GSA Guidelines for Co Sponsoring Events

Transcription

1 Co Sponsoring: GSAGuidelinesforCo SponsoringEvents Co sponsorship,aspertainingtogsa,istheabilitytoputonaneventorinitiativein conjunctionwithanotherstudentorganization,entity,oroffcampusestablishment (i.e.theboroughcouncil). WhichOrganizationscanapplyforGSA sco Sponsorship? Anystudentorganizationthatprovidesopportunitiesforgraduatestudentsand affiliatedatuniversityparkcanapplytogsaforco Sponsorshipfortheirevents. WhatisGSA sroleinco SponsoredEvents? GSAmusttakepartintheplanningofanyeventforwhichtheyareaco sponsor. GSAexecutesitsrolethroughoneofitscommittees,asajointorganizingentity. Therefore,therequestororganizationshouldgotothestudentgovernmentto obtainanappropriatepartnercommitteetoworkwith. WhatcanberequestedfromGSAthroughCo Sponsorship? GSAcanco sponsortherequestororganizationbyallocatingbudgetforspecific expenses. GSA scriteriafortheco sponsorshiparelistedbelow.additionalrulesmaybe appliedsupplementarytothefollowing: o Thefundsrequestedcannotbeusedtoreplacewhatiscurrentlybeing fundedbyuniversitygeneralfundstopermanentlysupport programs/serviceequipment/activities. o Thefundsrequestedthroughco sponsorshipcanbeusedforwages onlyifappropriatetimeand/orexpertiseisnotavailablewithinthe group. o Noindividualpersonnortherequestororganizationcanmakea personalprofitfromthefundsthatareprovidedthroughsponsorship. o ActivitiessponsoredmustbeopentoallUniversitystudentsatthe location. o Thefundsprovidedforco sponsorshipcannotbetransferredtoany generalfundsbudget. o Travelexpensesandregistrationtoothereventsmaynotbefunded. 1

2 ITEMSTHATWILLNOTBEFUNDED 1. Appropriationsinfurtheranceofapoliticalcampaignoractivitybyany candidateorcandidate sstaffforpoliticaloffice. 2. Appropriationstoalegislativelobbyortoaregisteredstudentorganization whoseprimarypurposeistoinfluencelegislation. 3. Grants in Aid,scholarships,salaries,orstipends. 4. Donationsorcharitablecontributionsofmoneyorproducts. 5. Fundingofphilanthropicactivitieswheretheprimarypurposeisfundraising. 6. Retroactiveevents(eventsheldpriortosubmittingtherequestforfundingor eventswherefundinghasbeencommittedbeforebeingnotifiedofapproval). 7. Nationalassociationmembershipsonaperpersonbasis.Individual membershipsarenotpermitted;however,groupmembershipstoanational organizationareallowed. 8. Membershipduesforfraternitiesorsororities. 9. Hiringoflegalservicesorprovidingbail bondfunds. 10. HonorariaforPennStateFacultyorStaffspeakingabouthis/herareaof expertise. 11. ExpenditureswhichdonotfallexplicitlywithinAREASTOBEFUNDEDunless approvedbythevicepresidentforstudentaffairsorhis/herdesignee. 12. Purchaseofaspecificgiftforaspecificpersonoritemsusedtofundraise.This meansthatpromotionalitemsforevents,doorprizesandparticipationprizes thataredistributedrandomlyareallowableexpensestopurchasewiththe StudentActivityFee. 13. Personal,non contractualgainofanystudentfacultymember,staffmemberor anyotherperson. 14. Purchaseoforreimbursementforthepurchaseofalcoholicbeverages. 15.Anyreligiousceremonyorworshipservice,exceptwhensuchactivityisfor educationalpurposes. 16.Anyactivity,material,orprogramwhoseprimarypurposeisrecruitmentor increasedmembershipinthesponsoringgroup. AllexpendituresmustbeincompliancewithUniversityPoliciesandRulesand PoliciesandRulesforStudentOrganizations. ThePennsylvaniaStateUniversityprohibitsdiscriminationandharassmentagainst anypersonbecauseofage,ancestry,color,disabilityorhandicap,nationalorigin, race,religiouscreed,sex,sexualorientation,genderidentity,orveteranstatus. Discriminationorharassmentagainstfaculty,stafforstudentswillnotbetolerated atthepennsylvaniastateuniversity. [FromStudentActivityFeeHandbook,Rev29February2008] [ 2

3 OFFICEUSE ONLY GSACo SponsorshipApplicationForm DateofSubmission: DateandTimeoftheevent: Thenameoftheevent: RequestingOrganization sname: Name: Requestor s AffiliationwithPennState: Address: DaytimePhoneNumber: CampusAddress: SecondaryContactPerson snameand fromtheorganization: Typeoftheevent: Thepurposeoftheevent: Thelocation(s)oftheevent: WillyoureventbeopentoallPennStatestudents? HowwillthiseventbenefitGraduateStudentsofPennState? PLEASECONTINUEWITHTHESECONDPAGE 1of2 3

4 OUO GSACo SponsorshipApplicationForm(2/2) WhichcommitteeoftheGSAdoyouthinkcanjointlyorganizeyourevent (Programming,StudentConcerns,ProfessionalDevelopment/Outreach)? Pleaseitemizetheestimatedbudgetforyoureventincludingtheservicesasked fromgsa(useadditionalpageifneeded) WhatservicesdoyouwantfromGSAasaco sponsor?(suchas:equipmentrental orvenuerental,officeuse,flyers,advertisementetc.).useadditionalpageif needed. Haveyourequested(orareyouplanningtorequest)fundsorco sponsorships fromanyotherpennstateallocationcommittee(upac,upuaorother)foryour event?ifyes,pleaselistthenamesoftheorganizationsandtherequested servicesanditems:(useadditionalpageifneeded) ReceivedBy: 2of2 4

5 HowtoApplyforGSA sco Sponsorship? Theapplicationconsistsoffivesteps: 1. Submittingacompleted Co SponsorshipApplicationForm tothegsa officeathub 312.TheformcanbefoundinGSAofficeandonlineat GSA swebsite. 2. MeetingwiththeCo SponsorshipContactPerson(CP)assignedbyGSA. 3. Finalizingthebudgetandtherequestportfolio. 4. PresenttheportfolioatthenextCoSponsorshipSubCommittee(CSC) Meeting.Therequestororganization srepresentativegivespresentation. 5. ConfirmationofCSC sdecisionabouttherequestatthenextavailable GeneralAssemblyMeeting,thedateofwhichwillbedecidedbytheVice PresidentofGSA. SuggestedTimeline: Theprogrammingtimelinesuggestedbelowmaychangeduetotheacademic calendar. TherequestisnotguaranteedtobepresentedinthenextCSCandGeneral Assemblymeetingswhichmaybeduetoalreadyfilledmeetingagenda. Therefore,requestorsareencouragedtoapplyasearlyaspossible. Monday Tuesday Wednesday Thursday Friday Week 3 Submit Application Form CPis assigned Week 2 PreparePortfolio 1. )BudgettoTreasurer 2. )PortfoliotoExecutive Secretary i )Announcedonnext newsletter ii )Madeaccessibleon website Week 1 Week0 Week+ CSCMeeting isannounced Announced ingeneral Assembly Meeting s Agenda CSCMeeting General Assembly Meeting Purchasing&Event 5

6 Co SponsorshipContactPerson(CP) CPisgoingtocontacttherequestorin3academicdaysaftertheapplicationformis submittedtogsa. TheCPassiststherequestororganizationwiththepreparationoftheirsponsorship requestportfolio,whichisgoingtobepresentedtothecsc. ThePortfolioforBudgetandOtherRequestedItemsthroughCo Sponsorship Theportfolioisthefinalapplicationdocumentbeforetherequestisapprovedbythe Co SponsorshipSubCommittee(CSC).Theportfoliomayincludeanydocuments, forms,billsorothermaterialthatwillhelptherequesttobeaccepted. TheProgrammingBudget anextensiveversionoftheestimatedfundswhichare submittedwiththeapplicationform shouldbeprovidedinsidetheportfolio. ThebudgetshouldbeprovidedtothetreasurertwoacademicdaysbeforetheCSC meetingforanyreviewsorfeedbackaboutthebudgetinaccordancetothe UniversityandSAFB(studentactivityfeeboard)policies. Thebudgetshouldinclude: Acompletebreakdownofallcosts(goodsandservicesthatwillbe usedduringtheevent/initiative).threebidsforeachitemare required. o TheitemsthatwillberequestedfromGSA o Theitemsthatwillberequestedfromeachsponsor(allocation committeeasupac,upuaorother)otherthangsa. o Theitemsthatwillbecoveredfromtherequesting organization sownfunds.theorganizationisstillresponsible forcoveringgreaterthanorequalto20%oftheprogramming costsasperupacpolicy. Acompletebreakdownofanyincomethatisanticipatedandmaybe generatedduringtheevent/initiativethroughdonations,ticketsales. Note:Miscellaneousitemsofthebudgetcannotexceed15%ofthe overallbudget. 6

7 PresentationoftheRequesttotheCSC CoSponsorshipSubCommittee(CSC)isformedbyquorumof5amongmembersof theexecutivecommittee: 4ExecutiveOfficers,5GraduateCouncilRepresentatives,1FacultySenate,Advisor andco SponsorshipContactPerson.TherepresentativesoftheStanding Committeesmaysubstitutefortheexecutivecommitteeiftheyhavemutualinterest withtherequestorgroup. CSCmeetsatGSA OfficeeveryotherWednesdaywhenthereisnoGeneralAssembly Meeting. Therequestportfolio,whichhasalreadybeenavailableonGSAwebsiteispresented bytherepresentativeoftherequestingorganizationatthecscmeeting. CSCMeetingsareopentoallgraduatestudentshoweveronlyCSCmemberscan vote. PresentationmaynotexceedthetimeallocatedbytheMeetingChairwhoisselected bythevotingmembersbeforethemeeting. Presentationmayincludeanymaterialsthatcanhelptherequesttobeapprovedby thecsc. MeetingChairmaydecidetovoteontherequestinpartsorasawhole. IftherequestisacceptedbytheCSC,requestor scontactperson(cp)informsvice PresidentforputtingtheconfirmationoftherequestintothenextGeneralAssembly meetingagenda. CPalsoinformstheExecutiveSecretaryforputtingthenecessaryinformationabout theacceptedapplicationtothenextnewsletter. PresentationoftheRequesttotheGeneralAssembly TheUPACChairmustbeinvitedtotheGeneralAssemblyforthedeliberations concerningco sponsorships,butmayopttosendarepresentativeinhis/herplace. Priortotheconfirmation,theportfolioshouldbemadeaccessibletoallattendeesof thegeneralassembly MeetingChairforwardsanyquestionsorcommentsofthememberstotheCSC representativeastherepresentativeoftheapprovedrequest. MeetingChairmaydecidetovoteontherequestinpartsorasawhole. 7

8 AftertheApprovalofCo Sponsorship CPisresponsibleformonitoringtheGSAcommittees involvementinthe event/initiative. TheTreasurerisresponsiblefor a. allocatingtheapprovedfunds b. submitting,inwriting,toupactheexpensesand/oritemsforwhich GSAwillcoverand GSAmustpayforthatitemdirectlyandmaynotreleasethesefundsdirectlytothe organization. GSAmaynotco sponsorafteraprogram/eventhastakenplace. IfforsomereasontheUPUA/GSA ssponsorshipisnotknownatthetimeofaupac allocation,theothersponsormustsubmittheirinvolvementtoupacsothatupac canadjusttheallocationaccordingly. FundsallocatedbyUPACwillnotbereleasedtotheirASArestrictedaccountuntil UPUA/GSAsubmitsthisdocumentation. 8