1. The new Chair of FAB is elected prior to the close of the fall semester in order to allow for a sufficient transition period under the sitting Chair.
2. The timeline for elections is as follows:
   1. Last Sunday in October — nomination period opens for Chair of FAB
   2. First Sunday in November — all nominations, by a board member or by oneself, will be submitted to the sitting Chair of FAB
   3. Second Sunday in November — nominees will present their pitches to the board and the board will vote immediately after
   4. Start of Winter Semester — Chair-elect will take over as Chair
3. Any member of FAB that has completed one semester with the board may run for Chair.
4. Every member of FAB will have a vote, including nominees. Each individual will vote anonymously and submit their votes to the sitting Chair to be counted.
5. Those individuals who may be studying off-campus during the first semester may still run for Chair of FAB.
   1. Arrangements to allow for their nomination and pitch will be made should an individual abroad choose to run.
   2. If the Chair-elect is off-campus, an exception will be made for the outgoing Chair of FAB to remain in position through early January to allow for transition time.

1. Prior to the start of each FAB meeting the Chair sets a debate time for each funding request that has been submitted. This is communicated to the other members of FAB via email no later than six hours prior to the start time of the meeting. 
2. Deliberation on a single request shall not exceed 30 minutes. There is no minimum deliberation time. 
3. At the start of each FAB meeting, members review the deliberation times and alter them as needed. 
4. While deliberating, if deliberation time must be extended, board members must add time by requesting a vote to add five minutes to the deliberation, which will be approved by simple majority vote.

1. Financial support
   • An account with the Bates College Accounting Office.
   • Ability to apply to the Funding & Activities Board (FAB) for money for club activities.
   • Ability to request additional funding from campus entities that provide such funding to BCSG-recognized clubs.
   • Monthly account activity reports from the Accounting Office.
2. Logistical support
   • Orientations and trainings for club leaders provided by FAB and/or Campus Life.
   • A group on Bates Engage, including your club’s description, contact information, and links to your social media pages. This group also enables leaders to communicate with current and prospective club members.
   • If requested from Campus Life, a delegated email address to use for official club business.
   • The ability to reserve event, program, and meeting spaces via the Event Management System.
   • Robust support in the areas of club advising and event/program planning from Campus Life.

1. Adhere to all rules and policies governing the operation of BCSG-recognized clubs stipulated in this document, and on the Campus Life website.
2. Be active and inclusive on campus and in engaging with the off campus community.
3. Attend required meetings and hearings in a timely and orderly fashion.
4. Submit an annual Club Re-Registration Application and Mid-Year Report.

1. On-campus events that are not open to all Bates students for attendance and/or use. This includes events for which no concerted effort was made to get the campus community involved and/or informed.
2. On or off campus events for alumni.
3. Donations and gifts. Awards and prizes are permitted, but should be purchased in moderation. FAB reserves the right to determine reasonable value of awards and prizes on a case-by-case basis.
4. Personal items
   1. Exceptions may be made by Campus Life if the money spent on the merchandise is returned to the club account via fundraising. If fundraising does not fully reimburse the club account, the difference will be deducted from the following year’s initial budget allocation.

1. Food at events
   1. Clubs are required to have attendees register in advance for events at which food will be served. Clubs may spend no more than $20 per registrant on food at events. To allow time for coordination, it is recommended that the deadline for registration be no later than one week prior to the event date. Bates Engage should be used for event registration.
2. Food at club meetings
   1. Clubs may spend no more than $10 per club member on food at meetings.
3. Food during off-campus travel
   1. Clubs may spend no more than $30 per person per day on food expenses incurred during Campus Life-approved off-campus travel.
4. Other considerations
   1. FAB recommends that clubs consider obtaining meal replacements from Catering before requesting or spending money on food. These may consist of pre-packaged items, or even raw materials to cook meals. This is a free service. For more information, check out this page.

1. Clubs may spend no more than $30 per person per academic year on customized clothing.
2. Clubs are permitted one round of advertising merchandise per year (e.g, stickers, cell phone wallets, pop sockets, etc.).
3. Regardless of type, all promotional merchandise expenditures may only be used to promote a club or club-sponsored event or program.
4. Promotional merchandise may not be personalized with an individual’s name or nickname.
5. Promotional merchandise featuring a Bates mark must be purchased via an approved vendor. You may find more information about college licensing here.

1. In order for such gifts to remain in the club’s account, they must be communicated to Campus Life and the Accounting office as restricted, with a specific use for the funds designated.

Debt

1. Clubs that have gone into debt may not request additional funding or make additional expenses until the debt is resolved.

2. In order to address this debt, the president and treasurer of the club must meet with the Assistant Dean of Students for Campus Life to discuss the events that led to the club being in debt, and best practices to avoid going into debt in the future.

3. After the meeting, the Assistant Dean may recommend to the BCSG Funding & Activities Board that the debt be forgiven. FAB may accept this recommendation by a majority vote.

4. After the debt is forgiven, if the club goes into debt again in the same academic year, the club’s account may be frozen for the remainder of the academic year, meaning the club may not request additional funding or make additional expenses. Whether a club’s account becomes frozen shall be determined by majority vote of FAB.

5. If a club is in debt at the end of the college’s fiscal year, that debt shall remain in the club’s account, meaning that it will detract from the club’s initial budget allocation for the following fiscal year.

1. A copy of the constitution the club intends to have in effect for the following academic year.
2. A complete roster of active members. Active membership is defined as continual participation in club meetings, events, programs, and other activities, and should be determined as participation in at least 51% of the club’s activities.
3. Position-holders of Treasurer, Community Liaison, and three other officers for the following year.
   1. Proxies for these position-holders may be accepted, if the club constitution stipulates that selection of these individuals does not occur until after the application is due.
   2. Please note these officers will replace the officers on record in Bates Engage after the conclusion of the current academic year. If a club changes its officers between Re-Registration and the end of the current academic year, officers will still be replaced by the ones submitted during Re-Registration.
4. A qualitative report of a club’s activities, including accomplishments, challenges, and goals for the coming year.
5. If applicable, a list of club members who should have key or swipe access to the club’s storage or office space for the coming academic year.

1. If a club is late in submitting their Re-Registration without an extension from the Chair of FAB, that club risks loss of BCSG-recognized status.
2. Deadline extensions are granted only by the Chair of FAB, and can be requested by emailing fab@bates.edu.

1. A club deemed inactive has all funds currently in its account transferred to additional club funding and its account closed.
2. A club deemed inactive may re-apply for club status after one full calendar year from the date of inactivation via the New Student Club Application.