Grant Policies and Required Procedures

Policies

• Grants will be awarded only to programs which all persons have equal access without regard to race, color, creed, religion, national origin, sex, age, marital status, ability, public assistance status, or sexual orientation.
• Student Activities and Coca-Cola Grant Initiatives can be used to fund up to 90% of the total budget for an event/initiative. Student groups and university departments must secure a minimum of 10% of the total budget through other funding sources, such as fundraising efforts, member dues, etc.
  • If the anticipated budget changes prior to the event/initiative, the student group/university department is responsible for sending an e-mail notification to saogrant@umn.edu. The grant award amount will be reviewed to determine if the amount is still appropriate or if the grant award amount needs to be adjusted to ensure the grant award is not exceeding 90% of the total budget.
  • If the final budget of the event/initiative changes, the student group/university department is responsible for addressing the change with a Student Activities Advisor at the post-event meeting. If the grant award amount exceeds 90% of the total budget, the student group/university department will be required to return the overage.
• Funding will not be awarded for stipends/honoraria for any University of Minnesota student, faculty or staff member.
• Events at which alcohol is available will not be considered for funding. Any beverages served at events funded by Coca-Cola grants must be Coca-Cola products.
• Funding is not intended for start-up or general operating costs.
• Recurring initiatives must show demonstration of improvement in order to be eligible for grant funding.
• Events held as fundraisers or intended to generate revenue for a student group/department or philanthropic cause are not eligible for funding.
• Funded programs must acknowledge the grant(s) and associated logos in all advertising and publications for the event.
• Partisan political organizations (organizations affiliated with a registered political party or candidate for public office) may seek funding through University grant and student funding programs for non- partisan political activities only (e.g., candidate forums available to all qualified candidates, nonpartisan educational programs, etc.)
• No registered student group may use University funds on behalf of a candidate for public office in a political campaign.
• Information regarding grant applications will be sent via e-mail. All correspondence will contain your application number. Please reference this number when inquiring about your grant application. Please note, the e-mail address you supply on your application will be the only method through which we will correspond. It is your responsibility to ensure the accuracy of this e-mail address. Any missed deadlines due to an e-mail account error on the grant application will result in forfeiture of the grant.
• We emphasize the importance of applying for grants early and the submission of thorough applications is encouraged since funding is limited and grant awards will be based solely on the content of your application.

Required Procedures

Student Activities and Coca-Cola Grant Initiatives are intended to further the student group experience. As funds are limited and hundreds of groups apply, applicants must be accountable to uphold the grants process. Funds must be used properly in order to ensure that groups continue to have access to funds. Therefore, the following required procedures are in place to ensure student group/University department accountability:

• Applications must be submitted online by an officer of the group according to the Student Group Directory listed on the SUA web site. Advisors are not able to fill out the application for a student group. Events must occur a MINIMUM of 30 days AFTER the grant application due date in order to be eligible for funding. Please note: grant applications are reviewed on a monthly basis. For any event taking place after September 30, 2009, your student group must be re-registered for 2009-2010.
• No funding will be given to activities held prior to the review of the application. All applications will be reviewed by a review committee made up of University students, faculty and staff. All judging criteria used by the review committee can be found here: http://www.sua.umn.edu/groups/funding/grants/evaluation.php
• Committee award decisions are final.
• Student groups are required to schedule a pre-event meeting with a Student Activities Advisor within two weeks of grant award notification. At this time, the Statement of Agreement must be signed and submitted. Failure to schedule this initial meeting will result in the forfeiture of your grant award. No other penalties will be incurred by your group as a result.
  
  *Please note: You must be listed as an officer on the SUA website Student Group Directory to represent your group at the pre and post event meetings OR have documentation from a listed officer that you are representing the group for the purposes of the grant. If you are not a listed officer, please bring a valid U-card to verify your student status.
• Awards will be given in one lump sum, checks will be requested after the submission of the Statement of Agreement and the pre-event meeting with a Student Activities Advisor has taken place. No exceptions will be made. All applicants must consent to understand that a Student Activities Advisor may request receipts at any time and they must be therefore be submitted promptly upon request.
• Student groups/University departments are required to bring receipts, invoices, and/or other financial documents for the entire event/initiative to the post-event meeting for review by a Student Activities staff member for all grant awards. For grant awards over $2,000, please bring copies of your receipts, invoices or other financial documentation that Student Activities will keep with your grant files.
• Grant recipients are required to have a post-event meeting with a Student Activities Advisor within 30 days of your event completion date. Complete your Project Evaluation and Financial Report before your meeting and be prepared to present them at your post-event meeting.
• No group can make a profit from the Student Activities & Coca-Cola Grant Initiatives and will be required to return excess funds at the post event meeting.
• Failure to comply with the policies or required procedures may result in any of the following consequences to be determined by Student Activities:
  • Ineligibility to apply for grants for the remainder of the academic year
  • Ineligibility to apply for grants for the remainder of the calendar year
  • A formal complaint may be filed (per complaints process in the Student Group Handbook)
  • Probationary status will be assigned to the student group if any steps of the required procedures do not take place within 90 days of the scheduled event.
  • May be required to repay the full amount of the grant award