Letter From SFB Chair
Dear Student Leaders,
Hope you are all doing well. I am writing to you on behalf of the Student Funding Board (SFB) to invite you to apply for funding for the 2013-2014 academic year for your organization. We have been working to improve the process from last year, and we hope that this year’s form will be simpler to complete and submit to us for review. Streamlining the budget request process also allows greater parity in allocations and helps the SFB better understand resources and expenditures for HLS’s many student organizations. Let me explain this new process to you.
The new streamlined budget request form is a mandatory survey through Survey Monkey. We ask that you submit the survey only once (as a survey submission constitutes an application) and recommend that you prepare documents you may need before completing the survey. You may open the survey/application link as many times as you need to review the content and questions, but please be sure not to submit a response until you have compiled all relevant information for your organization and are prepared to submit a single application for the SFB to consider. Attached is a pdf version of the survey to help you get started.* Once you do submit the application survey, you will see a “Thank you for taking this survey” note indicating successful submission of your application.
In order to complete the budget request, you will need your organization’s constitution, the names and contact information of this year’s and next year’s executives, membership composition information, detailed budgets for events held (including how the money was spent for each event), information about different sources of funding, names of co-sponsors (even if there was no financial support), and outside bank account statements if your organization has one. Finally, you will need your organization’s plans and budget estimates for the coming year.
The annual budget request for your organization is due Friday, March 15th at 11:59pm. This deadline is non-negotiable, and failure to comply could result in reduced or withheld funding. Because of the strictness of this deadline, we are giving you 2 full weeks to put your budget requests together.
The survey is detailed, and you may have questions about some of its content; if so, please fill out the following poll before Saturday, March 2nd at NOON to let us know of your availabilities to meet in person or by phone with an SFB member. Once we know your availabilities, an SFB member will contact you to provide assistance between March 4 and 15. Alternatively, feel free to send Darris Saylors, Student Programs Manager, or me an email with your concerns or questions about your organization’s budget request. Darris will be sending another updated round of org budget reports to you all shortly so you have more current data to review for this year in case that helps you prepare your application materials.
If you have any questions about SFB membership or procedures, feel free to email me or Darris.
To further guide you in the process, we are also including the Student Organization Funding Guidelines below. I invite you to read them before filling out the SurveyMonkey application. We plan to review applications and follow up with funding determinations in early April.
Thanks in advance for adhering to these guidelines. We really look forward to assisting you in any way we can in filling out the budget request and to seeing what your organization has planned for next year.
Student Funding Board Chair
Director of Student Organizations – Student Representative Board
*Please note – this downloadable PDF application is intended for preparation purposes only. Do not complete/submit a hard copy or attach/email a digital copy to the SFB. Your org’s application must be completed via the Survey Monkey link to be considered by the SFB.
HLS Student Organization Funding Guidelines
Student Funding Board
Harvard Law School
The task of the Student Funding Board is to distribute funding among student organizations with widely divergent aims and interests. Each year HLS organizations collectively request nearly twice as much funding as is available. This year – with the economy in its current state, and with more student organizations and the same amount in the overall budget – the task will be particularly difficult. While the specific balance of funding priorities changes each year depending upon the membership of the SFB, the key considerations remain largely constant. These guidelines are issued to make the funding process more transparent.
The SFB encourages organizations to work together on similar projects and to ensure that a wide range of activities and organizations are funded; organizations and events that overlap significantly are funded on the assumption that they will co-sponsor some events. The SFB attempts to fund diverse views and student populations to ensure that the HLS is a welcoming and interesting community. Organization size is also a significant consideration for funding determinations to ensure that various populations and interest groups have adequate funds given the size of their constituencies. The SFB believes that open membership policies encourage campus involvement and dialogue; exclusive and limited membership policies are viewed unfavorably.
In making its determinations, the SFB draws upon budget proposals, organizational event and budget histories, current legal and cultural events, and the knowledge of the SFB as members of the HLS community.
- Budget increases: Many organizations each year request large budget increases. Because few of these requests can be honored, such requests should be supported by well-documented changed circumstances or new initiatives, as well as significant advance planning.
- Social events: Striking a balance between the social, academic, and professional needs of HLS students is difficult, and the calculus changes year to year. Academic and professional organizations may request funds for social events for recruitment or community-building purposes, but those with excessive social budgets may not receive the full requested funding. All social events should be cost-effective for the number of students involved. Organizations with a primarily social purpose may not receive full funding for more expensive pursuits (for instance, HLS Yachting Club would receive a small portion of its total expenses). Organizations planning extravagant social events should seek outside funding.
- Conferences: Conferences are very expensive; the student organization budget is not adequate to support all of the conferences planned for a given year. A variety of funding options exist for Harvard Law organizations seeking to hold conferences, including law firm sponsorships and fiscal support from national organizations. In most cases the SFB will attempt to provide adequate funds to allow organizations to begin planning while seeking alternate funding. Organizations seeking additional funds to start a new conference or expand an existing conference should have an established record of well-attended events.
- Travel: The SFB is unable to fully fund student travel to conferences and other events, but attempts to provide some funding to encourage such travel. Students are generally expected to fund a considerable portion of the expenses themselves. Organizations that split their travel budget among all interested students are viewed more favorably than those that fund a significant portion of the travel of select members or organization leaders.
- Non-HLS individuals: The SFB carefully reviews events that benefit people other than HLS students. Organizations planning events (other than academic conferences), particularly social events, that will be attended in large part by outside individuals should explain in their budgets how many HLS students will be attending; how many non-HLS students will be attending; whether the non-HLS students pay any dues or fees; and what benefit accrues to HLS students or the HLS community.
- Community service: The SFB views community service favorably and attempts to fund it fully where possible. For community service events requiring travel, see above.
- Fundraising: Harvard University funds may not be used to fundraise for outside organizations, including charitable causes. No organization will receive funds for this purpose.