Student Activities
George Mason University

Student Organizations FAQs

1. What are Council Roundtables?
2. How do I start a New Student Organization at Mason?
3. What is a Fiscal Management Workshop and when will they be taking place?
4. What is the new Student Funding Board (SFB) process and deadlines?
5. What is the Social Programming Fund (SPF) process and deadlines?
6. If I am interested in joining a particular organization, how do I get involved?

Q: What are Council Roundtables?

A: The Council of Student Umbrellas creates roundtables based on feedback from the student orgs under the seven umbrellas and the three liaison groups. The roundtables are designed to assist student orgs with a particular area of student org development (i.e. advertising, recruitment, funding, events management, collaboration, etc.).

The Council's roundtables normally are scheduled for 7:30pm on the third Wednesday of the month. Please check with your respective Umbrella Leader or the Assistant Director for Student Organizations if there is a topic you would like to see presented.

Q: How do I start a New Student Organization at Mason?

If you are interested in starting a new student organization at Mason there are a few steps that you need to complete:

  • Must have at least eight (8) interested Mason students
  • Each of the eight students must:
    • Be a currently enrolled Mason student
    • Meet the minimum academic achievement record defined as a cumulative grade point average (GPA) of a 2.0 or better
  • The prospective club must secure a member of the Mason faculty/staff to serve as the primary advisor to the club. This person must be a full-time employee (no adjunct faculty, teaching assistant, graduate assistant, etc.)
  • The club cannot in any way directly duplicate an organization that already exists. This includes groups that have been previously organized, but may currently be inactive.
  • Agree to abide by all federal, state, and local laws and to the George Mason University mission and its policies and procedures.

Forms that need to be completed are listed below and can be found online:

  • Student Organization Recognition Form
  • Constitution Cover Sheet
  • Constitution Draft
    • Constitution Guide
    • Constitution Tips
  • Advisor Confirmation Form
  • Roster of Founding Members

Q: Fiscal Management Workshops - Fall 2007

The Fiscal Management Workshops are designed to inform student org representatives about fiscal procedures at Mason, which includes a mini-tutorial on how to complete the required forms. Each organization's President and Treasurer are required to attend these workshops in order to have access to your funds (SFB, SPF, or SGR).

Each org will have the opportunity to have one representative receive access to the Banner system (so you can check your balance online).

Attendance at all Fiscal Management Workshops is by RSVP ONLY to: rholder@gmu.edu. RSVP's must include the following four parts:

  • Name of Individual Attending
  • Title of Individual Attending (i.e. President, Treasurer, etc)
  • Name of Organization (no acronyms)
  • Date and Time of desired workshop

All RSVPs must be received by 4:30pm on the day before the workshop. If no reservations are received by 4:30p, the workshop will be cancelled for that day. The workshop schedule is as follows:

Fall 2007 workshops are:
(Location: Student Activities Front Conference Room)
Sept. 3-7: TBD
Sept. 10-14: TBD
Sept. 17 & 27: TBD
Oct. 8 & 18: TBD
Nov. 5 & 15: TBD
Dec. 4: TBD

Make a note of these workshops as they are required for Presidents AND Treasurers of EACH recognized student organization. Also remember, one person cannot be on the signature card for two different organizations, so plan accordingly. Attendance will be on a RSVP process as usual.

All workshops will take place in the Student Activities Front Conference Room located in the SA office in SUB I, Room 101. Please make sure you are on time as doors are locked and admittance is not allowed 15 minutes after the workshop begins.

Q: What is the new Student Funding Board (SFB) process and deadline?

A: General Rules/Guidelines for Funding of all requesting organizations:

  • All Recognized Student Organizations are eligible to receive up to $3,500 per semester with a cap of $5,000 per year. Funding requests can be made within the following categories:
    • Conferences/ Leadership Programs/ Competitions
    • Revenue Generating Events (Maximum Allocation of $1,000 per semester)
    • Per Administrative Policy No.6 "All funds generated by the activity, whether from use of student fees or from other sources, must be deposited into and expended through the university account of that activity"
    • Money collected cannot be donated to any individual or organization (this includes non-profit organizations)
    • Non-Revenue Generating Events
    • Newsletter/Publications
  • Office Supplies may be requested once per academic year. The Maximum Allocation for this will be $100 per ACADEMIC YEAR. This allocation is considered part of the $3,500 maximum per semester.
  • National Dues/ National Insurance may be requested by organizations. The Maximum allocation for this will be $500 per ACADEMIC year. This allocation will not be considered part of the $3,500 maximum per semester.

Funding will not be approved to pay for food at regular meetings, only one meeting supported by food will be approved per semester.

Review Process:

  • The SFB committee will review requests every two weeks
  • Responses will be provided to applicants via email by the SFB Chair within 24 hours of the review process

Purchase Requests and invoices from support services, contracts, etc. must be submitted to Rosalynn Holder, SA Business Manager, in order for funds to be released for payment. Documentation must be submitted at least three weeks prior to the event. All orgs are required to submit an event evaluation form two weeks after the event, if not submitted additional funding requests will not be approved.

All applications must include the following (available online):

  • Signed/Initialed Student Funding Board Coversheet (pages 1 and 2)
  • TYPED SFB-1
    • If only requesting funds for Office Supplies/National Dues or Insurance, you only need to complete the first box
  • TYPED SFB-2 (submit one SFB-2 form for each program).
  • Attach a copy of contracts/invoices for food services, honorarium, events management, events production, etc.

Fall 2007 Application Deadlines (for programs after September 30th):

  • September 7th & 21st
  • October 5th & 19th
  • November 2nd & 19th
  • For programs occurring between January 22, 2008 - February 29, 2008
    • Deadline: November 30th

Q: What is the Social Programming Fund (SPF) process and deadlines?

A: The Social Programming Fund (SPF) allows recognized student organizations the opportunity to produce programs on-campus that are also open to the Mason community.

GENERAL Rules/Guidelines for Funding of ALL requesting organizations:

  • Individuals cannot apply for funds
  • Event must be OPEN to entire GMU community
  • Event must be alcohol free
  • Event must be on the GMU campus
  • Event must not be revenue generating (i.e. no admission charge)
  • Events must occur before finals week of the Spring semester

Guidelines for an INDIVIDUAL ORGANIZATION applying for funding (in addition to the general guidelines):

  • All participating organizations must be recognized by the Office of Student Activities at George Mason University
  • Organizations can receive up to $6,000 (during the course of the current semester)
  • Attach a copy of contracts/invoices for food services, honorarium, events management, events production, etc.

Guidelines for CO-SPONSORSHIP of organizations applying for funding (in addition to the general guidelines):

  • All participating organizations must be recognized by the Office of Student Activities at George Mason University
  • Co-Sponsored events can receive up to $10,000
  • Co-sponsorship is limited to a maximum of 3 recognized student organizations
  • Attach a copy of contracts/invoices for food services, honorarium, events management, events production, etc.

Guidelines for SG, PB, & ISU applying for funding (in addition to the general guidelines):

  • Groups who receive programming funds (i.e. SG, PB, ISU) are eligible to receive up to $3,000 (during the course of the current semester)
  • Attach a copy of contracts for food services, honorarium, events management, events production, etc.

Fall 2007 Application Deadlines

  • September 14th & 28th
  • October 12th & 26th
  • November 9th & 30th
  • For programs occurring between January 22, 2008 - February 29, 2008
    • Deadline: December 7th

Advertising Requirement for SPF funded events

All SPF funded programs must have the following statement clearly printed on all publications (fliers, announcements, etc.):

"Sponsored by the Student Organization Social Programming Fund"

Additionally, all fliers for SPF events must be PRE-approved by the Assistant Director of Student Activities - Organizations prior to posting.

Q: I am interested in joining a particular organization, how do I get involved?

A: Once you have figured out what organizations you would like to join, go online and reference the Student Organization Contact List. On the contact list the organizations president's email addresses are available. Feel free to email the president's to let them know you are interested and to let you know when their next meeting or event might be. Also, keep an eye out on campus for various flyers for events on campus sponsored by student organizations. This is a great way to meet the members of organizations.