Guidelines : Student Funding : IUPUI

Student Funding

Guidelines

Complete guidelines for each grant:

Quick Facts

Deadlines

All proposals must be submit through Student Link and will not be accepted in other forms.
Proposals must be submitted at least 21 days in advance of the event.
Proposals are reviewed each week (except over student breaks) with a weekly deadline of Wednesday by 5pm.
Notification will be sent through the Student Link proposal system with the funding decision by the following Wednesday of the review period.

Eligibility

You can only apply for either the SOG or the EEG for your event. You cannot apply for both grants for the same event.
For the SOG, recognized student organizations with Campus and Community Life are eligible for funding.
For the EEG, both recognized student organizations and individuals in good standing with IUPUI are eligible for funding. The EEG is only available for undergraduate students. Graduate students should apply through the Graduate Student Organization at gso.iupui.edu.
All other guidelines must be met for each grant.
Proposals submitted by organizations who have access to other sources of funding (including student activity fees) should include that in your proposal under co-sponsorships.
It is strongly encouraged that all students and registered organizations that are interested in applying for funding attend the Student Organization Leadership Development (SOLD) session on Securing Funding. Dates and times for those workshops are available at lead.iupui.edu. Although these are not required to receive funding, it is in the students’ best interest to attend one.

Support

For the SOG: A registered student organization can receive up to $2000 per academic year.
For the EEG: If traveling individually, in-state travel is limited to $300.00 per person. Out-of-State travel is limited to $500.00 per person. The maximum a student can receive per year is $500. If traveling as an organization with 5 or more students attending, the group can receive up to $1500 for in-state travel and $2500 for out-of-state travel. This is an annual allocation. The maximum a student organization can receive per year is $2500. (If you are an organization with less than 5 students, please apply individually.)
Full funding is never guaranteed. Please do not assume your organization will receive funding.
In the past, funds have run out before the end of the academic year. It is in your best interest to apply for funds as early in the year as possible.
An organization must resubmit a new proposal (and the 21 days guidelines begins again) if the cost for the event increase and the organization would like to be funded for the additional costs.
If more than one organization sponsors an event, each organization may apply for funding, but it will count towards each of their maximum annual allocation.

Reimbursement/Payment

After proposals have been approved, students can receive this funding in two ways of their choice:

Bring in invoices/quotes and Campus and Community Life will process a check directly to the vendor for the related costs
Pay for the items personally and bring in original receipts to be reimbursed

Expectations of the Registered Student Organization/Individual

Registered student organizations and/or individuals must not sign any contracts or agreements (for example, venue or speaker agreements). All agreements must be brought to Campus and Community Life for a signature by authorized university staff. Any agreement that contains an unauthorized student signature cannot be funding under any circumstance.
Communicate all pertinent information in your proposal for funding.
Most, if not all, correspondence between the SDFC and the organization/student will be done via email. It is your responsibility to check your email on a regular basis.
All correspondence with the SDFC should be communicated by the student leaders of the organization. Advisors, faculty members, and/or staff should not be the primary contact for a funding proposal.
Be responsible for submitting a complete proposal, including maintaining an accurate budget, paperwork, evaluation, and receipts and invoices.
In all marketing of the event, include a statement that this event is funding by student activity fees.
Complete and submit an evaluation form for the event on Student Link. This is a requirement for reimbursement/payment.
Submit all receipts/quotes/invoices within 30 days after the event or June 1 of the academic year, whichever comes first.
Failure to follow expectations and guidelines of the grant will result in you and your organization being held accountable for the misuse of student activity fees. You may be asked to reimburse the grant and be restricted from application in the future.

Expectations and Rights of the SDFC

Communicate with the student and organization in a timely manner.
Make the student and organization aware of its funding status as soon as possible, but no later than a week of review.
Follow all University Guidelines for the Use of Student Activity Fees, along with other IUPUI departmental policies.
Must be trained in the approval guidelines, provide an unbiased viewpoint, and promote the good use of Student Activity Fees.
Work to provide an equitable review of each proposal, regardless of content.
Meet weekly, as needed, to review proposal decisions.
Reserve the right to conduct closed meetings.
Reserve the right to fully fund, partially fund, or not approval any proposal. Upon request, an explanation will be provided to all students and organizations about the funding decision.