else relevant. 


 

 

 

 

The annual budget awards funds for 3 primary areas:

 

1.     Capital Expenditures: Any item which is kept over time by your group classifies as a capital expenditure. This includes things like costumes for dance groups, technical equipment for engineering groups, service items for service groups, etc.
 

2.     Group only events: This includes conference costs, 1 general body meeting per semester, and general costs associated with
 

3.     Recurring or annual expenses: This includes costs such as national dues (for organizations), website costs, marketing costs for non-event specific marketing, etc.

 

If a line item does not fall under one of the above categories, it will most likely not be funded. Furthermore, keep in mind that anything which would be funded under yearly programming will not be funded in the annual budget. 

 

 

Within the annual budget form, there are 7 categories within which you can request funding:

 

1.     Travel and Lodging: We will subsidize flights, car travel and other ground transport, and hotels and other lodging. Hotels are subsidized at $125 / person. In general, flights are subsidized at $200 / person but are dependent on location.

 

2.     Registration/Attendance Fees: We will provide funding for fees and expenses related to conferences or other events your group wishes to attend. Once again, this item may be subsidized.

 

3.     Dues: We may choose to subsidize national dues for your group.

 

4.     Equipment, Tools, and Other Capital Expenditures: We will fund capital expenditures your group needs to use and keep over the long term.

 

5.     Marketing: We will fund year-round, non-programming related marketing expenses. This includes generic banners used by your group and website fees. 

 

6.     Retreats: We will fund one retreat per semester, at $20 / person maximum.

 

7.     Other: This should be used very sparingly for unique exceptions. A vast majority of what SOFC funds in the annual budget falls under one of the other sections listed above. If there is a line item you feel is important to your group that does not fall under one of the above categories, please add it to this section and explain in detail why it is needed. 

 

 

Note that while we try to fund as much as possible in the annual budget, we cannot guarantee to fund anything specifically. Every year we receive almost 2-3 times as much in requests as we have funds available, and so we do our best to distribute funding as fairly as possible.


If you have any questions about the guidelines, please do not hesitate to email SOFC Chair Devin Mahoney.

 

 

 

 

 

 

You must audit your budget from the previous year in order to apply for the following year's annual budget. This means tracking every expenditure and deposit to your account. This will be done through the disclosure of your FundCode account expenditures. 

 

auditing

guidelines

  • Facebook Social Icon
  • Instagram_icon