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Office of Student Activities (OSA). Student Organization Finance (SOF) Grant & Policies. Presented By: Ryan Anderson - OSA Student Organization Coordinator ( rt.anderson@colostate-pueblo.edu ) Vanessa Rodriguez – ASG Chief of Staff ( vd.rodriguez@colostate-pueblo.edu )

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slide1

Office of Student Activities (OSA)

Student Organization Finance (SOF) Grant & Policies

Presented By:

Ryan Anderson - OSA Student Organization Coordinator (rt.anderson@colostate-pueblo.edu)

Vanessa Rodriguez – ASG Chief of Staff (vd.rodriguez@colostate-pueblo.edu)

Eddie Watson – Senator of Student Organization Funding (e.watson@colostate-pueblo.edu)

slide2

Student OrganizationFinance (SOF) Grant

Purpose

  • Available only for registered Student Organizations
  • Used to boost students Educational Experience
  • through:
    • Social, cultural, intellectual, recreational,
    • governance, leadership, group development,
    • campus and community service, and informational
    • programs and activities.
slide3

Student OrganizationFinance (SOF) Grant

Funding categories

  • Operating
    • Day-to-day expenses of the organization
  • Programming
    • Events
    • Fundraising
  • Travel
    • Travel expense assistance
slide4

Student OrganizationFinance (SOF) Grant

Operating Funds

  • Only can be used for day-to-day expenses
  • Funds may not exceed $250
  • Intended for start-up expenses
    • Organization banners, office supplies, etc…
  • May not use funds for:
    • Food Expenses (officer meetings)
    • Salaries, stipends, or wages
    • Computer purchases
slide5

Student OrganizationFinance (SOF) Grant

Programming Funds: Events

  • Funds are dedicated to on-campus events which can be
  • offered to the entire student body of CSU-Pueblo.
  • Max of $3000 per fiscal year awarded
  • Food Allotment
    • $150 max for food, 40 or fewer people
    • $800 max for food, 40 or more people
    • No more than $10 per person per event
  • Gifts for guest speakers limited to $25 per person
slide6

Student OrganizationFinance (SOF) Grant

Programming Funds: Events

  • Cannot be used for:
    • Religious or political services/ceremonies
    • Events for your members only
    • Programs off-campus
    • Other General Funding Policy regulations/stipulations
  • The Student Organization itself is responsible for
  • 10%of the total cost.
slide7

Student OrganizationFinance (SOF) Grant

Programming Funds: Fundraising

  • All fundraising events (including non-SOF grant funded)
  • must be approved by the Director of Student Activities.
  • Startup costs must be repaid within 2 (two) weeksafter
  • fundraiser conduction
  • The negotiated repayment will be either 50% or 100%
  • of the money allotted.
  • Self-generated funds will be kept in that Student Organization’s
  • Account, and must be deposited the day after the money was
  • earned (funds will remain for future fiscal years).
slide8

Student OrganizationFinance (SOF) Grant

Can cover the cost of:

Registration fee - $200 max per student.

Lodging - $70 max per student per night.

Food - $10 max per student per day.

Travel - $500 max for all in-state travel.

Travel Funds

  • Travel includes conferences, training sessions, competitions, & other non-campus events
  • No more than 50% of the total cost will be awarded.
  • The maximum a Student Organization can receive per year is $2,000.
  • A maximum of $500 can be awarded to the Student Organization Advisor.
slide9

Student OrganizationFinance (SOF) Grant

How Do I Apply?

  • SOF Grant Applications can be found on the CSU-Pueblo Website.
    • Under Quicklinks, click Student Organizations.
    • Click on Organization Grants
    • The packet is located in the middle on the page labeled SOF Grant Application Packet.
  • The proposal and the itemized budget must be turned in
  • 3 (three) weeksprior to the conduction of your event &
  • according to the Grant Review timeline within your SOF
  • grant packet
slide10

Student OrganizationFinance (SOF) Grant

What are the Policies?

  • make sure to attach to proposal (where appropriate)
    • Expenses less than $250, one quotes obtained from
    • vendors and suppliers
    • Expenses over $250require two quotes
    • All office supplies require quotes from OfficeMax
    • All food purchased from ChartWells requires quote
  • If Lecturer/Guestspeaker attend your event, you need to
  • attach:
    • A letter about the speech from them or their agent
    • Completed & Signed I-9 form
    • Confirmation of availability
    • Proposed honorarium or sample/unsigned contract
slide11

Student OrganizationFinance (SOF) Grant

What are the Policies?

  • May not commit Organization/University to an expense
  • All business transactions in regard to SOF grant occur
  • through OSA
    • Do not sign any contracts, bring them to OSA’s attention
    • SOF is not obligated to fund event prior to approval
  • No money released until all paperwork is finalized
  • Grants not used for reimburse expenses prior to funding
  • approval
  • All publicity for programs sponsored by SOF must have SOF
  • logo
slide12

Student OrganizationFinance (SOF) Grant

What are the Policies?

  • Unallowable Expenses
    • Activities not included in original proposal
    • Furniture
    • Promoting single political candidate/issue
    • Exclusive activities
    • Alcohol
    • Donations, contributions, scholarships, grants, financial aid, legal services,
    • religious/political proselytizing or sponsorship of public elections
    • Activities linked to academic courses or for which academic credit is awarded
    • Personal use not relating to original proposal
slide13

Student OrganizationFinance (SOF) Grant

Helpful Hints

  • Reasonable and practical requests
  • If items seems questionable, explain and provide
  • information
  • Reserve location
    • Auxiliary services
    • Ask for cost
slide14

Student OrganizationFinance (SOF) Grant

  • How Do I Fill out a SOF Grant?
  • Attach letter addressed to SOF Committee explaining:
    • Description of organization
    • Description of event and how it will enhance campus
    • Description of event’s logistical aspects:
      • Operating
      • Programming
      • Fundraising
      • Travel
slide15

Student OrganizationFinance (SOF) Grant

CONT.

      • Justification for each item requested
      • Methods of promotion and advertising
      • Formalized letter from advisor support
  • Methods of evaluating success of event. Attach required
  • documentation
  • Submit SOF proposal to OSA three (3) weeks prior
  • Proposal will be reviewed at next SOF Grant Review
  • Have representation to present Organization at Review
  • with five to ten minute presentation
slide16

Student OrganizationFinance (SOF) Grant

CONT.

  • After review, SOF Committee deliberates
  • Organization must contact us within two business days of
  • Review to be notified of awarded amount
  • Grant monies are not transferred into your account. They
  • are processed through central grant account managed by
  • OSA
  • Submission of proposal does not guarantee award.
slide17

Student OrganizationFinance (SOF) Grant

SOF Committee

  • Consists of seven (7) students making all grant funding decisions.
    • Associated Students’ Government’s SOF Senator
    • Four ASG appointments
      • Two from ASG President
      • Two from SOF Senator
    • Two students-at-large appointed by Director of Student Activities
    • Director of Student Activities (non-voting Advisor)