Club Finance Council (CFC) Online Orientation

Transcription

1 Club Finance Council (CFC) Online Orientation The Club Finance Council Online Orientation is designed to equip you with the information necessary to successfully write a CFC grant and receive funding. Completing this workshop is mandatory in order to receive CFC funding, and must be completed BEFORE turning in an application. This workshop only needs to be completed once per student organization for by either the President or Treasurer of the organization. It should take you approximately 30 minutes to complete. In addition to this online workshop, there are a variety of resources that can be found on our CFC website. You will have an opportunity to enter your contact information at the end of this workshop in order to receive credit. Club Finance Council Overview Purpose of workshop The goals of the CFC Online workshop are to: Introduce you to the goals, mission, and purpose of Club Finance Council Explain the application and funding process Provide specific details about grant options, stipulations, and policies Implement short quizzes to help you retain information and write successful grants CFC contact information You can find contact information for CFC Student Manager Sruthi Sivanandan and CFC program Coordinator Lyndon Huling by vising the CFC Contact Information and Office Hours page. CFC overview Club Finance Council (CFC) is an ASUCD-funded program that provides grants to help pay for educational programs, guest speakers, conferences, performances, cultural shows, publications and other events that enrich campus life. Registered undergraduate student organizations in good standing with the Center for Student Involvement (CSI) are eligible to apply for funding. Who makes funding decisions? The Club Finance Council is made up of 13 undergraduate students who make CFC funding decisions for each application. To learn more about the CFC board, click here. CFC Funding Guidlines Eligibility for funding? Must be a registered undergraduate student organization (registered through OrgSync) with an active agency account, and be in good standing with the Center for Student Involvement in order to apply for CFC funding. Any organizations that are on hold or are in pending status will NOT be eligible to apply. Can an organization apply more than once? Yes! There is no limit as to how many times an organization can apply for funding! Note that you cannot apply for funding for an item for the same event if that item has already received any funding from CFC. Student Organizations may be awarded up to $2000 in a given year. Why should you apply sooner rather than later?? Enables organizations needing large amounts to know earlier how much CFC can potentially award them, allowing enough time to seek alternate sources if needed. Applying early allows organization to fix any mistakes that contributed to their application not being funded. Note: While applying early is beneficial for many reasons, do not rush your application. It is better to turn in a complete application during a later allocation cycle than a rushed one earlier. Are there other sources of funding out there for student organizations besides CFC? Yes! Check out this page for a list of other grants and funding opportunities for registered student organizations at UC Davis. [Required] What is the maximum amount of money an organization can receive in a year? - Numeric - ex: 1111 [Required] True or False? You do not need to have an Agency Account in order to apply for CFC funding. Page 1 of 5 Club Finance Council (CFC) Online Orientation

2 [Required] Who decides how much money is allocated to each CFC grant application? Answers to Part 1 1) What is the maximum amount of money an organization can receive in a year? Organizations can be allocated up to $2,000 a year. Most organizations awards range from $50-$500 based on the complexity and need of their program/event/publication. CFC does not fully fund any event, and typically will not fund more than 60% of the total expenses of an event. 2) True or False? You do not need to have an Agency Account in order to apply for CFC funding. False, any organization applying for CFC funding must have an active Agency Account. If your organization does not have one and you would like to open one, contact the Center for Student Involvement. Agency Accounts take up to 2 business weeks to be activated upon payment of the $35 Agency Account activation fee, so plan ahead! 3) Who decides how much money is allocated to each CFC grant application? Each CFC grant application is reviewed by the CFC student board. The board member you meet with when you turn in your application will talk about your application to the other board members, so make sure you give them all the information you feel is relevant. They are there to help you. CFC Grant Application So you're ready to fill out an application! The CFC Grant application can be downloaded here (but don't do this until you're done with the online orientation!) Help! You can attend a CFC grant application review session on the review session dates to have a CFC board member review your application with you ahead of the intake dates. Review sessions are held both in Memorial Union 442 and in the Student Community Center. Additionally, check out the variety of other resources available to you to help you complete your grant. CFC Sample Grants CFC Sample Quotes and Supporting Documents How does the CFC Board make funding decisions? In addition to utilizing the CFC Eligibility Checklist to make sure grants are accurate and complete, the CFC Board use the 5 criteria below: Importance of activity to the UC Davis campus, student organization, and individual students Importance of the activity in supporting the Principles of Community at UC Davis Degree of planning and prospects for success Whether the group has attempted to raise funds elsewhere Whether the group has used funds responsibly in the past Decisions on allocations involve an element of judgment on the part of the CFC Board. The boards decision not to fund an event is in no way a reflection of the value of the event. The board is committed to making objective decisions based on the following criteria. Note that these criteria are based on grants being completed accurately. Grants missing quotes, room reservation, or other disqualifiers will not receive funding for those line-items. CFC uses the Eligibility Checklist to catch mistakes, but ultimately it is the responsibility of the applicant to turn in a complete and accurate grant. CFC Travel Cap and CFC Stipulation for Ticketed Events If your organization is applying for CFC funding for a travel-related event (conference attendance, trip abroad, field trip, etc), it will fall under the CFC Travel Cap, and will impact how you complete your CFC application. If you are applying for funding for a travel-related event, click here. If you are applying for CFC funding for an event that is ticketed, review the stipulations pertaining to CFC funding for those types of events here. Additionally, note that you'll be required to complete a CFC Ticketed Event Expenditure Report in lieu of a regular Expenditure Report. Examples of items CFC can fund Equipment rentals Honorariums for speakers Page 2 of 5 Club Finance Council (CFC) Online Orientation

3 Funding for cultural performers Room rental costs (on and off-campus) + associated services Printing costs (publications, advertising, brochures) Supplemental insurance for vendors One-time services for events (UC Davis Ticket Office, Aggie Hosts, Custodial Services, Grounds, etc.) Transportation costs (gas, flight tickets, train tickets, vehicle rentals, bus rentals, etc.) *Note Travel Cap Conference participation (registration, lodging, transportation costs) *Note Travel Cap As a general rule, CFC funds can only be used for one-time-use items for a specific event. Examples of items CFC can not fund Food and/or drinks Banners T-shirts Equipment purchases Class assignments Scholarships Payment of organization debts Events that serve alcohol Events that are not open to all UCD students Bulk items that can be used more than once if not used up the first time. Examples: pens, folders, paper plates/plastic silverware, etc. Events that do not have a confirmed room (reserved by student organization) Events that are being facilitated by UC Davis departments Applications that do not have supporting quotes included Applications with quotes that are more than 60 days old Reimbursement for items already purchased Items purchased for events that have already occurred Items that have already received partial funding from a previous CFC grant Events in support for ASUCD political candidates Requests not in compliance with CFC guidelines and procedures Payments to UC employees or UC Davis students Events that are co-sponsored by any unit of ASUCD Organizations not registered with Center for Student Involvement Organizations without an active agency account at time of application Organizations on hold or with pending status with Center for Student Involvement [Required] True or False: CFC Board members are responsible for making sure your CFC grant application is accurate and complete. [Required] Which types of items can CFC fund? [Required] True or False: I can apply for CFC funding even though my organization has not reserved our event space yet. [Required] What are the two types of events that CFC can help fund, but have stipulations associated with the funding? Page 5 4. True or False: CFC Board members are responsible for making sure your CFC grant application is accurate and complete. False: It is the responsibility of the APPLICANT to turn in a completed and accurate grant. The Eligibility Checklist is a tool to help you be successful, but any technical errors that result in a loss of funding are the responsibility of the applicant. 5. Which types of items can CFC fund? CFC can fund one-time-use line-items. This means that whatever you're asking CFC to help fund has to be an item that can only be used for that event/trip/publication. CFC cannot fund permanent items, bulk items, or other items or events as laid out here. 6. True or False: I can apply for CFC funding even though my organization has not reserved our event space yet. False. In order for CFC to fund an event in a reserved space, that space must be confirmed, and the reservation must be in the name of the student organization. You can find more information about room reservation confirmations here and here. 7. What are the two types of events that CFC can help fund, but have stipulations associated with the funding? Travel-related events and ticketed events. CFC Grant Application Continued Page 3 of 5 Club Finance Council (CFC) Online Orientation

4 Application/Funding Process Submitting your application On the day of intake, you will be able to submit your application between the hours of 9am 4pm at Memorial Union 442. Applications submitted after these hours will not be accepted! Acceptable applications must be typed, paper-clipped, and include all supporting documents, quotes, and a copy of the CFC orientation confirmation you will receive after completing this workshop. You will meet with a CFC board member who will review your application before it is submitted. Come prepared with details about your event and to further discuss your application. Please set aside at least 20 minutes for your interview, and note that sometimes there is a wait. If the board has additional questions after reviewing your application you may be contacted to answer questions. Funding Results Allocations results will be on the Club Finance Council website, posted on the 4th floor of the Memorial Union, and will be ed to the applicants listed on the CFC grant application. Funding results are typically posted within 10 business days of application intake date. If your organization did not receive full funding or no funding at all, you are highly encouraged to make an appointment with the Program Coordinator or CFC Student Manager to find out the reasons why your grant request was not successful. This can help you prepare applications for future allocations. Post-allocation process If your organization receives CFC funding, you will need to pick up your Finance Agreement from the CFC Student Manager at Memorial Union 442 within 1 week of being informed of the results via . You may visit the CFC Student Manager during their office hours or make an appointment by ing cfc@ucdavis.edu. You have 1 week from when you pick up your Finance Agreement to have your organizations 5 officers sign the Finance Agreement and return it to Memorial Union 442. Once you turn in the Finance Agreement, Center for Student Involvement will initiate the transfer of your CFC funds into your organizations Agency Account. If you have questions about how your agency account works, come visit Memorial Union 442 and we ll teach you! Final Paperwork Within 10 business days (2 weeks) of your event/program/publications completion, schedule a meeting with either the CFC Student Manager (cfc@ucdavis.edu) or the CFC Program Coordinator (lahuling@ucdavis.edu) to: Finalize your Expenditure Report Turn in your receipts Turn in a copy of your publicity/publication Complete the online CFC Feedback Form Please complete as much of the Expenditure Report ahead of time as possible. Your paperwork due date will be listed on your Finance Agreement. Note: If you received funding for an event that charged for participation (ticket sales, admission charge,) you will need to bring all of your receipts (including ticket sales receipts from the UCD Box office) and you ll need to complete the Ticketed Event Expenditure Report. Note: If you received funding for a travel-related event, you will need to turn in a roster (with student IDs) of all the people who attended, as well as a receipt for each participant. Groups must follow allocations according to the Finance Agreement. If money is spent on items not in accordance with the Finance Agreement that money will need to be returned to CFC. If groups fail to complete an expenditure report, the five designated officers will have their individual transcripts and registration placed on hold with CSI and the Office of the Registrar until this has been completed. Re-allocation process A re-allocation request can be submitted for expenses in the same event or an event with similar purpose (i.e. change in speakers, dates, etc) if an unforeseen change has occurred to your event A Request to Change Allocation" Letter must be submitted to the Program Coordinator of CFC as soon as the change is discovered. The Program Coordinator will review and decide on the request in consultation with the executive board of the council. Re-allocation is not allowed for funds to a different purpose/line-item. All extra funds for each line-item must be returned to CFC. CFC Dance Grant and CFC Loans In addition to normal grants, CFC also offers Dance Grants and Short and Long-term loans. Dance Grants fund social dances on campus. Student organizations can apply for up to $600 in funding (or up to 60% of the total expenses for the Page 4 of 5 Club Finance Council (CFC) Online Orientation

5 dance, whichever is lower.) Short and Long-term loans are available to student organizations who need additional funding for their events. A short term loan must be repaid within 60 days, and may issued up to $300. Long-term loan lengths are variable, and may be issued up to $3,000. To learn more about CFC Dance Grants or CFC Loans, contact CFC Program Coordinator Lyndon Huling at lahuling@ucdavis.edu [Required] How many days do you have to pick up your Finance Agreement from Memorial Union 442 once your organization has been informed of the funding results? [Required] How many days do you have to return your Finance Agreement to Memorial Union 442 with the signatures of your 5 officers? [Required] How many days do you have to schedule a meeting to turn in your receipts, Expenditure Report, and copy of your marketing materials after your CFC-funded event has occurred? Answers 8. How many days do you have to pick up your Finance Agreement from Memorial Union 442 once your organization has been informed of the funding results? You have 1 week from the day you receive an from CFC Program Coordinator Lyndon Huling to pick up your Finance Agreement and review any 9. How many days do you have to return your Finance Agreement to Memorial Union 442 with the signatures of your 5 officers? You have 1 week from the day to turn in your signed Finance Agreement to Memorial Union 442. Once we have the form, we'll transfer the money into your organizations Agency Account. 10. How many days do you have to schedule a meeting to turn in your receipts, Expenditure Report, and copy of your marketing materials after your CFC-funded event has occurred? You have 2 weeks to schedule a meeting with either the CFC Student Manager or CFC Program Coordinator to turn in your Expenditure Report, publicity (with CFC/ASUCD Statement of Credit) and reciepts. Closing [Required] Your name [Required] Your - name@myschool.edu [Required] Student organization name Are you the President or the Treasurer (listed in OrgSync) for your organization? [ ] President [ ] Treasurer [Required] Enter Reviewer Please enter cfc@ucdavis.edu in this field. - name@myschool.edu Page 5 of 5 Club Finance Council (CFC) Online Orientation