Office of Student Activities (OSA)

1. Student Organization Finance (SOF) Grant & Policies Office of Student Activities (OSA) 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)

2. 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.

3. Student OrganizationFinance (SOF) Grant Funding categories • Operating • Day-to-day expenses of the organization • Programming • Events • Fundraising • Travel • Travel expense assistance

4. Student OrganizationFinance (SOF) Grant Operating Funds • Onlycan 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

5. 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

6. 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.

7. 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).

8. 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.

9. 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

10. 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

11. 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

12. 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

13. 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

14. Student OrganizationFinance (SOF) Grant How Do I Fill out a SOF Grant? • Requests should be reasonable • Reserve location on campus (for event or fundraiser) • Auxiliary services • Ask for cost

15. Student OrganizationFinance (SOF) Grant CONT. • 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

16. 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

17. 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.

18. 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)