AdHoc Update (09/04/23): SFC will only be able to offer a total of $10k-$15k per AdHoc meeting to ensure an equitable distribution of funds. AdHoc Update (09/05/23): Due to the high-volume of AdHoc requests, budgets will take 8-days to be returned from the date of AdHoc until further notice.
Summary
Ad hoc funds may be allocated for circumstances or opportunities discovered by all student groups, chartered or unchartered
Ad hoc requests are reviewed weekly where the requesting groups is asked to present the proposal to SFC
Ad hoc allocations may not be appealed, unless approved by the SFC
Contact the SFC organization through the SFC email (sfc@oberlin.edu), if you have questions or would like assistance with the process
Use this link to sign up for our weekly Ad Hoc sessions
Contents
What is ad hoc?
Where does the ad hoc fund come from?
When does ad hoc occur?
How can a group request funding?
1. What is ad hoc? Ad hoc funding will be SFC’s secondary funding process, intended to:
support the costs of circumstances or opportunities for chartered student organizations
provide the annual budget for organizations which did not receive funding in the Spring Allocation process, and
provide funds for innovative events, activities, or programming planned by individuals or groups of students.
A single ad hoc request may be for as many or as few events, activities, or purchases as the petitioning organization wishes.
2. Where does the ad hoc fund come from? All funds remaining unallocated at the conclusion of the Spring Allocation process, as well as all funds unutilized by student organizations in the previous year (known as “rollover” funds) will constitute the ad hoc fund, and any money that the SFC allocates between Spring Allocation processes will be drawn from this fund.
3. When does ad hoc occur? The SFC holds ad hoc sessions every Sunday 1-5 pm in Wilder 215 from the beginning of the fall semester until the Spring Allocation process begins or the entirety of the ad hoc fund is allocated.
4. How can a group request funding? Groups seeking funds must submit an ad hoc request form complete with a description of the proposed event, activity, or purchase for which funds are being requested, as well as a detailed and comprehensive budget.
Ideally, groups should submit requests no later than a month prior to the event for which they need funding, in order to accommodate the time required to process allocations. Organizations may submit requests as early as they wish, including for spring semester programming during the fall semester.
The Organization Liaison Officer of the SFC is responsible for scheduling ad hoc appointments, as well as distributing all funding requests to the SFC prior to the ad hoc session. Normally, all groups submitting funding requests will be invited to the ad hoc session in order to present their proposal and answer questions from the SFC, following which the SFC will deliberate and vote on an allocation. However, the SFC may decline to consider a group’s request if:
Funds are being requested for items prohibited by law, College policy, or SFC policy
The proposed event, activity, or purchase does not fall within the organization’s charter or stated purpose
The proposed event, activity, or purchase does not fall under the purview of SFC’s purpose
Club Sports ad hoc requests shall be deferred to the Club Sports Council
Alternatively, the committee may postpone hearing an ad hoc until the request is amended to align with SFC policy.
If the Committee Coordinator or any Committee member feels that a funding request meets one of these conditions, he/she is responsible for providing a rationale to the entire Committee and calling for a vote on whether the request will be considered. If a majority of the Committee votes in favor of hearing the request, the requesting individual or organization will be scheduled for an ad hoc session in accordance with normal procedures.
Alternatively, the SFC may decide to vote on a funding request electronically, or in a meeting outside of the normally scheduled ad hoc session. This is usually reserved for situations in which great haste is required, or else when the proposal is simple and the Committee feels that they would not learn any additional information by questioning the group requesting funds.
In order for the SFC to vote electronically to allocate funds, the SFC executives (Co-Chairs, Student Treasurer and Assistant Student Treasurer) must reach consensus that this form of voting is appropriate, and set a deadline by which Committee members must vote on the proposed allocation. If the Committee votes against any allocation, the group requesting funds will be scheduled for an ad hoc appointment in the usual manner.
If the SFC allocates funds to an unchartered group (an “ad hoc group”) or individual, the OST will create an ad hoc account for that student or group, through which funds can be spent. These accounts are temporary and reset at the end of each academic year. Funds allocated to chartered organizations through the ad hoc process will be transferred into the organization’s permanent account, unless special circumstances require otherwise. Though these allocations are recorded at the time the Committee votes, the funds will not be accessible until the Controller’s Office processes the allocation, which happens twice each month.
Since the Spring Allocation process is intended to provide chartered student organizations with funds sufficient to operate for an academic year, ad hoc requests from these organizations may include the costs emerging from unforeseen circumstances or opportunities.
Unchartered organizations or students may request ad hoc funds from the SFC as many times as necessary within an academic year, however, they must explain whether the requested funds are for a one-time cost, or if they intend to enter the chartering process. No unchartered group may ad hoc for more than 2 consecutive years without entering the chartering process. Exceptions to this rule must be approved by a majority vote of the committee and must be re-approved every year.
There is no appeal process for ad hoc allocations, and groups may not normally request funding for the same event or purchase multiple times if dissatisfied with the SFC’s initial decision. When the SFC makes an allocation decision about an ad hoc request, any Committee member may propose that the organization or individual in question be given an exemption to this policy. If two additional Committee members concur, the Committee Coordinator will notify the organization that they may request supplemental funds, or resubmit a funding request.