Student Activities Funding Board policies

The Student Activities Funding Board (SAFB) provides a set amount of funding to Registered Student Organizations to host activities on campus including speakers, workshops, seminars, cultural events, screening movies or other networking social events. Approved funding is provided to cover the vendor services as well as food, decorations and event supplies under the funding caps.

To apply for funding, student organizations must submit budget requests per the submission deadlines. Funding levels are always subject to change, and are limited by the number of student organizations requesting funding.

Event funding eligibility

All events and proposals must meet the following minimum requirements, or they will be excluded from consideration:

• Event is free and open to the WSU community.
• Event must be on WSU campus, no outside venues.
• The event cannot be scheduled on the same day and time of a signature event.
  • Signature events are prominent campus programs and traditions designed to attract a substantial student turnout. Events must be free, on campus and in a large event space. To ensure your event's success, we do not allow concurrent programming.
• The student organization must be registered and found on Get Involved.
• The event must be created on Get Involved and the event location must be reserved.
• Attendance must be taken at the event using the Event Check-in App.
  • Attendance should be taken at the event, but doesn't not bar an attendee access if they do not want attendance taken.
• Funding is available to student organizations during the fall and winter semesters only.

Funding deadlines

All requests must be submitted no later than 11 a.m. the day prior to the board meeting. Late proposals will not be accepted. Dates subject to change without notice.

Budget submission deadlines

Fundable expenses

All expenses are to be billed directly to the Dean of Students Office. Students are responsible for obtaining estimates in advance. DOSO does not accept reimbursements.

Food

SAFB funds are intended to provide snacks rather than catered meals and cannot fund purchases from external vendors (restaurants, bakeries, Costco, Sam’s Club, etc.). 

Food expenses are limited to $400 for one event per academic year per organization (no carry over or stacking). Food expenses must be indicated on the budget submission and purchased by the DOSO coordinator through WSU Dining Service or their approved partners who accept E-IRBs as payment. 

• WSU Catering offers snack package options all priced at $400 per selection (listed below). The student organization menu is designed as an alternative to full-service catering. The organization will be responsible for pick up at a scheduled time, set-up and clean-up. 
• All orders are packed in disposable containers and appropriate service utensils are included.
• Package number must be referenced on the budget submission.

Student organization snack packages

One package may be selected for the event. No splitting. All packages will feed 65 people.

WSU Dining Partners

To order food from the approved partners listed below, a quote or estimate from the vendor must be included in the budget submission. Student organizations will be responsible for pick up at a scheduled time, set-up and clean-up.

• Jimmy Johns
• Shields Pizza Detroit
• Jets Pizza (Midtown)

Submission review

SAFB only meets on the dates listed in the budget submission deadlines. Student organizations receive notification of approval or denial within three business days of the SAFB meeting dates. Communication about the proposal and event will only occur with the student who submitted the request. Event proposals may be approved in-full, in-part, not at all, or deferred depending on volume.

Funding decisions are based on the following criteria:

• Cost (total and individual line items)
• Event date
• Adherence to guidelines/deadlines
• Group capacity to plan event
• Impact on campus life
• Inclusivity of all students and the public
• Number of proposals submitted per group
• Similar events already approved

Appeals process

In the event that your proposal is denied, you have the option to meet with the Coordinator for Student Organization Programs prior to the next SAFB meeting to discuss resubmission of your proposal, with suggested changes from the board, in accordance with posted deadlines. By meeting with the coordinator, you can edit your proposal and adjust it based on the feedback from the student board to meet any policy requirements, or provide any information that was missing. Please note the following non-exhaustive list of reasons why events and expenses are denied whole, or in-part:

• The proposal request funding for a date for funding that does not align with deadlines
• Funding was requested for an item that cannot be approved due to university policy
• DOSO cannot confirm the legitimacy of a requested vendor’s services
• The requested amount for vendor compensation is not fair market value for comparable services
• Cost is too high
• Too many similar events are already occurring in the same period of time, or the date conflicts with another scheduled major campus event
• Group has applied for funding an excessive number of times
• Event is non-inclusive and/or does not clearly describe the impact on campus life
• Group did not adhere to policies and/or guidelines

Please note that not all proposals can be approved, as funding is available on a limited basis, based on the quality of the proposal and the potential positive impact on the WSU community and campus life.

If your proposal is denied a second time for any reason, please email a one paragraph summary to the Coordinator of Student Organization Programs addressing the concerns resulting from your submission, and you will receive a response within five business days from the Dean of Students or his designee to discuss the matter further, if necessary.

Budget approval

After the organization has been approved for funding, the vendor(s) must email a contract or invoice for their services to the SAFB advisor by Wednesday of the following week.

All contracts are reviewed and approved by the Office of General Counsel. DOSO reserves the right to refuse to contract any vendor that does not adhere to the timeline or acts in a way that is disruptive to normal business operations.

Vendors should be aware of these policies related to contracting with the University:

• The contract must be written as one between the vendor and Wayne State University.
• All travel expenses must be incorporated into a flat fee for services being provided.
• Payment will be made in full at the time of services, not before.
• All correspondence regarding contracts and documentation must occur with and through the SAFB advisor.

Revised June 13, 2024