SF State's Student Life Partnership Fund Pilot
- Who is Eligible?
- How Does the Partnership Work?
- How Much Can Be Earned?
- What Kinds of Groups or Projects are Best Suited for The Partnership?
- Who is Responsible for Coordinating the Group's Participation?
- What are the Deadlines?
- How Does an Organization Apply?
- What are the Funding Criteria?
- Partnership Funding Category Priorities
- How to Prepare an Effective Budget
Each year SF State solicits donors for gifts to support undergraduate education and student life. Proceeds from these gifts fund financial aid, undergraduate teaching, and special initiatives. One of the special initiatives is the Student Life Partnership.
The Student Life Partnership was formed in fall 2013, by representatives of the Office of Alumni Relations & Annual Giving and the Student Involvement & Career Center. Through this program, any registered student organization or sport club may apply to earn group funds to help finance new initiatives, activities, programs, and projects that will be open to the SF State community.
WHO IS ELIGIBLE?
All groups registered with the Student Involvement & Career Center are eligible to participate in the Partnership.
HOW DOES THE PARTNERSHIP WORK?
The Partnership runs on a semester schedule. It is necessary to re-apply for the Partnership each semester. Once groups are approved for a specific number of hours in a given semester, groups will volunteer with theAlumni Association or the Student Involvement & Career Center. Type of volunteer activity and corresponding funding rate is determined by Alumni Relations and generally include two primary avenues:writing thank-you cards to donors and staffing special event shifts on campus. Event shifts may be offered for major campus events like Alumni Day, Sneak Preview, and Welcome Days. Thank you cards are written during monthly scheduled, and are accountable to a quality standard in order to receive full compensation.
HOW MUCH CAN BE EARNED?
Student organizations may participate in the Partnership program for up to 20 hours each semester, with a maximum of 40 hours each academic year. If additional hours are available, it may be possible for an organization to go over the maximum number of hours depending on applications submitted for that semester. The University is unable to fund all groups that apply; therefore participation in the Partnership cannot be guaranteed from semester to semester. Due to high demand in any given semester, the maximum hours earned may be less than 20 hours. For each hour a group member works, the student organization receives a flat rate of $25/hour. Poor participation and/or failure to meet Partnership standards and responsibilities may result in penalties determined by SICC and Office of Alumni Relations & AnnualGiving.
WHAT KINDS OF GROUPS OR PROJECTS ARE BEST SUITED FOR THE PARTNERSHIP?
The Partnership works best for groups who meet regularly and have a well-established means of communication. Since Partnership participation requires accountability of the organization to meet the expectation of the agreement, overall organization of the group and contact person often reflects the success of the group. As a pilot, fundraising through the Partnership program is best for new initiatives, events and programs that support the enhancement of student life at SF State.
WHO IS RESPONSIBLE FOR COORDINATING THE GROUP'S PARTICIPATION?
The contact person for each group plays a critical role in the group's successful completion of its Partnership contract. His/her time commitment is typically five (+) hours per week. The contact person is the sole liaison between the student group and the Partnership Coordinator (a staff member with SICC). It is the responsibility of the contact person to understand and disseminate all Partnership guidelines including:
- read all Partnership guidelines thoroughly
- schedule group hours
- ensure the quality of group work
- hold group members accountable
- review the Partnership homepage regularly for updates
- correspond frequently with the Program Coordinator
- track the number of hours the group has worked
- understand how and when transfers occur
Contact persons must meet all the commitments for the duration of the contract semester. If it is necessary to find a substitute contact person, arrangements must be made in conjunction with the Partnership Coordinator.
WHAT ARE THE DEADLINES?
Partnership proposals must be submitted by the appropriate deadline. Below are the upcoming application dates.
|APPLICATION SEMESTER||APPLICATION DEADLINE||FUNDING FOR:|
|Spring 2014||March 31, 2013||Spring 2014|
|Fall 2014||October 31, 2014||Fall 2014|
|Spring 2015||March 31, 2015||Spring 2015|
|Fall 2015||October 31, 2015||Fall 2015|
HOW DOES AN ORGANIZATION APPLY?
In order to participate in the Partnership, a representative from the organization must attend a mandatory Student Life Partnership workshop (see details on the SICC Web site) or meet with the Director of SICC. Representatives need to attend this mandatory workshop or meeting only one time each academic year. The completed application must be submitted to the Student Involvement & Career Center by the deadline. When the application is approved, the organization will be contacted by the Partnership Coordinator. In the event the application is not approved, the Partnership Coordinator will communicate with the group. The contact person from the student organization is responsible for coordinating the group's participation. Please note that opportunities to participate are limited and e-mail sign-ups are on a first come, first served basis. The Partnership Coordinator can answer questions about sign-ups and/or group participation.
Twice a semester, The Student Life Partnership Fund will transfer the organization’s earnings from completed sessions to the organization’s ASI account. Alternatively, funds may be disbursed through reimbursement or payment of invoices through SICC. Compensation is entirely dependent on the quality of the group’s work.
WHAT ARE THE FUNDING CRITERIA?
The activities for which funds are sought are expected to be consistent with the academic goals, mission and standards of the University. Funds must be sought for a specific program or activity scheduled during the application semester or for the following semester.
PARTNERSHIP FUNDING CATEGORY PRIORITIES
- Programs and activities planned during the application semester or for the following semester
- Major on-campus events open to the campus community: campus events and programs must be held on campus, have broad appeal, and must be open and publicized to the SF State community at large.Allowable expenses include guest speakers’ fees, meeting room charges, custodial and other logistical/operating expenses. Funding for food at events is not allowable.
- Community service projects: community service events may be held on or off campus. Allowable expenses include public transportation costs, supplies for the project, and food for community service participants. Note: food for routine meetings will not be funded.
- Leadership programs that do not involve travel and have a clear, structured educational program that includes involvement from an advisor or outside facilitator are permissible. Allowable expenses include guest speakers’ fees, facility fees, supplies and modest food expenses. A detailed agenda should be included with the proposal.
- Smaller on-campus events open to the campus community
- Items for personal use or benefit such as T-shirts
- Most food
- Events that have already occurred
- Funds supporting off-campus or third-party organizations
- Cash awards
- Membership dues to national organizations
HOW TO PREPARE AN EFFECTIVE BUDGET
The Student Life Partnership receives its funding from the Alumni Association. The University wishes to ensure that all activities support undergraduate and graduate education and the mission of the University. Funds are limited and will be allocated first to those groups that have realistic and thoughtful plans that can be clearly articulated and understood. Therefore, it is important that each proposal and budget be achievable, realistic, and cost-effective. Unrealistic or extravagant budgets will not be approved.
Prepare a program description: The program description should clearly describe all the activities that the organization plans to accomplish and should answer the six questions of who, what, when, where, why and how? Please be concise and limit it to one page.
- Event-oriented: Provide sufficient detail so the reader knows the full extent of the preliminary planning. If known, include the names or types of speakers and other event sponsors. Include the date(s) of the planned event(s).
- Service-based: Include the number of people that will be served and the on-campus and/or off-campus sponsor(s) or partner(s) (e.g., SF Food Bank).
Prepare the budget: The actual budget presented is the single most important aspect of the proposal and must be based on real cost estimates. The budget should reflect realistic organizational program needs and not a "pie in the sky" budget.
Please keep these guidelines below in mind.
- Obtain estimates for the cost of activities. For events, obtain estimates for room costs, tech requirements, cleaning charges, programs, advertising, and food (if allowed).
- Itemize expenses (e.g., 10 @ $5 for paint brushes).
- When estimating costs, be as specific as possible. Avoid large round numbers. The more research, the better.
- Be careful with food funding requests. If food is included, be clear, specific, and modest (see Funding Criteria for complete information).
- The budget must include all other funding sources including ASI, Sport Club funds, ticket sales,departments, off-campus sponsors, membership dues, etc.
- Budget requests must be for events in the future. Plan at least one semester in advance to fundraise prior to the group's event/project/need.
- If funding will also be secured through other means (ASI, etc.), indicate which items will be paid by other funding sources and which items will be paid by the Partnership.
Check the Budget Proposal: After the budget proposal is complete, please spend adequate time reviewing the budget.
- Ensure that all requested items fit the Student Life Partnership criteria and are identified by a funding category (A or B).
- Check to make sure the math is correct.
- Attach a copy of the ASI expense statement (a computer printout) for the last fiscal year. Proposals will not be accepted without this printout. If this document is unavailable, please indicate the reason in the budget proposal.
Banking and Partnership Funds
All Partnership funds will be transferred to the organization’s ASI account. All approved Partnership expenses must be charged to this specific account since funds from the Partnership cannot be transferred to anon-ASI account. Alternatively, funds may be disbursed through reimbursement or payment of invoices through SICC. All these financial transactions must be based on sound accounting practices and follow all the banking guidelines as outlined in the Student Organization Handbook. If applicable, the Student Life Partnership Fund will transfer the organization's earnings from completed work to the organization’s ASI account twice per semester. Groups will be expected to account for all funds spent. SICC reserves the right to review all expense records. Use of funds inconsistent with the above guidelines and information submitted on the proposal may result in penalties.
Remember that in order for the application to be accepted, the budget proposal must be complete. Incomplete proposals will not be reviewed, nor put in the queue, until all materials are complete and resubmitted.