student organization funding - silcdev.drupal.ku.edu · general funding requests: for student...

Student Organization Funding Student Organization Toolbox

INTRODUCTIONS

Student Organization Financial Account ServicesProcurement – Carruth O’Leary Room 1sofas@ku.edu

Student Senate FundingLine-Item, Block Allocation, Wednesday Night, DEI

General Funding Requests• Student group must be registered with SILC• Group must be open to all students (no academic criteria)• Group cannot require fees for membership• Funds may not be used for academic purposes, including research and travel• Funds cannot be used for the purpose of advertising with the intent to make profit• Officers of organization must be students• The group must not be a vehicle for members to receive any sort of academic credit• Funds cannot be used for social events that do not have a primary educational or

multicultural purpose• Funds may be allocated from student fees to a student organization to indirectly raise

funds for another non-profit organization • Funds cannot be used for specific religious activities or materials. This includes, but is not

limited to, religious texts, worship or devotional services, conversion efforts and salaries for religious officials. Funds can be allocated to organizations whose primary function is religious for traditionally secular activities that may have a religious perspective

• http://studentsenate.ku.edu/rules-regulations

General Funding Requests- Complete an online form Line-Item and Unallocated funding processes:• Student Senate can only fund student groups that are registered through the

Student Involvement and Leadership Center.• Student Senate funding can only go to groups and events that are opened to

ALL students at KU.• Groups seeking funding cannot have academic requirements (enrollment in a

school, GPA requirement, or more)• Groups seeking funding cannot have fees that keep people from participating

in the organization.• Events must have an educational or multicultural value in order to receive

funding.• Senate funding cannot fund: Food, T-Shirts, Travel Expenses for

students, Reimbursements for items, Donations to 3rd Parties, Items worth $50 or more that cannot be kept in a locked location.

General Funding Requests:

For student organizations who have already been allocated funds, whether through the line-item process or during the school year, a purchase order form must be submitted before any funds can be used. This includes all expenditures, including office supplies, honoraria, equipment, advertising, etc.

For a purchase request at Jayhawk Ink, use this form; all other requests should be submitted on this form.

DEI Funding Criteria

Funds from the DEI Fund must be used for events with the purpose of fostering and inclusive and multicultural environment

Funding can be used for: - Conference Expenditures (registration and or travel)- Speaker/Honorarium- Food- Programming Supplies

NOT granted for - Programs that are not a primary multicultural focus - Groups that are not open to all students or registered through SILC - Groups that require academic standards or charge membership dues - Events for which you will receive academic credit - Religious services/ activities or materials that promote spiritual overtones - Political candidacy or lobbying purposes- Granting Scholarships - Give away and walkable items- Reimbursements

DEI Funding Criteria

• Go to the Student Senate website and fill out the DEI Funding form• Get the form to Sabine, Arianna or one of the Treasurers• Arianna will email each group a time and location for their hearing• Present for 15 minutes and the DEI fund committee will contact the group and notify

them of the funding they receive.• Hearings are on Tuesdays the week of committees and run from 5 to 8:30 in the OMA

classroom.• If group is requesting money to travel, they need W-9 forms filled out for traveling

members when they come to the hearing. This can be found on Senate’s website.• Similar to the Wednesday Night Funding Criteriaceptions include

• Travel• Food (if it serves a multicultural food)

• 75% over $1000 rule• If an organization is requesting funds from both the Wednesday Night Funding

and the DEI fund then they can receive up to 75% over $1000.

Pepsi Funding

Student Organization Training

Pepsi Product Overview

• Requests must be submitted a minimum of

10 business days prior to the event

• Product may not be sold

• Typically, you will be approved for up to one

product item per estimated number of

attendance, depending on availability.

PEPSI PRODUCT

LOGISTICS

If awarded, you will receive an email with instructions for pick-

up or delivery.

1-10 CASES

PICK UP

KANSAS/BURGE

UNION EVENT

DELIVERED W/

ICE & COOLERS

11+ CASES

DELIVERY W/

ICE &

COOLERS*

*No delivery, ice, coolers if event is off campus

PEPSI PROGRAM FUNDING

APPLICATION PROCESS

DEADLINE 3 WEEKS

PRIOR TO EVENT

SUBMIT EVENT

DOCUMENTATION FOR

PAYMENT

PRESENT PROPOSAL

Include all budget and

expense information

COMPLETE EVENT

SURVEY

Funds are not for…

• Events and student groups that are not

open to all students.

• Events that charge for KU student

attendance

• Events serving alcohol

• Events for which students will receive

academic credit.

• Conference registration or travel away

from campus.

• Gifts or prizes

PEPSI FUNDS AVAILABLE FOR…

Funds CAN be

used for…

• Speaker fees

• Catering/food

• Supplies

• Other expenses for campus

programs

TIPS FOR SUCCESSFUL FUNDING

APPLY EARLY! SUBMIT ALL

DOCUMENTATION

ASAP

IT’S ALL IN THE

DETAILS

Additional Sources of Funding

• Partnerships with campus departments

• Percentage nights at local restaurants

• KU Athletics – post-game clean up

Crowdfunding

• Identify very specific funding needs with small dollar goals (under $10,000)

• 30-60 day campaigns

• Market project, most often via email and social media

• Utilize peer to peer fundraising by capitalizing on personal and professional networks

• Raise money from a large group of individuals

• Opportunity to communicate to donors about how their money was used

Qualifications to be a LaunchKU Candidate

• Do you have a specific project that tells a compelling story?

• Do you know how much you need?

• Do you have an obvious audience?

• Are you willing to invest the time and effort?

• Do you have approvals and an existing KU Endowment account into which funds raised can be deposited?

How it WorksKU Endowment Provides:

• Platform and training at no cost

• Benchmarks and Best Practices for crowdfunding

• Promotion of projects

• Gift processing – funds already established

Your Responsibilities:

• Application and feasibility meeting

• Project Champion and Ambassadors

• Provide materials (ex: photos, descriptions, dollar goals, outreach plan)

• Advocate for your project

Types of Projects

• Faculty/Staff Retirements

• Memorial funds

• Student Organization projects

• Conference/Competition/ Travel needs

• Sorority/Fraternity needs or anniversaries

• Class projects

• Departmental needs: equipment, facility improvements

• Enhance programs: help more students

• Scholarship/Award support

• Community outreach programs

Student Organizations

Requirements

• Approval of Advisor

• SOFAS account or KU Endowment account

Perks

• Work with SEB members

• Up to $250 incentive money

Success Tips

• Energetic and consistent communication

• Ambassador involvement (boards/students/employees/volunteers)

• Tangible items tied to giving levels

• Email engagement is highly effective

Perks

• Cannot advertise items of monetary value

• Okay to give away experiences, invitations, etc.

Project Examples

QUESTIONS?

Contact Information Student Senate: senatetreas@ku.eduPepsi Funding: studentaffairs@ku.eduEndowment: apainter@kuendowment.orgSOFAS: sofas@ku.eduAthletics: 785-864-4210