COMMUNITY SERVICE COMMISSION (CSC) APPLICATION

Transcription

1 COMMUNITY SERVICE COMMISSION (CSC) APPLICATION FOR FALL TERM 2005 ***Application information has been changed- Please read thoroughly*** The Reimbursement Process Friday, September 23 Monday, September 26- Wednesday September 28 Tuesday, October 4 Friday, October 7 Friday, October 28 Monday, October 31- Wednesday November 2 Tuesday, November 8 Fall 2005 CSC Timeline Cycle 1 Applications Due- Review sign-up sheet available in MSA office Cycle 1 Funding Reviews Cycle 1 Funding Notifications Published Appeals sign-up sheet available in MSA office. Cycle 1 Funding Appeals Cycle 2 Applications Due- Review sign-up sheet available in MSA office Cycle 2 Funding Reviews Cycle 2 Funding Notifications Published Appeals sign-up sheet available in MSA office. Friday, November 11 Cycle 2 Funding Appeals Friday, December 9 Receipt Submission Deadline and Last day of Reimbursement Period No costs incurred after this day will be reimbursed! Materials are due by 5:00 PM in the MSA office (3 rd Floor, Union) on the days specified! 1) Student Group Registration with MSA and SOAS To apply for funding, your group must be registered with MSA at and have a valid SOAS account. Both of these portions of the student group registration process must be complete before you can submit this application to the MSA front office. 2) Submit a funding application. You are welcome to submit an application in each funding cycle. However, the Committee prefers to fund well-planned events, so please ONLY APPLY when your costs are KNOWN and your event(s) are finalized. Make sure you review and sign the grant agreement on the last page. In addition, your funding amounts WILL NOT depend on the cycle in which you apply. PLEASE do not apply to BPC and CSC for the same aspects of events- you will not be funded in both bodies. When you turn in a funding application, you will need to sign up for a time to come in and tell the committee about your program. CSC holds oral interviews at both the review and appeals parts of the process. 3) Turn in receipts between September 14 and December 9 (exceptions made on case-by-case basis) - Save and photocopy ALL receipts - dated between September 6 and December XX - for the money you spend on authorized purposes for your group s project(s). Submit photocopies of receipts to the MSA Office, 3909 Michigan Union, and the Chair will then approve a transfer of funds from CSC s SOAS account to your student group s SOAS account, pending review of expenses. You may be required to submit detailed travel logs. 4) Take all original receipts to the SOAS Office (after funding has been transferred from MSA). There, fill out disbursement forms, and SOAS will send you a check for your authorized spending. The money that your group receives from CSC can only be accessed through SOAS, which operates by REIMBURSEMENT ONLY.

2 5) Receipts are reviewed weekly. Receipts submitted by 5:00 p.m. on Thursdays should appear in your SOAS account by the next Wednesday (not a guarantee). You will receive an if there is a problem with your receipts, but if you do not hear from CSC, you can assume that your transfer was successful. To check your account balance, contact the SOAS office. Important Information All groups can apply for CSC funding and are encouraged to do so. CSC funds specifically for all student organizations projects under the following categories: Direct community service Indirect community service Community development Community organization Social action Education CSC does not usually fund: Capital goods (those items which could be reused following the program) T-shirts Travel costs Food and drink not vital to the implementation of the program Student salaries Club Sports fee charged by the Athletic Department Student salaries for services Exceptions can be made by a two-thirds (2/3) vote of the Committee. Such exceptions are usually only granted for unique circumstances. If you are applying for an exemption, please fill out the section regarding exemptions on the Additional Questions page. In order for a student group to be reimbursed for services rendered by an individual such as an HONOARIUM, it is necessary to fill out a GQ Form. GQ Forms can be obtained at SOAS. CSC will ONLY reimburse services rendered paid via a Form GQ through SOAS. One can obtain a Form GQ at the Student Organization Accounting Services (SOAS). Services rendered paid with cash, gift certificate, or other means will not be reimbursed. The detail and organization of an application often reflects the detail and organization of the group. Therefore, writing a high-quality application can often help CSC accurately evaluate the application. Since funds are limited, it is efficient for CSC to fund well-organized groups with well-planned events and organized expenses. Consideration for funding often is based upon these criteria: Quantity of students affected The degree of effect on students Effect on the Ann Arbor, University of Michigan, and general Michigan community Effort to receive funding from other sources Completeness of the funding application Unique nature of the event Prior utilization of MSA funding allocations Reasonable budget Detailed, itemized budget Detailed, reasonable timeline

3 FALL 2005 CSC APPLICATION Cycle #1 Cycle #2 Organization Name: Primary Contact Name: Title: Phone: Secondary Contact Name: Title: Phone: SOAS Account #: MSA Registered? Yes No Group address: Please circle the following categories which describe your group. ACADEMIC/PRE-PROFESSIONAL CULTURAL/ETHNIC POLITICAL ENTERTAINMENT (Music, dance, etc.) RELIGIOUS SPORTS For CSC Use Only R I A

4 What is your group s purpose? In addition, please write an overview of group activities. # of active students: # people on group list: Average attendance at meetings/events: How often does your group meet? Do all of your activities take place on campus? If not, where else do they take place? Does your group engage in political activity? YES NO Please describe: Does your group engage in lobbying efforts? YES NO Please describe: With which groups/departments do you work? Are you affiliated with a national or parent organization? YES NO If so, whom?

5 FINANCIAL INFORMATION Section 1 - Account Balances Please list the balance of the group s SOAS account, listed on the first page of the application. List any other SOAS accounts your group regularly accesses. Also, please list the balances of any external (commercial) bank accounts your groups holds (e.g. Comerica, TCF Bank) Account Location (SOAS Number/Bank Balance Name) SOAS Total Account Balance (sum of above (a) columns) Section 2 Funding Received And/Or Raised Please identify ANY other funding (besides dues) that your club has or will be receiving/raised over the semester. These sources could include other U-M funding bodies (CSC, BAC, etc), outside donations, national organization allocations, etc. Funding Source Expected Amount Total Expected Funding (sum of above (b) columns) Section 3 Funding Pending Please estimate ANY other pending funding (besides dues) that your club could receive over the semester. These sources could include other U-M funding bodies (CSC, BAC, etc), outside donations, national organization allocations, etc. Funding Source Total Pending Funding (sum of above columns) Section 4 Dues Expected Amount (c) Expected Number of Dues Paying Members (1) Dues Charged Per Member (2) Total Dues Revenue {Field (1) x Field (2)} (d) Section 5 Debt and Liabilities Please identify all pre-existing debts your club is carrying. This does not include the amounts you plan to spend on events or operating costs this semester. Liability Description Amount Total Liabilities (e)

6 FINANCIAL SUMMARY Cash Flow Summary (With funds pending) Please copy the values from the above worksheet to create your cash flow summary. Total Account Balances (a) Total Funding Expected Funding (b) Total Pending Funding (c) Total Dues Revenue (d) --MINUS-- Total Liabilities (e) Cash Flow Cash Flow Summary (Without funds pending) Please copy the values from the above worksheet to create your cash flow summary. Total Account Balances (a) Total Funding Received and Raised (b) Total Dues Revenue (d) --MINUS-- Total Liabilities (e) Cash Flow OPERATING BUDGET Please list ALL expenses and feel free to attach a separate budget if applicable. Total Expenses Amount Requested Advertising and Publicity Newspaper Posters /Flyers Other Other Other Administrative Expenses Office Supplies Postage Other Other Other TOTAL OPERATING EXPENSES

7 EVENT # Complete this page for each event. If you are holding a series of similar events, such as a weekly speaker, list it as one event. Event name Event date(s) Give a brief description of the event. What is the overall objective of the activity/event for which your group is requesting funding? Describe how the activity/event for which your group is requesting funding will impact our campus and students. Describe how your events/activities will include other student groups/departments. How many participants do you expect? Will you charge admission? YES NO If so, how much? Who is eligible to participate? When will the event be held? Where will it take place?

8 BUDGET FOR EVENT # Please list ALL expenses. Attach a separate budget if necessary. Total Expense Amount Requested Equipment Rental Room Rental Speaker (honoraria, salary) Speaker Travel (hotel, airfare, etc.) Entertainment (DJ, Band, etc.) Student Hotel/Airfare Not Funded Gas Not Funded Vehicle Rental Food and Drink Not Funded Other: Other: Other: Other: TOTAL

9 ADDITIONAL QUESTIONS Include this page if any of the questions apply to you. 1) Funding for a publication Do you charge for copies? YES NO How much per copy? If possible, please include a copy of your publication with this application. 2) If one is applying for an exemption from the following items CSC does not usually fund: Capital goods (those items which could be reused following the program) T-shirts Travel costs Food and drink not vital to the implementation of the program Student salaries Club Sports fee charged by the Athletic Department Student salaries for services Briefly explain the item(s) for which you are requesting an exemption for, why you need it, and how your situation provides reason for the CSC Committee to grant you an exemption. 3) Off-Campus Travel Briefly explain where you are going, and how it will benefit campus students.

10 SUMMARY OF REQUESTS Total Expenses Amount Requested Operating Expenses Event #1 Event #2 Event #3 Event #4 Other Total If there is any further information that may provide us with a better picture of your group, please attach it to the end of this application. Feel free to contact the CSC co-chairs Alana Kuhn (akuhn@umich.edu) or Robbie O Brien (rjobrien@umich.edu) with any questions or concerns.

11 Michigan Student Assembly's Community Service Commission - Grant Agreement FALL TERM 2005 In consideration of their mutual promises and agreements: Contingent upon the allocation of funds in the FallTerm of 2005 by the Michigan Student Assembly (MSA) of the University of Michigan, the Recipient agrees: 1. To use the allocation exclusively for activities previously presented to and approved by MSA. No funding shall be provided for capital goods, t-shirts, newspaper ads, gas, Club Sports fees, food or beverages, student airline travel, student lodging, awards, gifts, gift certificates, film, film processing, or Festifall/Winterfest registration fees. Exceptions to these conditions must be pre-arranged, in writing with CSC Chair Alana Kuhn. All receipts must be dated no earlier than SEPTEMBER 15, 2005 and no later than DECEMBER 9, 2005 to be considered for Fall 2005 Funding reimbursement. All receipts must be submitted NO later than DECEMBER 9, 2005 at 5:00 PM 2. Date Limitations 3. Recipient permits MSA or MSA's agents to access records in Student Organization Accounting Services which evidence Recipient's financial transactions - regarding the sum granted by CSC. 4. Recipient affirms that all statements made regarding its funding request are true and correct to the best knowledge of the undersigned representatives. 6. If (1) any of the provisions of this agreement are violated by Recipient, (2) if any of the statements of the allocation request are untrue, or (3) if any of the allocated funds are used in a manner on an activity not previously approved by the MSA, Recipient agrees to return, upon MSA'S request, an amount equal to the full amount of the grant. This shall not be construed to limit the right of MSA to recover any additional sum that it is entitled to pursue through legal or administrative processes. 7. Recipient agrees that failure to comply with the terms of this agreement - in any regard - may subject Recipient and/or its members to (1) full repayment of the grant, (2) civil liabilities, and (3) sanctions by the MSA in accordance with its powers and operating procedures. 8. By signing below, Recipient acknowledges receipt of MSA's "CSC Funding Form" 9. Statement of Guarantee: We, the undersigned parties, agree that (1) should Recipient become liable to the MSA for repayment of any of the funds granted and (2) should the Recipient fail to repay the funds for which it is liable, we will personally pay to the MSA any unfulfilled debts on demand. The below-signed representatives have read and understand this agreement; at least ONE signer must be an SOAS Authorized Signer: Name (Authorized SOAS Signer for Group) Position Date Name (Group Member, different than above) Position Date Group Name