General_Fees_Policies

=General Fees Policies = toc The General Fees Policies are created by each new Appropriations Committee, a short time after being confirmed as members of the Committee. These policies apply for all General Fees groups of the following fiscal year. Place a "" (line break) between each set of policies.

2010-2011 (Approved by the 12th Senate)
The 12th Senate's Policies.

2009-2010 (Approved by the 11th Senate)
**General Fees Funding Policies **  All groups seeking General Fees are required to attend interviews on the offered interview dates, regardless of whether they have applied in the past or not. Groups will interview with the Undergraduate Senate Appropriations committee, the Graduate Student Council Funding Committee, or both, depending on the university population they serve.

Please e-mail zietsman@stanford.edu  (Anton Zietsman, Undergraduate Senate Appropriations Committee Chair) with funding questions or comments.

To apply for funding, student groups must fulfill the following requirements: -- Be registered with Student Activities and Leadership (SAL) -- Be in good standing with the University -- Have submitted itemization, budget, and funding agreement forms through ASSU Banking at the Capital Group Website . -- Have had an interview with the ASSU Appropriations Committee

Groups may not exceed the following hard caps for the fiscal year: $6000 for Programming Groups and $6500 for Community Service Groups (as registered by SAL).  In order to receive funding from the ASSU, every group must post its event on studentevents.stanford.edu  at least one week before it takes place.

For Marketing Copies and Printing, the Committee will subsidize up $40 per event for fliers, posters, and handbills. All fliers advertising an ASSU funded event must bear the ASSU logo, without which they will not be reimbursed. You may download the ASSU logo here . Groups may not use ASSU funded fliers to flier on the ground.

For Copies (Not Marketing), the Committee will fund up to $100 and the subsidize any expenses beyond that level at 50%.

For honoraria, the Committee will request that groups provide proof for matching funds that exceed $500. This policy applies for funds coming from sources other than The Stanford Fund, the Graduate Student Council, the Speakers Bureau, and the Publications Board. Written or emailed confirmation from a titled member of the contributing VSO or department will suffice. Furthermore, the Committee has installed a soft cap $10 per student expected to attend the event.

In order to receive funding for Casual Labor, Equipment Rental, or Equipment Maintenanc, groups must provide a quote from the ELS website, an email exchange, or a meeting with Chris Gennuso, the Facilities Service Administrator. The website is <span style="-webkit-border-horizontal-spacing: 2px; -webkit-border-vertical-spacing: 2px; font-family: Arial,Helvetica,sans-serif; font-size: 12px; line-height: 18px;">@http://www.stanford.edu/group/eventservice/ <span style="font-family: Arial,Helvetica,sans-serif;"> and Chris’ email is <span style="-webkit-border-horizontal-spacing: 2px; -webkit-border-vertical-spacing: 2px; font-family: Arial,Helvetica,sans-serif; font-size: 12px; line-height: 18px;">gennuso@bonair.stanford.edu <span style="font-family: Arial,Helvetica,sans-serif;">.

The Committee with subsidize Event Food at the rate of: $2/person for snacks $3/person for breakfast $5/person for lunch $8/person for dinner

The Committee will expect that groups receiving funding for equipment will reuse that equipment for at least three years and will have space to store it.

The Committee will fund Costumes and Uniforms up to $100.

Gas funding by the ASSU will be expanded to programming groups doing community service work or picking up rented equipment. It will continue to be subsidized at $0.40/mile. The Committee will fund Zipcar rentals and van rentals at the Haas Center rate depending on the distance traveled with it. For guidance as to how to create requests, we suggest you use the following guidelines:

<span style="-webkit-border-horizontal-spacing: 2px; -webkit-border-vertical-spacing: 2px; font-family: Verdana,Tahoma,Helvetica,sans-serif; font-size: 12px; line-height: 18px;">**<span style="font-family: Arial,Helvetica,sans-serif;">Location: Distance (round trip) ** <span style="font-family: Arial,Helvetica,sans-serif;"> Menlo Park/Redwood City: 10 miles San Francisco: 70 miles San Jose: 60 miles

<span style="-webkit-border-horizontal-spacing: 2px; -webkit-border-vertical-spacing: 2px; font-family: Verdana,Tahoma,Helvetica,sans-serif; font-size: 12px; line-height: 18px;">__//<span style="font-family: Arial,Helvetica,sans-serif;">General Policies //__ <span style="font-family: Arial,Helvetica,sans-serif;"> All groups must attend interviews to discuss their funding requests. In the name of consistency for the student groups and of fiscal responsibility, hard caps and soft caps will be determined in early September once the Appropriations committee has reviewed the take-back numbers from the previous year.

<span style="-webkit-border-horizontal-spacing: 2px; -webkit-border-vertical-spacing: 2px; font-family: Verdana,Tahoma,Helvetica,sans-serif; font-size: 12px; line-height: 18px;">//<span style="font-family: Arial,Helvetica,sans-serif;">ATTENTION: Performance Groups and Social Sororities/Fraternities under the OSA: // <span style="font-family: Arial,Helvetica,sans-serif;"> This year's Appropriations committee may flex your group's soft cap to take into account attendance at your events. Due to this policy we ask that you try and put on events that may be open to large numbers of Stanford students and/or collaborate with other groups of your type to split facilities costs and increase all of your soft caps because of large attendance numbers. Please note: Groups that are found to be intentionally inflating their expected attendance numbers by great amounts may be charged with violations of the fundamental standard and may have their accounts frozen or removed from the ASSU.

Groups are encouraged to apply for funding at least 30 days prior to the time when the money is needed. Though the Committee does allow retroactive funding, it is not recommended, as the Committee cannot guarantee funding for a group's full request. Groups requesting over $500 must apply for funding two weeks prior to when the money is needed, or the Appropriations committee reserves the right to deny funding. The ASSU logo must be included in all advertising for events funded fully or in part by the General Fee.

Student groups may not transfer funds into line-items contrary to these policies. Events funded by the General Fee should be free for Stanford students. Exceptions are granted on a limited, case-by-case basis. Single event groups are groups which exist primarily to put on one event/year. Single event groups will undergo greater scrutiny when formulating a recommendation. The Committee will only fund uniforms (dance groups, etc.) that will be used for multiple years.

The Committee almost never funds registration fees for individual members of a student group. In the event that a person must attend a conference for group purposes, the Appropriations Committee may fund up to two people to attend the conference. The Appropriations Committee will not fund off campus meals. If a group would like to purchase an ink cartridge for printing purposes, the committee may fund the purchase of the cartridge in lieu of all printing costs.

The General Fee may not be used to fund the following: -- Miscellaneous line item (7010) -- Newspaper/Daily Ads (7240) -- Air Travel not associated with honorarium or necessary conferences (7710). -- Accommodations not associated with honorarium (7740). -- Alcohol or other California controlled substances -- Expenses for individuals who are not Stanford students -- Events with closed or restricted attendance -- Groups that receive special fee funding (including groups funded by umbrella Special Fee Groups) -- Partisan political groups or activities -- T-Shirts -- Prizes/Awards/Souvenirs of any kind
 * **<span style="font-family: Arial,Helvetica,sans-serif;">GL Code ** || **<span style="font-family: Arial,Helvetica,sans-serif;">Description ** || **<span style="font-family: Arial,Helvetica,sans-serif;">Funding Policy ** ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6110 || <span style="font-family: Arial,Helvetica,sans-serif;">Officer Salary || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6210 || <span style="font-family: Arial,Helvetica,sans-serif;">Regular Staff || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6240 || <span style="font-family: Arial,Helvetica,sans-serif;">Casual Labor || <span style="font-family: Arial,Helvetica,sans-serif;">Please specify price quotes (i.e. from Events and Services) ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6310 || <span style="font-family: Arial,Helvetica,sans-serif;">Honoraria || <span style="font-family: Arial,Helvetica,sans-serif;">At discretion of the committee. If honoraria require travel expenses or lodging, please include these costs in the travel and accommodations line items. Will fund gift in lieu of honoraria. Anticipated attendance will be a strong consideration in honoraria funding; the ASSU will review honoraria requests based on a soft cap guideline of $10/student expected to attend. For amounts over $1000, matching funds from another source are required. For matching funds over $500, confirmation from the contribution group is required. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6320 || <span style="font-family: Arial,Helvetica,sans-serif;">Technical Services || <span style="font-family: Arial,Helvetica,sans-serif;">Will fund website development at committee discretion. The ASSU will apply a high level of scrutiny to the necessity of a new or updated website to the group’s function. Will not fund website hosting. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6340 || <span style="font-family: Arial,Helvetica,sans-serif;">Security Expenses || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6500 || <span style="font-family: Arial,Helvetica,sans-serif;">Training Materials || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. $75 is available for retreats for the new leadership of a group at the committee’s discretion. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6510 || <span style="font-family: Arial,Helvetica,sans-serif;">Regular Meeting Food || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">6560 || <span style="font-family: Arial,Helvetica,sans-serif;">Event Food || <span style="font-family: Arial,Helvetica,sans-serif;">Campus Events defined: events in an open space, thoroughly advertised on campus and on events.stanford.edu, to which all Stanford students are welcome. An honest attempt to attract students who are not members of your group must be made. Campus Event Breakfasts will be subsidized up to $3 per Stanford student attending per event Campus Event Lunches (whole meals) will be subsidized up to $5 per Stanford student attending per event* Campus Event Dinners will be subsidized up to $8 per Stanford student attending* Campus Event Snacks will be subsidized up to $2 per Stanford student attending* *Specific amounts will be subject to Appropriation Committee discretion* ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7010 || <span style="font-family: Arial,Helvetica,sans-serif;">Miscellaneous || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded (use other line items instead). Committee open to proposals regarding equipment storage costs as fundable line item. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7080 || <span style="font-family: Arial,Helvetica,sans-serif;">Event Supplies || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. Gifts for students are not funded. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7120 || <span style="font-family: Arial,Helvetica,sans-serif;">Phone || <span style="font-family: Arial,Helvetica,sans-serif;">Strict scrutiny will be applied ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7130 || <span style="font-family: Arial,Helvetica,sans-serif;">Postage/Courier || <span style="font-family: Arial,Helvetica,sans-serif;">First class prices only ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7140 || <span style="font-family: Arial,Helvetica,sans-serif;">Copies (Not Marketing) || <span style="font-family: Arial,Helvetica,sans-serif;">Will subsidize up to $100 and 50% of all costs beyond that threshold. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7150 || <span style="font-family: Arial,Helvetica,sans-serif;">General Office Supplies || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. The ASSU will subsidize general group banners (not event-specific) for $50. These banners are expected to be heavily reused. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7200 || <span style="font-family: Arial,Helvetica,sans-serif;">General Marketing || <span style="font-family: Arial,Helvetica,sans-serif;">$40/event (e.g. for Facebook ads). Marketing Copies and Printing fall within this per event cap. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7220 || <span style="font-family: Arial,Helvetica,sans-serif;">Marketing Copies and Printing || <span style="font-family: Arial,Helvetica,sans-serif;">$.10/page, regardless of color or B&W. Limit of 400 funded copies per event. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7240 || <span style="font-family: Arial,Helvetica,sans-serif;">Newspaper Ads || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7310 || <span style="font-family: Arial,Helvetica,sans-serif;">Computer Hardware || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7320 || <span style="font-family: Arial,Helvetica,sans-serif;">Computer Software || <span style="font-family: Arial,Helvetica,sans-serif;">Will not be funded ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7410 || <span style="font-family: Arial,Helvetica,sans-serif;">Equipment || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. Groups are expected to reuse the equipment for at least three years and a have space to store it. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7420 || <span style="font-family: Arial,Helvetica,sans-serif;">Equipment Rental || <span style="font-family: Arial,Helvetica,sans-serif;">Must provide price quote, email exchange, or proof of meeting with Event Labor and Services. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7430 || <span style="font-family: Arial,Helvetica,sans-serif;">Equipment Maintenance || <span style="font-family: Arial,Helvetica,sans-serif;">Please itemize all expenses in detail. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7460 || <span style="font-family: Arial,Helvetica,sans-serif;">Costumes/Uniforms || <span style="font-family: Arial,Helvetica,sans-serif;">ASSU will fund up to $100 per costume, if it is vital and necessary to the purpose of the group. Number of funded costumes per request up to the discretion of committee. T-shirts will not be funded unless they are the uniform of the group. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7510 || <span style="font-family: Arial,Helvetica,sans-serif;">Facilities Rental || <span style="font-family: Arial,Helvetica,sans-serif;">Groups are expected to make every effort to use one of the many venues available for free to student groups (such as Tresidder Oak, Toyon Lounge, Dining Halls, etc). If this is not possible, specify exact price quotes (from Events and Services), and consult with E&S on how to minimize costs. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7520 || <span style="font-family: Arial,Helvetica,sans-serif;">Facilities Janitorial || <span style="font-family: Arial,Helvetica,sans-serif;">Groups are expected to make every effort to use venues that do not charge janitorial fees. If this is not possible, please specify exact price quotes (from ABM or E&S), and consult with E&S on how to minimize costs. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7710 || <span style="font-family: Arial,Helvetica,sans-serif;">Travel Fares || <span style="font-family: Arial,Helvetica,sans-serif;">Yes for honoraria; yes for up to two officers to go to national conference in the case that going to conference is necessary for group status,; yes for groups that need to travel to attend games, conferences, or tournaments that are essential to the group function; and other extraordinary circumstances at the discretion of the committee. The ASSU will subsidize total travel fares at the rate of $400 or 75% of costs, whichever figure is lower. No retroactive reimbursements. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7720 || <span style="font-family: Arial,Helvetica,sans-serif;">Gas || <span style="font-family: Arial,Helvetica,sans-serif;">$.40/mile for community service only; for programming operations only when picking up necessary equipment is cheaper than delivery. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7730 || <span style="font-family: Arial,Helvetica,sans-serif;">Car/Van Rental || <span style="font-family: Arial,Helvetica,sans-serif;">Community service and if programming group demonstrates extreme difficulty in attaining alternate means. The ASSU will fund at the Haas van rate, maximum. Will fund Zipcar rentals (minus the registration fee). ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7740 || <span style="font-family: Arial,Helvetica,sans-serif;">Accommodations || <span style="font-family: Arial,Helvetica,sans-serif;">Will only be funded in the case of honoraria; groups that must travel to attend games, conferences, and tournaments that are essential to the group’s function; groups that must send members to a national conference in order to remain an active chapter of a national organization, in which case, the ASSU will fund the minimum number of necessary attendees only. Funded rate is the rate of the Stanford Guest House, $125/person for a maximum of 2 nights. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7810 || <span style="font-family: Arial,Helvetica,sans-serif;">Royalties || <span style="font-family: Arial,Helvetica,sans-serif;">Performing arts groups only, case-by-case basis. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7820 || <span style="font-family: Arial,Helvetica,sans-serif;">Registration Fees || <span style="font-family: Arial,Helvetica,sans-serif;">50% of registration fees up to $400/year. Valid registration expenses requests include mandatory fingerprinting and TB testing for community service volunteers; national conferences necessary to group’s status; and games, conferences, and tournaments that define the group’s function. ||
 * <span style="font-family: Arial,Helvetica,sans-serif;">7840 || <span style="font-family: Arial,Helvetica,sans-serif;">Admission Fees || <span style="font-family: Arial,Helvetica,sans-serif;">Will fund $15 per ticket or 50% of full ticket price, whichever is lower for up to 30 people. All students must have equal opportunity to obtain tickets, with a fair distribution method. Tickets cannot be used solely for group core or signatory members. A very high level of scrutiny will be applied for 7840 requests as to the relevance of show admission to group's programming purposes on campus. ||

**2008-2009 (Approved by the 10th Senate)**
General Fees Policies of the 10th Senate

**2007-2008 (Approved by the 9th Senate)**
General Fees Policies of the 9th Senate