Center for Social Justice Research, Teaching & Service
Center for Social Justice Research, Teaching & Service

Advisory Board for Student Organization Funding Policy

Center for Social Justice Advisory Board for Student Organizations Funding Policies

All of these policies shall be consistently followed by the Center for Social Justice Advisory Board for Student Organizations (CSJ ABSO), contingent on rare variances in individual event and overall budget approval.

Table of Contents

  1. Introduction
  2. Ad Hoc Funding & Event Approval Requests
  3. Cost Centers
  4. Semester Programming
  5. Vans & Transportation Costs
  6. Line Item Changes
  7. Obtaining Supplies
  8. Recruitment
  9. Eco-Friendly Policy
  10. Incentive Programs
  11. Provisions by Which Organizations May Request Monies for Food
  12. Training Activities
  13. Special Events with Speakers 
  14. On-Campus Conference Attendance
  15. Off-Campus Conference Attendance and Overnight Retreats
  16. Fundraising Policies
  17. Loan Policies
  18. Folding Organizations
  19. Appendix of Definitions
  1. Introduction
    • All of these policies shall be consistently followed by the Center for Social Justice Advisory Board for Student Organizations (CSJ ABSO), with rare exceptions, when approving individual events and overall budgets. 
  1. Ad Hoc Funding & Event Approval Requests: 
    • All additional funding and event approval requests should be submitted to CSJ ABSO at least two (2) weeks before an event. Student Organization leadership must consult their ABSO advisor before submitting an ad hoc funding request. Student organizations should not use funds that ABSO has not appropriated for their event. ABSO will not consider retroactive funding requests. All events by CSJ Student Organizations need prior approval, regardless of whether or not the event requires funding. 
    • All CSJ Student Organizations must submit all of their anticipated events and budgetary needs in the Spring of the previous fiscal year, ABSO reviews all budget proposals and reserves the right to approve or deny any requests for additional funding. ABSO will base its decision on compliance measurements and previous spending. 
  1. Cost Centers:
    • CSJ student organizations have “access to benefits” as defined by University Policy, and will be provided a GMS Cost Center number. Student leaders will receive information about their benefits at Just Do It Training. 

  2. Semester Programming:
    • CSJ ABSO only sponsors programming by CSJ Student Organizations during each Fall and Spring semester of each academic year.
    • Programming is permitted during study days only if the event is classified as a study break. Study breaks must not include official programming with community partners. Student organizations can hold one study break per semester, with snacks funded at $3.50 per person. 
    • No programming is permitted during Final Exams.
  1. Vans & Transportation Costs: 
    • CSJ van hours may be requested by CSJ Student Organizations,
      • During the initial fiscal year budgeting process
      • During the academic year as Ad Hoc Funding Requests
    • Non-CSJ sponsored organizations may use the vans when available at a rate of $15 per hour with a $15 reservation fee. CSJ organizations have priority over non-CSJ organizations to rent vans.
    • All individuals and CSJ Student Organizations using CSJ vans will be fined if non-compliant with Van Policies and Procedures.shall be subject to fines as articulated in the van policies and procedures document. 
    • CSJ ABSO Van Payment to the CSJ
      • CSJ ABSO shall pay a lump sum as determined by the CSJ and CSJ ABSO at the beginning of the fiscal year for CSJ Student Organizations to have unlimited usage of CSJ vans.
      • CSJ ABSO shall request a report from the CSJ at the end of the fiscal year which will detail the number of van hours used by CSJ ABSO Student Organizations. ABSO encourages all Student Organizations to utilize CSJ-owned vans as a resource. 

  2. Line Item Changes: 
    • The CSJ ABSO Staff Advisor, Treasurer, and Chair may approve a line item change if that line item change is less than or equal to $500. Line item changes greater than $500 require board approval as an Ad Hoc request. The reallocated funds must be used for a previously approved event. No new events may be funded with a line item change without the vote of CSJ ABSO. Advisors shall notify ABSO of changes made to their student organizations’ budgets at the next ABSO meeting. 
  1. Obtaining Supplies: 
    • General office supplies are available in the CSJ free of charge for student organizations.
    • To order office supplies using the CSJ’s Staples discount account, organizations must include the price, quantity, and a link to purchase.
    • “Reusable office supplies,” such as markers, writing utensils, paintbrushes, etc., will only be funded once every three years per organization. If an organization breaks the supplies, the organization may submit an Ad Hoc request to replace supplies. The request must include an explanation of how the products were broken and what steps the student organization intends to take in the future to avoid damaging supplies. CSJ ABSO may approve funding for supplies.
      • Books and videos are kept in the Center for Social Justice and will be available to all service organizations. If an organization wants to use books and videos for their service, the organization should check the CSJ library.If an organization cannot find desired supplies, then the organization may request funding to purchase books and videos. After use, the books and videos will be donated, either first to the communities served by the organization, or second to the CSJ to expand the library. 
      • CSJ ABSO will not fund the purchase of t-shirts for internal member use. More details of CSJ ABSO’s t-shirt policy are in Section XVI .
  1. Recruitment:
    • Food: A maximum of $300 total ($150 per semester) can be allocated per year for recruitment food for CAB Fair and other recruitment activities. 
    • Flyers: Student organizations have access to the copier machine in the CSJ. Student organizations should adhere to all University and any other applicable flyering guidelines. Black-and-white printing is free up to 400 pages per month for all organizations. Funding for color printing shall be considered on a case-by-case basis with sufficient reason as to why color is necessary. All flyers shall include:
      • A statement that the event is sponsored by the Center for Social Justice by writing either: “Sponsored by the Center for Social Justice” on the flyer, or including the CSJ logo.
      • A statement that the event shall accommodate accessibility requests when made in a timely manner, by including the following: “Accommodation requests should be made by [specific date] to [sponsoring department contact person, phone number, and email address]. A good faith effort will be made to fulfill requests made after (specific date).”
    • Banners: CSJ ABSO provides each organization with a custom retractable banner for tabling events. General CSJ retractable banners are available upon request. Organizations can request a replacement retractable banner after 5 years or if they change their name or logo. Lost banners during transition or over the summer will not be replaced.  Organizations may request funding for more than one banner, as long as the banners are to serve different purposes. CSJ ABSO may fund these requests if there is a clear need, and the banner clearly furthers the organization’s social justice mission.
    • Chapter Dues: All monetary obligations (membership dues, fees, etc.) necessary for entry/membership into parent organizations will be covered in full to lessen barriers to access for students. This policy is meant to cover mandatory individual student monetary obligations, not the cost of establishing a chapter organization on Georgetown University’s campus. This policy does not extend to fees for optional events or any internal fees assessed by the University or by individual student organizations.
  1. Eco-Friendly Policy:
    • CSJ ABSO recognizes the impact of environmental racism, climate change, and the importance of environmental justice, and enacts this policy recognizing our need to do our part for the environment.
    • CSJ ABSO will not fund single-use plastic water bottles, plates, cups, or utensils, and instead encourages groups to use biodegradable, eco-friendly items. 
    • CSJ ABSO will also consider funding reusable water bottles to further sustainability.
  1. Incentive Programs:
    　　Healthy Food Incentive Program
    • CSJ ABSO recognizes that community members Student Organizations serve may often live in food deserts or cannot regularly incorporate healthy food options into their diets. Therefore, CSJ ABSO will offer the following incentives for Student Organizations to include healthy food options in their programming: 
    • The attached “Addendum A” titled “Healthy Food Options for Student Organization Programming” provides a list of CSJ ABSO approved food items that qualify as “healthy.” 
    • If a Student Organization identifies a healthy food option not included on Addendum A, they may present that request to the Board for consideration under the Healthy Food Option Incentive Program. 
    • CSJ ABSO will fund healthy food options for snacks at on-going programming with community members at a rate of $5 per person per programming event. CSJ ABSO will fund healthy food options for Special Events with community members at the rate of $14 per person per event.

      Mission-Based Vendor Incentive Program
    • CSJ ABSO encourages Student Organizations to purchase food and products from mission-based vendors. 
    • Mission-based vendors include women-owned and minority-owned businesses, businesses that employ migrants or refugees, and businesses that seek to help the unemployed or those experiencing homelessness, among others. 
    • A list of potential mission-based vendors is attached as “Addendum B” titled, “Mission-Based Vendor List.” If a Student Organization identifies a vendor not included on Addendum B, they may present that request to the Board for consideration under the Mission-Based Vendor Incentive Program. 
    • CSJ ABSO will fund food from mission-based vendors for ongoing programming with community members at a rate of $5 per person per programming event. CSJ ABSO will fund food from mission-based vendors for Special Events with community members at a rate of $14 per person per event.
  1. Provisions by Which Organizations May Request Monies for Food:
    • All listed dollar amounts are guidelines and do not guarantee that all requests will be funded at this maximum rate. All requests should require a detailed explanation of how food is instrumental in reaching the goals of the proposed activity/event. 
    • Before requesting funds, student organizations are encouraged to seek:
      • Co-sponsorships
      • Alternatives to catering such as home cooking or purchases from warehouses (such as Costco).
    • General Body Meetings:
      • CSJ ABSO will fund food for two General Body Meetings per semester. 
      • CSJ ABSO will fund a maximum of $3.50 per person per General Body Meeting. 
      • If a student organization wishes to provide a full meal as part of an internal bonding or recruitment activity, they may do so at a rate of $10 per person. This event will count as one of the two General Body Meetings receiving funding in a semester.
    • On-going Programming:
      • CSJ ABSO will consider funding food outside of the Incentive Programs for on-going programming at the rate of $3.50 per person per programming event. CSJ ABSO will consider funding food for on-going programming not used with community members at the rate of $3.50 per person per programming event. 
    • Trainings: 
      • For trainings less than 3 hours, CSJ ABSO will fund $3.50 per person. 
      • For trainings lasting 3 or more hours, CSJ ABSO will fund $5 per person.
    • Food in Group Bonding Activities:
      • Organizations are allowed three bonding events per semester, or six bonding events per year. Within a semester, at least 2 bonding events must be for general club members. The third bonding event can either be for the organization’s board or the organization’s general club members, at the organization’s discretion.  
      • CSJ ABSO will fund $10 per person for group bonding activities.
    • Food for Special Events:
      • A maximum of 2 special events without community members will be funded by ABSO per semester.
      • CSJ ABSO will consider funding food outside of Incentive Programs at a rate of $10 per person. 
    • Food for Off-Campus Retreats: 
      • CSJ ABSO will fund $10 per person for a meal at off-campus retreat events.
  1. Training Activities:
    • CSJ ABSO will fund no more than 4 training events within a fiscal year. 
    • CSJ ABSO encourages organizations to utilize free workshops and training offered throughout the year by the CSJ. 
    • If a CSJ organization meets the requirements above, the training will receive funding based on the funding section provided in Section XI. 
    • Leadership transition training for new incoming organization leadership will be funded at $10 per person, up to $60 total. This funding will be available once per semester with the stipulation that organizations will be responsible for providing ABSO with the names and Georgetown emails of the new President(s) and Treasurer(s).
  1. Special Events With Speakers:
    • CSJ ABSO will fund up to $300 per speaker for costs including travel, hotel, food, honoraria, etc. with a detailed explanation as to why this speaker directly furthers the organization’s mission. 
  1. On-Campus Conference Attendance:
    • CSJ ABSO will fund up to $75 per person in registration fees necessary for the attendance of ABSO student organizations to Georgetown University conferences.
    • CSJ ABSO will not fund food for conference attendance at Georgetown University.

  2. Off-Campus Conference Attendance and Overnight Retreats:
    • CSJ ABSO recommends that student leaders request funding for retreats in their annual budget to ensure adequate planning time. 
    • Conference Registration: CSJ ABSO will fund up to 2/3 of registration costs.
    • Participants: No firm limits are set regarding who or how many should attend. Off-Campus Conferences and retreats should be open to the full active membership of an organization unless the request includes a valid reason to limit the equal participation of the membership. All attendees should be active members in the student organization.
    • Food: Meals not provided at the conference and meals on overnight retreats will be funded according to the policies stated in Section XI.
    • Travel: CSJ ABSO asks that students search well in advance for travel arrangements to ensure the best price. 
    • Lodging: CSJ ABSO asks that students search well in advance for adequate but not excessive lodging to ensure reasonable pricing. Based on market prices in the DMV area, CSJ ABSO recommends that student organizations spend less than $150/night. Any lodging rate in excess of $150/night will be more closely reviewed by the board. ABSO also recommends that DBC requests to purchase lodging be submitted at least two months in advance. 
    • Off-Campus Conference Funding Stipulations: CSJ ABSO requires some financial contribution to the total cost of the conference attendance, potentially through fundraising or co-sponsorships. ABSO will consider funding up to 2/3 of the total cost of Conference Attendance, including Registration, Travel, and Lodging.
    • Retreat Funding Stipulations: To qualify for retreat funding, a CSJ Student Organization must submit an agenda to CSJ ABSO, after which the board will approve the event as long as the agenda specifically demonstrates a focus on reflection and improving the organization’s advocacy work.
      • CSJ ABSO will fund no more than two retreats such activities within a fiscal year, and no more than one retreat within a semester.
    • Funding for conference attendance and participation in overnight retreats is contingent on the student organization adhering to the University’s Code of Student Conduct. If students violate the Code of Student Conduct, a written report must be submitted to the organization’s CSJ ABSO student advisor to be reported on in the minutes.

  3. Fundraising Policies:
    • ABSO-allocated funds cannot be directly donated to an external non-Georgetown organization.
    • All fundraising dollars (either cash or checks) must be dropped off at the CSJ dropbox located inside the CSJ immediately after the event or sales. In accordance with Georgetown University policy, no personal accounts shall be used to deposit student organization funds. Fundraising proceeds are deposited by CSJ into the organization’s’ GMS cost center with the University. This includes the use of mobile payment services including but not limited to Eventbrite, Venmo, Square, or GoFundMe.
    • When reviewing requests, ABSO will consider the projected funding plan and the amount the fundraiser expects to raise and donate. 
    • Fundraising Programming: 
      • All fundraising requests must provide a fundraising plan, including the marketing plan, total costs of the event, estimated revenue, estimated profit (costs minus the total expected revenue), and detailed information about the event’s profits in the past. All fundraising programming must include an awareness component in which the student organization distributes information about their cause.
    • Fundraising only Events: 
      • ABSO shall provide loans (funding that must be paid back to ABSO) for fundraising events and shall not make donations towards the cost of the event. 
      • To be considered for loans, the student organization must plan to achieve a percentage profit greater or equal to 25% , where profit is defined as total revenue minus total cost. CSJ ABSO will consider the event’s prior success, if applicable, the provided fundraising plan, as well as the organization’s history of loan repayment.
    • Fundraising and Advocacy Events: 
      • In order to support the advocacy component of fundraising events, ABSO may underwrite a maximum of 10% of the total cost of fundraising and advocacy events. To be considered for an underwrite, student organizations will need to submit a detailed advocacy plan and explicitly request an underwrite. This underwrite is not a loan; ABSO does not expect it to be paid back.
      • Loans will be available for covering the cost of the rest of the event; however, the loan must be paid back in full. To be considered for loans and for funding, the student organization must plan to achieve a percentage profit greater or equal to 25%, where profit is defined as total revenue minus total cost. CSJ ABSO will consider the event’s prior success, if applicable, the provided fundraising plan, as well as the organization’s history of loan repayment. 
    • Sales Policy: 
      • If items such as T-shirts, other apparel, merchandise, or food are sold to raise funds and awareness, CSJ ABSO will consider making a loan to the student organization. CSJ ABSO can also provide loans for t-shirts to be worn at a fundraising event. Details of the t-shirt policy can be found here.
      • The projected funding plan that sets a goal for the amount the student organization is expecting to raise and donate will be taken into consideration.
      • CSJ ABSO will consider funding t-shirts for community members external to Georgetown on a case-by-case basis.

  4. Loan Policies: 
    • ABSO provides limited loans for fundraising events and merchandise sales, evaluated on past event success and projected profit. 
    • Fundraising Event Loans: ABSO will provide loans to organizations for fundraising events, subject to ABSO’s funding availability and provisions outlined in Section XVI. The organization and ABSO will assign a due date for the loan to be paid back in full upon receiving the loan. By the loan’s due date, the organization must also fill out and submit an event evaluation form to ABSO’s Treasurer. 
    • Merchandise Sales Loans: ABSO will loan no more than $1000 to an organization at a time for merchandise sales (excluding t-shirts), subject to ABSO’s funding availability and provisions outlined in Section XVI. The loan must be paid back in full before the student organization may request another merchandise sales loan. The organization and ABSO will assign a due date for the loan to be paid back in full upon receiving the loan. By the loan due date, the organization must also fill out and submit a merchandise sales evaluation form to ABSO’s treasurer. 
    • Loan Requirements: ABSO and each student organization will work together to assign a deadline for the loan to be paid back in full. If the student organization fails to pay back the loan in full, they will be expected to pay back the remaining money by the end of the next fiscal year. The organization can earn back the money they owe by hosting a more successful event. They have until one year after the loan due date to pay back the loan. CSJ Student Organizations who fail to pay back their loan by the due date will work with their student advisor. Failure to pay back the loan a year after the loan due date will result in severe loan restrictions for the defaulting student organization. The student organization may also be asked to discontinue some of their more costly events.

  5. Folding Organizations: 
    • Upon folding, any additional funds remaining in a student organization’s GMS account shall revert back to the CSJ ABSO General Fund. Any additional materials (books, sports equipment, office supplies, etc.) belonging to the student organization shall be donated to the CSJ.

  6. Appendix of Definitions:
    　　General Definitions
    • CSJ​ – Georgetown University’s Center for Social Justice.
    • CSJ ABSO​ – The Center for Social Justice’s Advisory Board for Student Organizations.
    • CSJ Mission Statement – ​The CSJ’s mission statement is: “In order to advance justice and the common good, CSJ promotes and integrates community-based research, teaching, and service by collaborating with diverse partners and communities.” 
    • ABSO General Fund​ – The account where all ABSO monies reside.
    • CSJ Student Organizations ​– Student organizations that are housed under CSJ ABSO.
    • Ad Hoc Funding Requests​ – Funding requests submitted to ABSO during the academic year for funds not already appropriated to an organization.
    • Semester – The period of time indicated by the University Registrar during which classes are in session for a particular academic period.
    • Board Members – The members of CSJ ABSO.
    • Community Members – Individuals outside of Georgetown University that are served by CSJ Student Organizations.
    • Student Members – The students who are members of CSJ Student Organizations.

      Programming Definitions
    • Advocacy – The act of inspiring public support for a cause or mission that directly aligns with the organization’s social justice mission. Advocacy events may do so by providing students with clear information on how they can take action and engage in dialogue in addition to providing basic information about the cause.
    • GMS/Cost Center – Georgetown Management System; tools and resources that Georgetown uses to keep track of inventory and costing.
    • Honoraria – A payment in the form of a monetary or physical gift (in the case of CSJ ABSO, to external speakers)
    • Profit – Total revenue minus total cost.
    • Underwriting – A portion of a requested loan that ABSO will subsidize, meaning the organization does not need to repay that portion.

      Event Type Definitions
    • Bonding Activity (Internal) – An event where student members and board members interact with the focus on building relationships and cultivating an interconnected community.
    • Bonding Activity (External) – An event where the organization works directly with community members to socialize and build relationships, ultimately supporting the organization’s social justice mission.
    • General Body Meeting – An event where members of the organization are given operations updates and relevant information concerning the future of the organization.
    • On-going Programming – A recurring service event with an established community partner that works toward the organization’s social justice mission.
    • Recruitment – An event where the express purpose is to advertise the organization and add more student members to the organization.
    • Retreat – When a select body of members from the organization reflect on the successes of their organization as well as areas for improvement in their advocacy, often traveling off-campus or removing themselves from day-to-day routines. Retreats must include a reflection component defined as an activity enabling student members to step back from programming to consider the larger goals of their work and its relation to their social justice mission.
    • Special Event – A one-time event such as a guest speaker, banquet, or community bonding event beyond Georgetown. These events are outward facing, engaging beyond the club membership and/or with community members.
    • Training – An event held for the purposes of training organization members in any skills necessary for the completion of the organization’s social justice mission.