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 8, 11:55 PM EST 

(application opens in February 15) 

hearings 

Tuesdays, 7 – 9:30 PM EDT

hearings 

March

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. See our advertising "how-to" guide here for some tips and platforms where you can share your event. 

– 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 Blast.

– Unused funds must be returned to SOFC via the UCAE Business & Finance Office at the end of the semester (instructions below).

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

– Apparel and giveaways (gift cards, prizes, etc.) will not be funded.

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.

– Unused funds must be returned to SOFC via the UCAE Business & Finance Office at the end of the academic year (instructions below).

timeline 

1. SOFC Hearing (Tuesday) 

To prepare, feel free to use these sample questions or meet with the Chair or Executive Vice-Chair during their Office Hours.

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)

4. Return unused funds at the end of the semester using these instructions.

timeline 

1. March 8 @ 11:55 PM EST:

Application due (see guidelines and instructions here)

 

2. March 11- March 30:

SOFC Hearing (individually scheduled by invitation)  

3. March 31 – April 14:

DSG Senate Presentation (Chair presents SOFC recommendations)

4. Early August:

UCAE Business & Finance transfers funds to Student Organization Accounts (University COVID guidelines will be reviewed before allocations are released to ensure compliance)

5. End of the 2021-2022 academic year:

Return unused funds using these instructions

line items funded

Hover OVer Boxes Below For SpEcifics

Catering 

Travel 

Space Rentals 

Marketing Costs 

Reusable Items 

Speakers 

Fundraising 

line items funded

Hover OVer Boxes Below For SpEcifics

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

For the Spring '21 semester, UCAE will be allowing limited in-person programming for student organizations. In-person events will need to adhere to the in-person event guidelines listed here. Please know that SOFC is unable to fulfill funding requests until UCAE approves in-person event requests on DukeGroups.

 

UCAE asks that student organizations allow 5 days for processing for virtual events and 14 days for processing for in-person events. Please consider this timeline in addition SOFC's requirement that student organizations submit funding requests at least 11 days in advance of their event date.

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

Account Activity

The UCAE Business & Finance Office makes all transactions and account balances viewable to organization "officers" in DukeGroups. Click here for instructions that explain how to access this information. Please email ucaefinance@duke.edu with any questions or if you notice any discrepancies as they manage all accounts and handle transactions.

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).

To view all SOFC requests and decisions, click here to view our live tracker. Please note that this data transparency initiative was started in Spring '21 so all allocations reflect that time forward. Also, please use the notes column to contextualize decisions as different University policies and procedures beyond SOFC's policies can often govern decision making.

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 the end of the semester using these instructions.

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.

– We will ensure that unused funds are returned to SOFC via the UCAE Business & Finance Office at the end of the academic year using these instructions.

– 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 may also constitute additional penalties.

Our goal is to be constructive and make sure there are enough funds to meet the needs of all the groups we serve, not to catch anyone or penalize mistakes.

Questions?

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