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Cultural Programming Board Bylaws

I. Purpose:

  • The Cultural Programming Board (CPB) is charged by the Vice President and Chief Student Affairs Officer with the responsibility of supporting the development and implementation of cultural programming at the University of Virginia.
  • In support of this charge, a portion of the University’s comprehensive fee is set aside at the discretion of the Vice President and Chief Student Affairs Officer to fund the CPB.
  • The CPB will function as a funding resource for student-initiated cultural programming. 

II. The CPB shall operate within the framework of the following definitions:

  • Culture: Culture shall be defined as shared traditions, values, ideologies and customs that exist over time and as a method through which communities and individuals identify and relate to one another.
  • Cultural Programming: Cultural programming shall be defined as programs that provide for the intellectual and artistic expression and exploration of culture as defined herein. i. Programs are expected to contribute to and enrich the University community. The CPB is committed to implementing and supporting cultural programs that are open to the University community and that further the following goals:
    1. Promote learning across the various cultures found within our University community
    2. Foster collaboration among students of different backgrounds
    3. Increase the presence and impact of underrepresented cultural perspectives
    4. Stimulate creative thinking about culture, inclusiveness and community.

III. Membership

  • Student Members: The membership of the CPB shall consist of at least six student members. At least one member will be chosen from the Minority Rights Coalition (MRC). At least one member will be chosen from the University Programs Council (UPC).  Each member of the CPB shall serve for a term of one academic year. At the end of their term, members are eligible for reappointment.
  • ODOS Multicultural Student Services, on behalf of the Vice President and Chief Student Affairs Officer, shall appoint the remaining student members.
  • Faculty/Staff Advisor(s) (Co-Chair(s)): There will be at least one faculty/staff advisor. The faculty/staff advisor(s) shall be appointed by the Vice President and Chief Student Affairs Officer. In the event of a vacancy on the CPB, the faculty advisor(s) shall appoint an individual to fill the vacancy. Individuals appointed in this manner shall serve out the remainder of the term and are eligible for reappointment.
  • At the first meeting of the CPB, student members shall select the roles that each student member will fulfill throughout the year. 

IV. Meetings

  • It is expected that the CPB shall meet at least once per month during the fall and spring semesters. In practice, the CPB has typically met once per week. The student chair or faculty/staff advisor(s) or any two voting members may call a meeting at any time as deemed necessary.
  • A quorum for voting shall consist of a majority of the voting student members, and require the presence of the student or faculty co-chair. Typically, the student co-chair and Faculty/Staff Advisor(s) will not cast a vote. In the event of a tie vote when a quorum is present, the student co-chair can exercise a vote to break the tie. If the student co-chair is unable to do so or not present, the Faculty/Staff Advisor(s) will exercise a vote to break the tie. When regular quorum is present and there is no need for a tie-breaker, the student co-chair and Faculty/Staff Advisor(s) will not cast votes. Any motion before the CPB requires a simple majority of quorum for passage.
  • Minutes from meetings shall be kept on file (by the recording secretary).

V. Responsibilities

  • The CPB must ensure that all applicable University policies and guidelines, Commonwealth of Virginia, and Federal laws are upheld.
  • The CPB shall develop any forms, procedures or guidelines deemed reasonable and necessary to accomplish its mission in a timely and efficient manner. Those procedures or guidelines shall include, but not be limited to, funding eligibility guidelines, procedures for funding requests, and programming guidelines.
  • The CPB has sole discretion in determining what proportion of available funds shall be designated for CPB-initiated programs versus the funding of requests proposed to the CPB by members of the University community. The student co-chair shall be responsible for ensuring fund accountability and record-keeping for all expenditures.
  • Members of the CPB are expected to take seriously their responsibilities and to attend all board meetings. In the event that a member accumulates more than two unexcused absences from meetings in the course of the academic year, that member will be removed from office.
  • The student co-chair shall appoint other officers or sub-committees as deemed appropriate to accomplish relevant functions of the CPB. 

VI. General CPB Funding Eligibility

  • In order to be considered for funding, organizations must be in “good standing” and included in one of the following categories at the time of their request, as determined by Student Council: Contracted Independent Organization (CIO), organizations governed by the Fraternal Organization Agreement (FOA), Special Status organizations, Agency organizations, and Residence Life groups. Organizations not comprised in any of the aforementioned categories, and individual members of the University community, may seek co-sponsorship with (an) eligible organization(s).
  • All proposals must be submitted via the online application in order to be considered by the board. Each proposal must include the rationale for requesting funds from the CPB and details and projected expenses of the proposed event.
  • Proposal Requirements a. Must explain which CPB goal(s) the program addresses, as well as the program’s impact on the university community. i. Demonstrated collaborative programming with other student groups will be strongly encouraged if applicable. b. If the proposed event repeats something that has occurred in the past (as is the case for annual events, for example), the proposal should highlight how the proposed iteration will improve on previous occurrences. c. Budget request for CPB funding must not exceed $1000 although the total event budget may exceed this amount. d. The CPB will fund multiple events of an event series scheduled to occur during the course of no more than one calendar month, as long as the total combined funding request from the CPB does not exceed $1000.
  • Grounds for not considering proposals may include, but are not limited to: a. failure to submit a proposal by any deadline set by the Board b. failure to comply with any one of the Board’s procedures and guidelines c. failure to provide additional information as requested by the Board E. All rejected proposals are encouraged to reapply after the necessary modifications to their proposal have been made.
  • The CPB will not fund an event that has already taken place.
  • The CPB cannot disburse funds if there is a net profit to the CIO.
  • We may help cover expenses of fundraisers for charitable causes on a case by case basis. Charities should be external 501(c)3 non-profit organizations. 

VII. Special Project Funding

  • Every year the CPB may grant ONE award of $5000 in seed money for an event at its discretion or multiple events in excess of $1000 not to exceed $5000 total.
  • Once the Special Project Grant has been awarded to a particular program, that program is no longer eligible for this funding, but future program organizers may still apply for general CPB funds in future years.
  • Proposals for this money will be open on a rolling basis, but once it has been awarded, only general use (see VIII. L.) is now available for awarding by the CPB.
  • The criteria to award this seed money are the same as for all CPB proposals, but there will be greater emphasis on how this project will affect the entire University community in a long-term and lasting way.
  • The CPB is under no obligation to grant this money every academic year. 

VIII. Procedure for Funding Requests

  • The CPB shall set deadlines for the submission of proposals.
  • All proposals must be submitted via the online application in order to be considered by the board. Each proposal must include the rationale for requesting funds from the CPB and details and projected expenses of the proposed event.
  • Review Process a. The CPB will review properly submitted written proposals to determine if: i. the information on the application is complete; ii. the request fits within the definition of culture as defined by the CPB; iii. the financial request is reasonable (given resources of the Board) b. If all requirements in step 1 are met, the requesting organization will be invited to present to the CPB.
  • The procedure for presenting a proposal shall be as follows: a. A presentation of the proposed event and a question and answer session with CPB members that may last no longer than 20 minutes. b. Deliberation by CPB members (at a time determined by the board)
  • The CPB may request information regarding any aspect of the group’s activities or finances.
  • The CPB may take into consideration the unwillingness or inability of the sponsor of the proposal to provide requested information in its awarding of grants.
  • The CPB shall conduct deliberations on proposals in closed session at its discretion.
  • The final vote on the proposal shall be by voiced approval, opposing or abstention.
  • The CPB shall formally notify the group of its funding decision in writing (via e-mail), within three business days following the conclusion of the hearing.
  • All proposals and the subsequent decision by the CPB are to be considered public record and copies are to remain on file in the Multicultural Student Services Office.
  • Appeals of CPB decisions may be made to the Vice President and Chief Student Affairs Officer (or her proxy). Any appeal must be submitted in writing to the Vice President and Chief Student Affairs Officer within seven days of the CPB’s decision. The decision of the Vice President and Chief Student Affairs Officer shall be final.
  • General use funding proposals may request funding up to $1,000.
  • Certain purchases are restricted and many services can or must be paid directly to the vendor, so the event/program organizers will be instructed to work with the VPSA Finance Office in advance of expending funds to ensure compliance with all University procurement policies.  In some cases, disbursements of funding to student organizations will be made on a reimbursement basis.

IX. Amendments

  • Amendment of these by-laws requires a three-fifths majority of all voting members or, under special circumstances, approval by the faculty advisor or Vice President for Student Affairs for passage.