USG EMAILS
2025-2026 Emails
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Hi Seawolves!
Welcome to the third edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Through this monthly newsletter, we share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus. We hope you enjoyed a well-deserved Thanksgiving break and are feeling recharged as the semester winds down and we approach finals season!
Get Your Tickets for the USG Comedy Show featuring Sal Vulcano Now!
Sal Vulcano, comedian, podcaster, and star of Impractical Jokers, was our top polling act and is coming to Stony Brook for this year's USG Comedy Show! Get ready for a night of non-stop laughter on Thursday, February 12th, 2026, at 8 PM at the Stony Brook Arena. This event is funded by your Student Activity Fee (SAF) and is one show you don’t want to miss!
Tickets are now available online on University Tickets! Tickets are selling fast, so make sure to grab yours ASAP! Online purchases are highly encouraged to avoid lines and secure your seat. E-tickets will be sent via email from no-reply@audienceview.com and must be displayed on your phone or printed at the door.
Tickets can also be purchased in person at the USG Ticket Office (cash only) in the SAC "Why" Lobby on the 1st floor. Please note that Stony Brook student IDs must be presented for in-person purchases. For any questions regarding tickets, please email the USG Ticket Office at usg_ticketoffice@stonybrook.edu or call 631-632-6464.
Prices for Undergraduate Students:
Bleacher Tickets – $25
Floor Tickets – $40
Build your own Study Kit!
Grab snacks, self-care items, study essentials, and stress-relief goodies in your own Study Kit, free for all students and funded by your SAF!
Don’t Miss Our Events this Weekend!
Blizzard Bash | Friday, December 5 | 4-8 PM | SAC Plaza
Experience a winter wonderland on campus with ice skating, hot chocolate, igloos, winter treats, crafts, and a snowy atmosphere to take a break from semester stress.
Relax in the SAC | Saturday, December 6 | 7-10 PM | SAC Ballrooms A & B
Unwind with massage chairs, aromatherapy, and an oxygen bar. Tap into your creative side with Lego succulents, mini bouquets, tea-bag making, sugar scrubs, and more. Enjoy tasty treats, photobooth memories, lofi Ghibli vibes, and wellness goodie bags to recharge both your mind and body.
Save the Date for our Biggest Spring Events!
Comedy Show: Sal Vulcano - Thursday, February 12 | 8-10 PM | Stony Brook Arena
Diversity Festival - Thursday, February 26 | 6-9 PM | SAC Ballroom A
Brookfest Concert - Friday, March 27 | 6-10:30 PM | Stony Brook Arena
Staller SZN - Saturday, April 18 | 11-6 PM | Staller Steps
Roth Regatta - Friday, May 1 | 12-5 PM | Roth Pond
Last Night Out - Saturday, May 9 | 2-8 PM | Staller Steps
Spotlight on the Student Assessment Council
The Student Assessment Council (SAC), part of the Office of Educational Effectiveness (OEE), is a student-led group that strengthens student voice in shaping academic programs. SAC works on research, surveys, outreach, and assessment projects to support a more student-centered learning experience on campus.
SAC is looking for motivated interns from all majors who are interested in research, data, education, or student advocacy. Interns help with survey design, data collection and visualization, focus groups, and real assessment projects across academic departments. Interns gain hands-on experience by:
Collaborating on program assessment projects across multiple academic departments
Supporting survey creation, Qualtrics design, data cleaning, and visualization
Participating in student focus groups, interviews, and outreach
Working directly with OEE staff to develop meaningful insights for program coordinators
Building professional experience in research, evaluation, and analytics
Apply today! Check out SAC’s Instagram @sbu.studentassessment. For any questions or collaboration proposals, contact SAC directly at studentassessment@stonybrook.edu.
Stay Connected with USGFollow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Hi Seawolves!
Welcome to the second edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! In case you missed the last one, each month we’ll share highlights, updates, and information about upcoming events, so you never miss what’s happening on campus.
Event Recaps
Spooky Brook occurred on the night of October 25, with over 1,200 attendees!
The 8th Annual Light the Brook was held on November 3, made possible by your Student Activity Fee (SAF), the Office of the President, Division of Student Affairs, and Student Engagement & Activities.
Your Chance to Open for Sal Vulcano – Apply Now!
Want to open for Sal Vulcano at the 2026 USG Comedy Show? Here’s your chance! We’re looking for SBU comedians to perform during the Pre-Show on Thursday, February 12, 2026. Submit your audition video or audio clip for a chance to perform live in front of hundreds of students before the main act! Don’t miss your shot to get on stage and make Stony Brook laugh!
Deadline: Monday, December 1, 2025, at 8 AM
Support Our Students During Back the Brook Today!
Today, November 19, the Stony Brook community is coming together to support our student clubs, organizations, and athletic programs during the university’s inaugural Back the Brook event. This 24-hour crowdfunding initiative will bring focus to the student experiences that enhance campus life each year by providing them with resources to grow and excel.
There are 22 student clubs and organizations, along with SBU’s 18 NCAA Division I athletic programs, participating, with each group creating meaningful goals to add value to their programs and strengthen student life.
To see more of the inspiring goals set by Stony Brook’s participating clubs, organizations, and athletic programs, click here! Support our community and make your gift today!
Don’t Miss These Upcoming Fall Semester Events!
Community @UNITI | Wednesday, December 3 | 7-9 PM | Uniti Cultural Center
Blizzard Bash | Friday, December 5 | 4-8 PM | SAC Plaza
Save the Date for our Biggest Spring Events!
Comedy Show: Sal Vulcano - Thursday, February 12 | 8-10 PM | Stony Brook Arena
Diversity Festival - Thursday, February 26 | 6-9 PM | SAC Ballroom A
Brookfest Concert - Friday, March 27 | 6-10:30 PM | Stony Brook Arena
Staller SZN - Saturday, April 18 | 11-6 PM | Staller Steps
Roth Regatta - Friday, May 1 | 12-5 PM | Roth Pond
Last Night Out - Saturday, May 9 | 2-8 PM | Staller Steps
Diversity Festival – Call for Performers and Tabling
All cultural performance student clubs, organizations, and departments are invited to express their culture at this year's event. If you are interested in participating, please complete this registration form by Monday, December 1st, 2025, at 5 PM.
Senator Spotlight and 2 Minute Survey
Samaira Pawa is a dedicated senator focused on accomplishing initiatives this year. She would like your input! Please take a 2-minute survey to share your thoughts. Your feedback will help shape student-led initiatives such as:
Nap/rest areas
Dining expansion
Charging stations
Ice machines in residence halls
Take part in shaping campus life and making meaningful changes!
Stay Connected with USGFollow us on Instagram and TikTok (@stonybrookusg) to stay updated on events, initiatives, announcements, and opportunities to get involved!
We want to hear from you!
Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email VP of Communications, Laiba Rajput, anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council Student Activities Center (SAC) Suite 202Website | Instagram | LinkedIn | YouTube | Office Hours
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Dear Clubs,
We, the Undergraduate Student Government (USG), are committed to supporting you in any way we can this year. As part of this effort, we have decided to pilot giving clubs access to a line budget in the Spring!
This means that if you are receiving this email, your club is eligible to apply for a line budget for the Spring 2026 Semester. Please note that this will be your Budget for only the spring semester. To get a Line Budget for the 2026-2027 Academic year, you will have to participate in Spring Budget Weekend, for which you will be communicated to closer to the date.
Your club has been on a Probationary Budget for at least two semesters now. A Line Budget means easier access to funds (each item does not have to be approved), as well as a higher budget threshold. To elaborate, your club can request up to $40,000 per semester and will be granted a total budget amount based on the scope of your club's activities and overall campus engagement. For more details on how your club's budget will be evaluated, please see this rubric.
You can apply for a Line Budget for the Spring Semester in three simple steps:
1) Make a copy and fill out this application sheet (https://docs.google.com/spreadsheets/d/1U_Wf66G-UATG58e2mF4OYpXvrIIyu_aU/edit?usp=sharing&ouid=111043931745267702981&rtpof=true&sd=true) with your financial details from the previous semesters along with your requested amount for the Spring. Please go through each tab and fill out whatever applicable, and leave the rest of the spaces blank. See the Application guide/Rubric for your reference.
2) Make a presentation highlighting your club's club's activities and overall campus engagement, similar to your PBC application
3) Fill out this form (https://forms.gle/QswX7uspeaDmDFUb8) in its entirety and upload relevant club documents on to the form.
Once you have completed these three steps, your club will be invited to present to the Probationary Budget Committee (PBC) and must be confirmed by the USG Senate after PBC approval.You should receive an email within a few days of submission, scheduling your presentation.
This is a great opportunity to strengthen your club’s presence on campus while making it easier for your club's e-board to manage responsibilities.
Application are OPEN right now, and will close on Sunday, November 30th at 11:59 PM. This is a hard deadline and we will not be able to make any exceptions.
Applications are also accepted on a rolling basis, so please apply as soon as you are able to. We only have a limited amount that we can grant clubs, so make sure to take advantage of this opportunity as soon as possible.
Please refer to this presentation for FAQ's about a USG Line Budget.
While your club is currently eligible for a Line Budget, please make sure to spend >75% of your approved PBC Budget for the semester to make sure that your club can receive a Line Budget in compliance with the Financial Bylaws. Please let us know if you'd like to edit your approved Budget to make sure you meet the 75% spending threshold required for the Probationary Budget.
If you have any questions or would like assistance preparing your application, I am happy to meet at a time that works best for you. Please make an appointment with me here (https://calendar.app.google/i4PbJzmxujkAkhrn7).
I will also have in-person office hours in the USG Suite (SAC 202, Office217)
- Today (Wednesday 11/19) from 5:00PM to 6:30PM;
- Friday 11/21 from 2:00PM to 5:00PM,
- Monday 11/24 from 9:30AM to 11:00AM and
- Tuesday 11/25 from 9:30AM to 12:30PM.
Please feel free to reach out to me at usg_clubsandorgs@stonybrook.edu for any questions, concerns, or assistance.
For any urgent matters, you may reach out to me directly at taher.motiwala@stonybrook.edu or call/text (631) 633-9227.
Thank you so much for your continued dedication and support in helping us foster a vibrant campus community. We look forward to receiving your applications soon!Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hi folks,
We have 2 announcements from SEA/USG we wanted to share:
Want to open for Sal Vulcano at the 2026 USG Comedy Show? Here’s your chance! We’re looking for SBU comedians to perform during the Pre-Show on Thursday, February 12, 2026.
Submit your audition video or audio clip for a chance to perform live in front of hundreds of students before the main act!
Deadline: Monday, December 1st at 8am
Don’t miss your shot to get on stage and make Stony Brook laugh!
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Diversity Festival:
We are excited to announce that the Undergraduate Student Government (USG) and Diversity, Intercultural, and Community Engagement (DICE) will be hosting the 25th Annual Diversity Festival on Thursday, February 26, 2026, from 6:00 PM to 9:00 PM in SAC Ballroom A & B!
Diversity Festival is a celebration of unity—bringing together individuals from diverse backgrounds to share their heritage and lifestyles through dance, music, creative arts, and culture. For over 20 years, this event has been a cornerstone of our community, highlighting the many voices and traditions that make Stony Brook unique.
This year, we’re inviting performers to join us in creating an engaging and immersive cultural showcase in Ballroom A. Whether you perform traditional music, modern dance, spoken word, or any other form of artistic expression, we’d love to feature your talent on stage! To perform at this year’s festival, please complete the Performer Registration Form by December 1st at 5 PM.
Additionally, we’re opening Ballroom B for tabling opportunities—perfect for student organizations, cultural clubs, or campus groups that want to share their heritage, initiatives, crafts, games, etc.
Please fill out this form by December 1st, 2025 at 5pm
If you have any questions, feel free to contact USG Student Life at usg_studentlife@stonybrook.edu or DICE at dice@stonybrook.edu.
We look forward to seeing your performance, visiting your tables, and celebrating diversity together!Becky Reatherford
Assistant Director, Department of Student Engagement & Activities
Office of Student Life
Stony Brook Union, Suite 205, Stony Brook, NY, 11794-3200
Office: (631) 632-9392 | Fax: (631) 632-6756
rebecca.reatherford@stonybrook.edu
Pronouns: she/her/hers
stonybrook.edu/studentengagement | stonybrook.edu/sbengaged
Division of Student Affairs
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Hello everyone,
The USG Senate will be voting to amend the annual year underspending amount from 85% to 90% this Thursday. The amendment will amend the Financial Bylaws Article XII. 2. c. ii. to replace “85%” with “90%”. Fall revisions for AY 2024-2025 Line Budget Spending will also be voted on this Thursday.
Best,
Office of Treasury
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hi Seawolves,
Welcome to the first edition of the Undergraduate Student Government (USG) Newsletter, coming to you from the USG Communications Office! Each month, we’ll share highlights, updates, and information about upcoming events, so you never miss what’s happening.
Meet your Executive CouncilOur Executive Council, elected by you, works hard to represent and support the undergraduate student body through initiatives, advocacy, events, proper distribution of your Student Activity Fee (SAF), and collaborative efforts with university departments and administration. Check out our office hours to meet us and discuss any ideas or suggestions you have!
2025-26 Executive Council
Sarah Elbaroudy, President
Russell Erfan, Executive Vice President
Bonnie Wong, Treasurer
Laiba Rajput, Vice President of Communications
Sebastian Adams, Vice President of Student Life
Taher Motiwala, Vice President of Clubs and Organizations
Ece Naz Durali, Vice President of University Affairs
David Safo, Chief Justice
Meet your Senate
The USG Senate represents your voice by voting on important legislation, funding, and initiatives that shape campus life. All students are welcome to attend Senate meetings. Join us on Thursdays at 7:00 PM in SAC 302!
Events
USG’s Office of Student Life wrapped up Welcome Week with a Drag Show on August 23 and followed it with our annual Wolfieland Carnival on September 20, both funded through your Student Activity Fee (SAF).
If you missed out, don’t worry—we have plenty more upcoming events:
Spooky Brook – Saturday, October 25 | 7–11 PM | SAC
Club Bazaar – Monday, October 27 | 12–2 PM | SAC Plaza
Light the Brook – Monday, November 3 | 4:30-6:30 PM | Admin Fountain
Community @UNITI - Wednesday, November 12 | 7-9 PM | UNITI Cultural Center
We hope to see you at all of these events! Thanks to your SAF, these programs are brought to you each year! Follow us on Instagram and TikTok (@stonybrookusg) to stay tuned for more events throughout the year.
We want to hear from you! Have ideas or feedback for USG? Have suggestions for future USG newsletters? Email us anytime at usg_communications@stonybrook.edu!
Best regards,
The Undergraduate Student Government’s Executive Council
Student Activities Center (SAC) Suite 202
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Dear Clubs and Orgs,
Hope the semester has been treating you well so far! A few important amendments have been made to the Financial Bylaws.
Event/Travel/Asset Grant Changes
The proposed amendments to the financial bylaws regarding grants has been passed by Senate. Here is what you need to know:
1) There will no longer be priority for the consideration of an Event/Travel/Asset Grant being given to RSOs that haven’t yet applied for an Event/Travel/Asset Grant in the current academic year.
2) The grant pool will be allocated evenly between the fall and spring semesters to ensure fair distribution of funds between the two semesters. Any changes to the distribution fall to a majority vote of the Budget Grant Committee.
- If your club is need of a grant in the winter or when funds are out, please still reach out to us and we will let you know the next steps and if we could accommodate it.
- If your club is interested in submitting a grant application, we would recommend your club to submit as soon as possible as grant funds are approved on a first come first serve basis.
Weekend/Evening Event Enhancement (WEEE) Grant Changes
The proposed amendment to the financial bylaws regarding the WEEE grant has been passed by Senate. Here is what you need to know:
1) SEA will review and give recommended approval for requested expenditures prior to Budget Grant Committee meetings, their presence at Budget Grant Committee will depend on the nature of the request.
2) The WEEE Grant has been amended with details on what expenditures would be considered an enhancement to an RSOs Event.
3) The WEEE Grant is able to cover the following expenditures that would be considered an enhancement to an RSOs Event:
Food & Beverage (catering service, food orders, supplies for food (i.e sternos, cutlery)
Entertainment Services (DJs, speakers, novelty acts, etc.)
Decor and Ambiance (lights, tablecloths, centerpieces, etc.) that appropriately is allowed in spaces
USG Services (AV and Events Management)
We have started accepting WEEE grant applications. All grant applications and presentations should be submitted through this form.
Also, there is a resolution to amend forfeiture of budgets. This will be discussed this Thursday (10/2) and voted on (10/9).
Please let us know if you have questions. Thank you.
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Clubs & Orgs,
Hello, just to introduce myself, I am Taher, the VP of Clubs and Orgs. I manage and handle club transitions into USG through the PBC Budget as well as being a general point of contact to clubs for USG.
As a quick reminder, any event that receives funding through the Probationary Budget Committee (PBC) must include the SAF disclaimer on SBEngaged and on all promotional materials or flyers. If your club is approved for a PBC budget, this requirement will apply directly to your events.
We recently updated the USG logo, so I’m sharing the new graphics to ensure all club event materials reflect our current branding. Please bookmark this folder (https://drive.google.com/drive/folders/1VnTcXXjN_AnpRoFBePziu2kHW5n74B5O), which contains several versions of the SAF disclaimer. You can choose whichever version best suits your event needs!
Please note: I only have access to the contact information of your organization and the Core 4 members (President, VP, Secretary, and Treasurer). If someone else in your club (e.g., graphic designer, PR lead) is responsible for creating event materials, please forward this email and the folder to the appropriate person.
These graphics are mandatory for all events supported by PBC funding and must be included in all promotional materials if your club receives approval.Furthermore, CLUB STORAGE APPLICATIONS are now OPEN!
There is very limited space that Campus Life centers can offer, so do make sure to fill out the form as soon as you can.
Applications are processed based on item quantity, item size, group need, and the most appropriate use of space. We encourage you to take your time to truly list out your inventory and needs as an organization prior to submission!
Apply here: https://stonybrook.campuslabs.com/engage/submitter/form/start/584340If you have any help that you'd like, please don’t hesitate to reach out, I’m happy to help!
You can contact me here (usg_clubsandorgs@stonybrook.edu) or at my direct email: taher.motiwala@stonybrook.edu. You may also contact our Communications department for specific SAF logo issues at: usg_communications@stonybrook.edu.
Thank you, and I look forward to supporting all the great events you’ll be hosting this year!
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Dear Club Leaders,
My name is Laiba Rajput, and I am the Vice President of Communications for USG. I’m excited to work with all of you and look forward to collaborating with clubs throughout the year!
As a quick reminder, any event that receives Student Activity Fee (SAF) funding from USG must include the SAF disclaimer on SBEngaged and on any other promotional materials or flyers. Since your club is funded through a USG line budget, this requirement applies directly to your events.
We recently updated the USG logo, so I’m sharing the new graphics to ensure all club event materials reflect our current branding. Please bookmark this folder, which contains several versions of the SAF disclaimer. Feel free to choose whichever version best suits your event needs!Please note: I only have access to the contact information of your organization and the Core 4 members (President, VP, Secretary, and Treasurer). If someone else in your club (e.g., graphic designer, PR lead) is responsible for creating event materials, please forward this email and the folder to the appropriate person.
These graphics are mandatory for all events supported by the SAF and must be included in all promotional materials for your club.
If you have any questions, please don’t hesitate to reach out–I’m happy to help! You can contact me here or at my direct email: laiba.rajput@stonybrook.edu.
Thank you, and I’m looking forward to supporting all the great events you’ll be hosting this year!Best regards,
Laiba Rajput
Vice President of Communications
Undergraduate Student Government
Office 208 | Student Activities Center, Suite 202
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Hello Clubs and Orgs,
Thank you all so much for attending yesterday's PBC workshop. We really appreciate your time and attention.
Attached is the presentation used detailing what PBC is and how to apply (please refer to it as the content discussed): https://docs.google.com/presentation/d/1hySJC5YIYWNP7ql-dDRqBWQrTKDfIEQjdbKY6gsum1c/edit?usp=sharing
Please apply for a PBC Budget here: https://forms.gle/1QWSjWTbGGVieb8e9
The form has all necessary instructions on how to fill out an application along with sample applications and a sample presentation to show you how it should look.
For PBC eligibility you must have finished 2 consecutive semesters as an SEA recognized club, however we do have pending updates on this policy (legislation pending in senate to reduce threshold to one semester of recognition), updates will be communicated as soon as they go into effect. Please do not apply before then if you do not meet the two semesters of recognition.
As for the timeline, we ask that you apply 4 weeks before your first event to be funded. That being said, if we are not able to hear you out, we can offer reimbursement for items approved by the committee.
For assets, events, travel, and Weekend and Evening Event (WEE), you are able to apply for a grant for more than $900: https://stonybrookusg.com/club-resources
If you would like to meet with me to clear any doubts or if you need help with anything USG, my office hours are on Mondays and Wednesdays from 9:30AM to 11:00AM, and Fridays from 11:00AM to 12:00PM.
If you are not available at these times, feel free to make an appointment on this link (https://calendar.app.google/NJqBuLV3axjR5dQv5) at a time convenient to you.
Thank you all so much for contributing your time and effort to build community for the student body, we really appreciate it!
Do feel free to reach out with anything I can help you with. We look forward to receiving your applications!
Best,
Taher Motiwala
VP of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hello Club Leaders!
USG will be hosting a Club Bazaar on Monday, October 27th, from 12:30 pm to 2:00 pm at the SAC Plaza. The goal of the event is to promote student engagement, increase club visibility, and provide student organizations with the opportunity to fundraise in a centralized environment. USG will provide table(s) to participating clubs to set up booths to sell food, drinks, or other approved items to fundraise for club operations.
If you are interested, please complete this Google Form by Monday, September 22nd at 11:59 pm. We will send out confirmation emails after the deadline.
Thank you, and let us know if you have any questions.
Best,
Bonnie Wong, Tina Li
USG Treasury Office
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Seawolves,
On behalf of the Undergraduate Student Government (USG), it is my honor to welcome you to the 2025–2026 academic year. Each fall marks a renewal of our shared purpose: to advance the student voice, strengthen our community, and preserve the traditions that define the Seawolf experience. USG serves as your elected representative body, entrusted with ensuring that undergraduate students remain at the center of life at Stony Brook University.
Building Community Through Tradition
USG’s annual Carnival is back and better than ever! Wolfieland, the University’s largest annual carnival, will be held on Saturday, September 20 from 4–11 PM in the SAC Parking Lot. This signature event, featuring rides, music, games, and food, is FREE to all undergraduates. Thanks to a partnership with the Graduate Student Organization (GSO), up to 500 graduate students will also join us for free, making Wolfieland a true community-wide celebration.
Beyond Wolfieland, USG will host a full roster of exciting events including Spooky Brook in October, Light the Brook in November, and in the spring, Brookfest and the iconic Roth Regatta. These gatherings embody Seawolf pride and provide spaces where students connect, celebrate, and strengthen our collective identity.
Commitment to Shared Governance and Representation
USG’s mission extends beyond events: we are a student-led system of governance that ensures undergraduate voices remain central in shaping University life. The USG Senate meets Thursdays at 7 PM in SAC 302, serving as the legislative body where representatives deliberate on student organization funding, policy, and legislation, while the Executive Council meets Fridays from 12–2 PM in SAC 202 to provide leadership and oversight of USG operations, and advances the initiatives and mission of USG. The Student Activities Board (SAB), responsible for large-scale programming, will release its schedule soon; updates will be posted on SBEngaged, our website, and our Instagram @stonybrookusg.
Undergraduates also participate in the University Senate, the University’s shared governance body of faculty, staff, and students, where student representatives help shape the academic and institutional direction of Stony Brook. If you are interested in serving in this capacity, please submit your application here by September 5. For any questions regarding student representation in shared governance, you may contact usg_universityaffairs@stonybrook.edu. Looking outward, USG is also working to expand the undergraduate voice in state and federal advocacy, ensuring that the priorities of Stony Brook students are represented not only on campus, but across the broader higher education landscape.
Supporting Clubs and Organizations
At the heart of USG’s work is our commitment to supporting the more than 500+ clubs and organizations that make Stony Brook vibrant. These groups are the foundation of campus life, creating spaces for students to build community, explore interests, and lead with purpose. USG provides financial, logistical, and advisory support to ensure that organizations have the resources they need to thrive. Check out club meetings and events on SBEngaged!
USG allocates funding and grants that enables clubs to host events, travel to conferences and competitions, and pursue innovative programming. Our staff and elected leaders work closely with student leaders to guide them through policies, event planning, and budget management, so that their ideas can become reality. This year, we will continue streamlining processes to make involvement easier, while also expanding training and development opportunities for club officers to strengthen leadership across campus.
USG’s investment in student organizations reflects a simple belief: the more our students are empowered to lead, the stronger our University community becomes. Please keep an eye out for communications from usg_clubsandorgs@stonybrook.edu and usg_treasurer@stonybrook.edu for resources and information.
Your Voice, Our Commitment
USG’s work is only possible because of the partnership and trust of the undergraduate community. Every program, every funded club, and every opportunity to represent students in governance is made possible through the Student Activity Fee (SAF). This year, students will once again have the chance to reaffirm that investment in our shared campus life. When the referendum opens, we hope you will take part, because your voice not only shapes USG’s direction, but also ensures that Stony Brook continues to thrive with opportunities for every student to belong, lead, and succeed.
Students are always welcome to connect with USG, whether by visiting our office on the second floor of the SAC, attending Senate or Executive Council meetings, or engaging with us at our events, our Instagram @stonybrookusg, and visiting our website. For general inquiries, you can reach us directly at usg_communications@stonybrook.edu. We are here to listen, to advocate, and to work alongside you. Together, we can continue building a campus community that reflects the best of Stony Brook, one where every student’s voice is valued and every Seawolf has the opportunity to thrive.
Once again, we welcome you, whether you are arriving on campus for the first time or returning to continue your journey, we wish you a year filled with growth, connection, and Seawolf pride.
Best,
Sarah Elbaroudy
President of the Undergraduate Student Government
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Dear Club Leaders,
Hope everything is getting ready and excited for the new academic year!
We are now accepting grant applications for the Fall semester! All grants are reviewed at a first come first serve basis. All clubs (including non-USG funded clubs) can apply for event grants, travel grants, and asset grants. WEEE grants are currently on hold till further notice as we are currently reviewing its bylaws. If your club is looking for funding for weekend/evening events, please utilize the event grant instead.Please refer to this presentation for more information on grants. Completed applications and presentations should be submitted via the USG Grant Submission Form. You must fill out both the fiscal plan and the tab of the specific grant your club is applying for.
At the end of the form, there is now an appointment scheduling link that your club must have an appointment through after completing both your application and presentation. Incomplete submissions may result in your slot being voided. Our first Budget Grant Committee meeting starts on the first day of classes on Monday 8/25 6:30pm to 8:30pm. We will not be having a committee meeting on September 1st as it is Labor Day so please do plan ahead.
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USG Treasury will be relocating to SAC 229 (formerly the accounting office), alongside the accounting assistants. This move will allow us to better support all student clubs in one central location. Our office will be open Mondays to Fridays 9am to 5pm starting next week. Please feel free to walk in whenever you have any questions!
Looking forward to meeting everyone!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Clubs and Orgs,
That time of year is here! We are excited to announce that applications for the Probationary Budget for student clubs and organizations are now officially open! This budget opportunity is designed to support new and existing clubs as you plan events, initiatives, and activities for the upcoming semester.
Key Details:
Who Can Apply: All Clubs and Orgs who have been recognized by SEA for two or more semesters.
Purpose: To provide financial support for club events, programs, and essential materials excluding travel, gifts, apparel and items that the committee feels does not further your clubs' mission statement for amounts up to $900
Application Deadline: The last application will be accepted no later than Monday, November 3rd, 2025 for the Fall semester. However applications are accepted on a rolling basis, so get in your applications as soon as you can!
How to Apply: Complete the online application form here: https://forms.gle/c7mPh4NQk5pbHvQC9
The probationary budget is a great way to kickstart your club activities and demonstrate your organization’s engagement on campus. We encourage all eligible clubs to apply and share your plans with us!
If you have any questions about the application or need assistance, feel free to reach out to Me, Taher Motiwala at this email or taher.motiwala@stonybrook.edu.
We look forward to supporting your club’s initiatives and seeing all the creative ideas you bring to campus this semester!
Taher Motiwala
Vice President Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Hey Club Leaders!
My name is Bonnie and I'm your USG Treasurer for the upcoming academic year! I hope everyone is having a great summer so far and is getting ready for the Fall 2025 semester! As we approach the beginning of the year, here is some information and important updates to prepare for your club financially.
USG Leadership Bootcamp for Line Budget Clubs
First and foremost: Line Budget access for AY25-26 is now available! All club leaders must first complete the USG Leadership Bootcamp to get onboarded as a user on Financial Edge NXT. The USG Leadership Bootcamp, located on Brightspace, includes resources for club/org e-boards, outlines how to use their budget, NXT, rules and regulations from the Financial Bylaws and more!
The course is Self Enrollable on Brightspace. This can be done by going to the homepage of Brightspace and clicking on the Discover tab. The course should appear in the New Section, if not you can try searching for ".Stony Brook Undergraduate Student Government". Once all core 4 members have completed the training and the quiz, one of the core 4 members will need to fill out the signatories form for the club. After that, you can expect an invitation email to NXT within 2-5 business days of the signatory form completion if you have not had access to Financial NXT before. If you are a returning e-board member, you would be able to login after access has been restored. If you notice additional delays or issues in accessing Financial Edge NXT, please reach out to usg_treasurer@stonybrook.edu.
Please only complete the form after the quizzes are completed by all core 4 members; any form submission without the completion of the bootcamp quiz will not be accepted. Bootcamp Completion is REQUIRED for all e-board members (President, Vice President, Treasurer & Secretary) before September 30th or your budget will be temporarily frozen and you won't be able to request funding. All returning e-board members must re-do the bootcamp as there are financial bylaw and treasury structure updates. I would highly recommend reviewing this tutorial as it includes a lot of important information.
PBC and unfunded clubs do not need to complete the bootcamp. More information regarding applying for probationary budget (PBC) will be available when the fall semester starts.
USG Grants
We are now accepting grant applications for the Fall semester! All grants are reviewed at a first come first serve basis. All clubs can apply for event grants, travel grants, asset grants and WEEE grants. Please refer to this presentation for more information on grants. Completed applications and presentations should be submitted via the USG Grant Submission Form. You must fill out both the fiscal plan and the tab of the specific grant your club is applying for.
Treasury Timeline
All invoice requests must be submitted with all required materials 2 weeks prior to the date that you expect your item or event date and 3 weeks for travel related expenses. Any invoice requests involving contracts must be submitted 4 weeks prior to the date of the event. More information is included in the Bootcamp.
Summer Budget
To clubs that were approved for a summer budget, please refer to the previous email sent out regarding summer budgets. There is a form that needs to be filled out to gain access to Financial NXT. The deadline to submit summer budget invoice requests is on 8/20 (Wednesday). If there are any issues with this, please contact usg_treasurer@stonybrook.edu.
If you have any questions, please don’t hesitate to reach out to usg_treasurer@stonybrook.edu or book an office hours appointment with me here. My office hours are virtual only for the summer. Thank you!
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
2024-2025 Emails
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Dear Club Leaders,
I hope this message finds you well and the semester is going well so far. There is a lot of important information so please read it carefully.
1) We would like to inform you of the key dates pertaining to the Spring 2025 budget process:Line Budget Decisions Released: April 6, 2025
Deadline to request for appeal via email: April 12, 2025
Appeal Review Presentations: April 14 - April 21, 2025
PBC to Line Submission Deadline: April 27, 2025
PBC to Line Approval Presentations: April 28 - May 1, 2025
Final Academic Year Budget Approval: May 8, 2025
2) Financial Transparency
To improve financial transparency, we will be releasing all club funding applications on our website. This will include details on how each club allocated their budget and the reasoning behind USG’s budget approval decisions. This will also include our internal budgets like EC line and Senate line. Since we are doing this for the first time, if you have any questions or concerns, please let me know.
3) Summer Budget Applications
This is the summer budget application. If your club needs any funding for your summer events and travel, please make a copy of this application, fill it out and send it to usg_treasurer@stonybrook.edu by April 25th, 2025 (Friday) at 11:59pm.
4) Forfeiting line/PBC budgets
Clubs that expect to not finish their line budget are recommended to forfeit their unused budget. For the purposes of calculating total spending, forfeited budgets shall be counted as having spent 50% of the forfeited amount and will be put into the grant pool to support other clubs.
Please note that clubs must spend more than 80% of your line budget, or it might affect your approved budget for the next academic year. So if your club is aiming to spend less than 80% of your line budget, I would highly recommend forfeiting some of your line budget. Please send us an email with the amount your club wishes to forfeit by March 4th (this Friday).
5) Invoice Request Deadline
The last date to submit invoice requests on NXT is on April 27th, 2025 (Sunday) at 11:59pm. Please be sure to put in all the invoice requests you need for upcoming events, any reimbursements that might be pending, and if there are any invoice requests that were rejected that still needs to be submitted. Any invoice requests submitted late may be rejected as the accounting office needs to close books by the end of the academic year, so please do submit them before the deadline.
6) Invoice Requests Approval Rule
If you have any travel or online orders, please use the travel and online orders approval rules for your respective club types. This would help split the invoice requests for the accounting office and be able to approve them faster.
7) WEEE Grant Updates
We currently have $17k left in our WEEE grant pool and $20k worth of applications to be reviewed today and next Monday. We are still accepting applications, but please keep in mind that if your club submits your application after this email, there could be a possibility that we will not have any remaining funds left.
Thank you so much and wishing you a great week ahead! Please let us know if there is anything we can help with. :)
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Dear Club Leaders,
Spring Budget Weekend (SBW) is just around the corner, and we want to make sure you're fully prepared!This is only eligible for line budget status clubs, including clubs that had a line budget last year but was defunded this year. This is your chance to receive a line budget again!
When & Where?
March 7th 2pm - 7pm; March 8th 10:30am - 6pm; March 9th 10:30am - 5:10pm
Stony Brook Union (exact rooms will be announced at a later date)
Here is the submission form: https://forms.gle/GjcuAQPWAykBTsWCA
Here is the application form: https://docs.google.com/spreadsheets/d/1abkMCbWpVAnNBk-O06CPOoKmUVXUU7Wk/edit?usp=sharing&ouid=102171046878797502049&rtpof=true&sd=true
Here are the links to schedule a spot:
Sports: https://calendar.app.google/nGV5PsdkrmxCcz1Q6
Academic: https://calendar.app.google/sbDumpFtYbhjA73x8Cultural: https://calendar.app.google/LPFqjMfiFaTKPhg49Performance/Leisure: https://calendar.app.google/bE4vMyZ6zDeUyxXG7Community Awareness/Activism: https://calendar.app.google/xmYZWVwWZMkd8Str9
Media/Religious: https://calendar.app.google/umXQNkzUGWRBtrpW6
Please refer to this document to check for your club’s club type. Please schedule only one appointment per club! Please be sure to select the correct link for your club type, or your appointment slot may be canceled, unless permission is given by the Treasury office or all appointment slots for your club type have been taken. If all the appointment slots for your respective club type have been taken, only then you may choose a slot from remaining community awareness/activism or media/religious slots.
The Submission Form deadline is on March 5th, 2025 at 11:59pm. This is a hard deadline as the Google Form will close and late submissions via email will only be accepted with a 50% penalty, so please make sure to submit on time to keep your club funded. If your club has scheduled for a slot during SBW but did not submit a submission form on time, your slot will automatically be cancelled unless your club emails us letting us know that your club still wishes to present during SBW with the 50% penalty.
If you fail to submit your Submission Form by March 5th, 2025 and did not schedule for a slot during SBW, you will have a chance to schedule your club for a make-up session on either March 10th (Monday) or March 11th (Tuesday) by emailing usg_treasurer@stonybrook.edu. Again, please note that there will be a 50% penalty to your line budget.
If your club is unavailable during SBW due to a competition/tournament or other extenuating circumstance, your club would have to inform us before March 5th so we can schedule your club on March 10th (Monday) or March 11th (Tuesday) to accommodate your presentation.
Please read the SBW Checklist, Grading and Rubric attached for further information! For financial transparency, applications from clubs with approved specifics, as well as any adjustments (eg. from percentage grades, penalties, budget increase caps), will be made public. With about 30 new line budget clubs expected next academic year, we are striving to ensure that funds are allocated fairly and justifiably to each club within our budget.
We also have training sessions for Spring Budget Weekend in case you have any questions and/or need some advice. Here are the dates, times and zoom links for the training sessions.
February 19th (Wednesday) 12:30pm - 1:30pm
February 24th (Monday) 1pm - 2pm
If you have any questions, please don’t hesitate to reach out or visit us during our office hours. We’re excited to hear your presentations and see all the great things your clubs have planned!
Regards,Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hello Seawolves!
The Undergraduate Student Government (USG) Senate and Executive Council approved proposed changes to the eligibility requirements for the positions of Treasury and Vice President of Student Life. These changes will only go into effect after a Special Election vote from the Student Body (You!). The election will run from Monday, February 3rd to Friday, February 7th on SBEngaged.
The following is an outline of the changes:
Treasurer Changes:
Treasury is responsible for the financial operations that support over 250+ and their event and initiative needs. To ensure candidates for this position are well-prepared for the responsibilities, the following additional requirements have been established:Candidates must have either served as a staff member in the Office of Treasury or completed a minimum of 5 hours of shadowing members of the Office of Treasury. This includes shadowing the Treasurer and Associate Treasurer. Shadowing activities may include observing office hours and gaining hands-on experience in Treasury operations.
Shadowing hours must be approved by both the Treasurer and the USG Administrative Director.
If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered.
Candidates must attend an informational workshop hosted by the Treasurer. These workshops will cover essential topics, including budget grants, Spring Budget Weekend, invoice requests, line budgets, Probationary Budget Committee budgets, fall revisions, appeals, financial bylaws, Financial Edge NXT, Memorandums of Understanding (MOUs), and Academic Year (AY) budget formulating.
Vice President of Student Life Changes:
The Vice President of Student Life is vital in enhancing the Stony Brook student experience by working closely with clubs, events, and programs that make our campus vibrant and engaging. To ensure candidates are well-prepared for this responsibility, we are introducing additional requirements for the role:
Candidates must have either served as a staff member in the Office of Student Life or completed a minimum of 5 hours shadowing members of the Office of Student Life. This includes shadowing the VP of Student Life, the Executive Assistant to the VP of Student Life, and SAB Programming Coordinators. Shadowing can include observing office hours or participating in SAB event committees.
Shadowing hours must be approved by both the VP of Student Life and the USG Administrative Director.
If no candidate meets the requirements, the top three candidates with the highest number of shadowing hours will be considered.
Candidates must attend an on-site informational workshop hosted by the Vice President of Student Life. These workshops will cover topics like budgeting, contracts, professional working relationships (including Student Engagement & Activities, ASA, Enterprise Risk Management, and SEA), and documentation and record keeping.
These changes aim to ensure future candidates are fully prepared to meet the demands of these roles, fostering a stronger foundation for student life and clubs and organization’s experience.
Please be sure to vote on SB Engaged for these amendments starting Monday February 3rd!
Best regards,
Nistha Boghra, USG President, & The Executive Council
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Good Morning Club Leaders!
The office of Clubs and Orgs is thrilled to announce that we are now accepting line budget applications!
Clubs who have spent at least 75% of their budget for 2 consecutive semesters on PBC (or are currently in their second semester of PBC) are eligible to apply for a USG Line budget which allows for more flexibility with how much a club/org can acquire, and with fewer limitations on what the budget can be used for. To apply, please create a google folder with a completed Budget Application, Budget Presentation, and your clubs' Transition Documents. You can find a checklist and committee rubric here
Please email the application folder to usg_clubsandorgs@stonybrook.edu, you will then be called in to present your budget request in a PBC Meeting, similar to how the presentation was for your PBC meeting.
For any further questions, you can schedule an appointment! Please email us at usg_clubsandorgs@stonybrook.edu!
The deadline to submit your Line Budget Application is April 27th!
Wishing you a happy and healthy spring semester,
Aryan Sharma
The Office of Clubs and Organizations
Undergraduate Student Government
Office Hours | Instagram | Website
Office: 631.632.6464
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Dear Clubs and Orgs,
Hope the semester has been treating you all well so far! USG Treasury has a few important updates to make. Please read the following closely.
Travel Financial Bylaw Changes
The proposed amendments to the financial bylaws regarding travel has been passed by Senate. Here is what you need to know:
1) Off Campus Travel: The off campus activity cap for RSOs has been increased from $200 per person to $350 per person on a single off-campus activity. Exceptions shall be made by the discretion of the USG Treasurer.
2) PBC Travel Prohibition Amendment: PBC funds shall not be used to fund travel. This includes but not limited to hotel, transportation, and associated registration.
3) Travel Grant: Requests beyond $3,500 total will subject to Senate approval following approval from BGC. There is a hard cap of $350 per person and $10,000 total.
Weekend/Evening Event Enhancement (WEEE) Grant
This is a new grant sponsored by SEA! To apply for this grant, please fill out the grant application and send it to usg_treasurer@stonybrook.edu. All clubs registered with SEA can apply!
To highlight some important points:
- RSOs will not be eligible to receive more than three WEEE grants per academic year and limited to two WEEE grants in a single semester. Exceptions to the semester maximum may be made at the discretion of the USG Treasurer and SEA.
- Clubs/organizations may receive up to a maximum of $4,500 for an Evening/Weekend Event Enhancement Grant per application.
- The event must begin on or after 6pm on a weekday or on a weekend (Friday 6pm - Sunday 11:59pm) to be eligible.
- This grant cannot be used for any fundraisers. (This includes ticketed events!)
- SEA final approval is needed for all decisions and will be present for the review and discussion regarding applications for this grant.
Agency Accounts
If your club has an agency account (check here), please submit the FY 24-25 Signatories Form. Please complete and return it as soon as possible to ensure your USG Agency Account remains active. Please ensure the signatories listed are updated and accurate. Then, please return the completed form via email to usg_agencyaccounts@stonybrook.edu.
Bootcamp and Financial NXT onboarding - Line Budget and PBC clubs only!
Bootcamp Completion is REQUIRED for all e-board members (President, Vice President, Treasurer & Secretary) before September 30th (already past due!) or your club budget will be temporarily frozen and your club won't be able to request funding.
If you have completed the bootcamp and signatory from before September 30th, you should either have received an invitation from Financial NXT (new club leaders) or have full access to Financial NXT (returning club leaders). Access to the expenses tab can only be allowed after you have accepted the invitation. We will be checking occasionally to allow access to the expenses tab, but if needed immediately, please email us.
Financial NXT notificationsIf you haven't already, you can turn on notifications for Financial NXT under "Edit Settings" in the Expense tab to be notified about invoice requests rejections and approvals.
Line Budget PenaltiesStarting from October 15th, we will start carrying out penalties according to the Financial Bylaws. Please read through and be aware of all the penalties. This includes but not limited to late invoice requests, reimbursements, chase one card violations, no-show/cancellation fees, fall semester underspending.
Fall Semester Underspending: The end of the semester is on December 19th. On December 20th, line budget status RSOs who did not meet the required spending of 20% of the club budget by the end of the fall semester, the unspent remainder of that 20% will be penalized and the funds will be reallocated by USG. Only clubs with exceptional cases will be exempted from this penalty. Clubs must send us an email before December 10th to request an exemption.
Other Penalties: Other club budget percentage deduction penalties that were warranted and informed to the club by USG Treasury will also be taken out of the club budget and be reallocated by USG by the end of the fall semester.
New USG Director of Administration and Operations - Yessenia Flores-Hart
We are pleased to welcome Yessenia to the USG team! If you come to the USG office, make sure to stop by and hi to her :D
For any questions regarding contracts, please reach out to both USG president nistha.bohgra@stonybrook.edu and yessenia.flores@stonybrook.edu.
PEX card/Travel Payment issues Emergency Contact after office hours
If there are any emergencies (and emergencies only!) regarding PEX card payments or travel payments after office hours, please reach out to the USG Treasurer bonnie.wong@stonybrook.edu or Associate Treasurer isha.sachdeva@stonybrook.edu via email, G-chat or G-chat call.Enterprise (car rental)
DJ Harloff is no longer with Enterprise. Please contact Robert Terano at Robert.Terano@em.com for any inquires. Also, if your club is using Centereach location (which is 95% of the time), please choose the vendor ERAC on Financial NXT.
Club Social
USG Clubs and Orgs is hosting Club Social on Thursday, October 10th 7pm to 9pm. USG Treasury will be tabling there as well if you wish to talk to us or ask us any questions.
Thank you for getting through such a long email. I understand this is a lot of information at once. As always, if you have any questions, please don't hesitate to reach out to usg_treasurer@stonybrook.edu or visit us during office hours.
Regards,
Bonnie Wong
USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
2023-2024 Emails
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Hey Club Leaders!
This is a reminder that USG’s proposed changes to the financial bylaws (found here), will be voted on at our Senate Meeting this Thursday, 5/2, in SAC 302. The meeting starts at 7 PM, but we'll start discussing the bylaws around 8 PM. The bylaws will not be presented as it was already done in the previous meetings, but there will be time allotted for questions, discussion and further changes if needed. These changes have major impacts on how USG funding works, so we highly encourage clubs to review the draft bylaws and come to the meeting if you have any concerns!
A summary of some of the major updates can be found below, but many other minor changes, reorganization, and wording updates have been made throughout the document.
Clubs who spend less than 95% of their line budget shall only be eligible for a maximum budget of 5% more than what they spent in the previous year.
Only two travel grants available per club per year. Event grants may now be up to a maximum of $4,500 per event. Removed semesterly cap on all grants (only annual maximum). Any individual asset being requested in an asset grant above $4,500 needs to be approved by the senate.
All USG funded events must now be equally accessible to all undergraduate students.
Only required gratuities may be paid for using USG funds
No show and cancellation fees may be paid for using USG funds, but there may be an associated penalty for doing so.
The USG ticket office no longer has a 5% fee on ticket revenue.
New section and wording for Memorandum of Understandings (MOUs), Spring Budget Weekend (SBW), and Line Budget Penalties section.
Fundraisers can now be requested through an Event grant. Asset grants are now also open to all Undergraduate clubs registered with SEA.
Clarifying the requirement of a club’s openness and exceptions to said requirement. Current USG funded clubs that do not meet the requirements will NOT require re-approval to remain on line budget unless brought up to the senate to discuss.
Added PBC Bylaws to Financial Bylaws. PBC and Line budget clubs now have the same expense regulations and budget caps for things such as food and apparel.
New PBC/Line budget status sections which clarify eligibility requirements and expectations of a club, and also outlines the procedures for receiving or losing said status.
Cap on food spending changed to 50% of line budget or $1,000, whichever amount is higher (used to be just 50%).
All apparel will now be considered as gifts. The new cap for gifts will be $1,000 or 10% of the club’s budget (whichever is lower), changing from $500 or 1%.
New cap for Off-campus travel events where clubs cannot spend more than $200 per person per event from their line budget. Can be increased to $400 with BGC approval and $550 with BGC and Senate approval through the travel grant.
Possibility of changing the individual gift cap to $50 (from $30).
Removing the Admin manager approval stage on Financial Edge NXT for general invoice requests to make the processing timeline shorter, potentially reducing the deadline to 2 weeks. Admin director approval stage is still required for contract payments.
Immediately after the bylaws, the draft USG budget for next year will be proposed. We highly encourage club leaders to attend to observe the budget deliberations and provide input to our senate!
Best,
Devin Lobosco, USG President
Amitesh Reddy Akiti, USG Treasurer
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382
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Hello Clubs and Organizations!
This year, members of USG have been working hard to make many much-needed changes to USG’s Financial Bylaws. These new financial bylaws will be reviewed and discussed by the USG Senate on Thursday, April 11th (8:30 - 11 PM) and begin to be voted on starting Thursday, April 18th (8:30 - 11 PM).
Because these changes have big impacts for clubs, we want to make sure that clubs are well informed of these changes and have additional time to discuss them with USG’s leadership. Therefore, we are setting up virtual office hours to discuss the bylaws changes with any club leaders who are interested. They will be on:
Thursday, April 11th, 3-4 PM
Tuesday, April 16th, 3-4 PM
Thursday April 18th, 3-4 PM
All office hours can be joined from this zoom link. If you cannot attend these and would like to ask questions virtually or set up an alternate meeting please reach out to USG_Treasurer@stonybrook.edu or drop by treasury office hours.
The current financial bylaws can be found here. The new, proposed financial bylaws can be found here. Please note that these bylaws are still in a draft form and are subject to review, potential modification, and approval by the USG Senate.
A summary of some of the major changes can be found below, but many other minor changes, reorganization, and wording updates have been made throughout the document.
New section and wording for Memorandum of Understandings (MOUs), Spring Budget Weekend (SBW), and Line Budget Penalties section.
Fundraisers can now be requested through an Event grant. Asset grants are now also open to all Undergraduate clubs registered with SEA.
Clarifying the requirement of a club’s openness and exceptions to said requirement. Current USG funded clubs that do not meet the requirements will NOT require re-approval to remain on line budget unless brought up to the senate to discuss.
Added PBC Bylaws to Financial Bylaws. PBC and Line budget clubs now have the same expense regulations and budget caps for things such as food and apparel.
New PBC/Line budget status sections which clarify eligibility requirements and expectations of a club, and also outlines the procedures for receiving or losing said status.
Possibility of removing the 50% food cap (still under heavy debate).
All apparel will now be considered as gifts. The new cap for gifts will be $1,000 or 10% of the club’s budget (whichever is higher), changing from $500 or 1%.
New cap for Off-campus travel events where clubs cannot spend more than $200 per person per event from their line budget. Can be increased to $400 with BGC approval and $550 with BGC and Senate approval through the travel grant.
Possibility of changing the individual gift cap to $40 (from $30).
Removing the Admin manager approval stage on Financial Edge NXT for general invoice requests to make the processing timeline shorter, potentially reducing the deadline to 2 weeks. Admin director approval stage is still required for contract payments.
All of these changes are intended to clarify USG’s financial processes, expedite funding procedures, and ensure USGs funds are used equitably. The feedback from our funded organizations is going to be crucial to finalizing these changes. We look forward to hearing from you!
Best,
Amitesh Reddy Akiti, USG Treasurer
Devin Lobosco, USG President
Undergraduate Student Government
Stony Brook University
Office: 631.632.6382