Funding Workshop Andy Miao APSC Vice Chair of Finance February 3, 2016

Overview Student Activities Council (SAC) Common Funding App (CFA) Alternative Funding Sources Example Tips and Tricks Questions

Student Activities Council Primary funding organization at Penn for undergrad student groups, over $1 million budget per year (as compared to $65000 and under for CFA groups) SAC recognized groups apply for annual budget through sacfunded website Contingency Requests for additional funding (periodic throughout year) When seeking additional funding, SAC board initially approves or disapproves If board disapproves, group can appeal to general body Funding based on organization’s primary mission designated by SAC Does not fund food related costs

Timeline for Contingency Requests Your Event!!* SAC GBM: Exec Board recommendation either approved or denied by general body Meeting with SAC Exec: Discuss your contingency request before Exec - informal Q&A ~10 min. Group Budget Updated Liaison updates budget brief and s group w/in 48 hours of Exec Meeting based on Exec’s recommendation. Submit Request via SAC Online: AS SOON AS EXACT COSTS FOR YOUR EVENT ARE KNOWN! Renata to set up a meeting with Exec; *Should your event fall before the next GBM, it will be considered an Emergency Contingency; any recommendation made by Exec in such an instance is final and may not be appealed.

SAC Links for funding guidelines and info on budget requests SAC Treasurer Training PowerPoint Spring 2015 GBMs

Common Funding App Create an account at One-stop shop; apply for most funding sources for events here, including APSC Website includes calendar for funding sources (not entirely accurate) and more info on different funding sources

CFA Sources APSC, LC, UMC, UMOJA SPEC-Trum, Connaissance, Fully Planned ICF, PTAEF CHAC, SSAP, Synergy, Faith Fund ESAC T-Change, UA Contingency

Asian Pacific Student Coalition (APSC) Breakdown Constituent Guaranteed Fund $550, $25 per constituent group Must be a collaboration Remainder transferred to General Body Fund after March 16 GBM PAACH Event Fund $25 per event from General Body Fund General Body Fund $700 plus carryover from Constituent Guaranteed Fund

APSC Funding Guidelines Must be an open, non-alcoholic event Apply at least 3 weeks in advance of your event to maximize funding Must apply before 5pm the Sunday before GBM Present in front of Constituent groups at GBM Groups vote on funding applications after applying group leaves room ML9dNXMYbu8R4QAa7k/edit?usp=sharing ML9dNXMYbu8R4QAa7k/edit?usp=sharing

Guidelines for Transfers When applications approved, APSC contacts Kusum at PAACH and CCs the groups applying. If group has budget number, transfer made directly ( WAX, SYZ, LFE, SBR) Groups without budget numbers must bring hard copies of receipts to Kusum within 2 weeks for petty cash reimbursement Limit for petty cash reimbursement is $25. If reimbursement more than $25, fill out request through Concur Contact Kusum for more details. Recommended that you break up receipts into several of $25 or under

United Minorities Council (UMC) Provides funding to its constituent groups APSC used to be under UMC For more detailed questions, contact Alex Yang at

SPEC Co-Sponsorship Connaissance: for speaker events if honorarium exceeds $100. Expenses for honoraria, travel and lodging are commonly funded SPEC-TRUM: for groups hosting performance-oriented events serving the multitude of minority interests on campus (APAHW, QPenn etc.) Fully Planned: for entertainment, social, cultural events that is ready to go (in terms of budget + facilities) but needs financial assistance. (all Fully Planned events are eligible for SPEC Sound at no cost) SPEC Sound: provides, maintains and runs the technical equipment for events (VERY cheap option and free for charitable events)

Intercultural Fund (ICF) Board of six members with reps from APSC, UMC, UMOJA, PCUW, Lambda, and LC Mission is to support events that break boundaries, celebrate diversity, and provide forums for underrepresented communities to express themselves Allocated $35,000 per year from VPUL Priority given to events involving two or more groups that do not usually interact

Penn Traditions Alumni Engagement Fund (PTAEF) Supports events that foster meaningful engagement between students and alumni Allocated $10,000 Looking for alumni-student ratio of 1-to-5 or below $6 a head for food (alum and undergrad) DOES fund alcohol

Civic House Associate Coalition (CHAC) CHAC Fund open to all student groups Events must have service-related and training or educational component Student Sustainability Association at Penn (SSAP) Funds events that incorporate some facet of environmental sustainability Synergy For constituent groups of the Penn Political Coalition Faith Fund Funds events religious in nature

Student Funding Boards Engineering Student Activities Council (ESAC) Member groups automatically get $200 and can get reimbursement for events Wharton Council Not through CFA Apply for contingency funding through website

Tangible Change (T-Change) $40,000 fund for collaborative events that promote interaction among disparate audiences, or unique events Must be hosted by multiple student groups or reach out to different segments of Penn’s undergraduate community Does not fund parties, closed events, speaker events, fundraisers, charity or events at which alcohol is present Does fund food ($5/head), has tablecloths Last-resort source of funding

UA Contingency ~$20,000 absolutely last resort fund for undergraduate student groups Does not fund food unless necessary for the event, charity, partisan, religious events Will not fund retroactively

Non-CFA Funding Sources Academic Departments - ASAM VPUL - PAACH, GIC Theme Year

Academic Departments Most, if not all, academic departments have some funds that they can contribute towards events that directly relate to that department Each department may have different procedures and guidelines on funding events and so should be contacted individually Asian American Studies Program (ASAM) has funding available for academic events such as lectures and speakers Contact Dr. Fariha Khan, ASAM Associate Director and complete application which can be found on at least two weeks before

Vice Provost for University Life (VPUL) Provides funding for cultural resource centers such as the Pan-Asian American Community House (PAACH) and the Greenfield Intercultural Center (GIC) PAACH has limited funding set aside for special events – for most events defers to APSC GIC provides funding for student programs:

Example:

Tips and Tricks Break down the costs – be specific, honest, and organized Give specific numbers and providers (e.g. we have been funded x by y funding board, and need 600 more for food from sitar and 150 for posters campus copy) Know which items are a priority to fund If possible, print out your budget. Include how much you have been funded, how much you need for each specific item, where you will be buying from (utensils, food, catering, marketing etc.) Shows competency and good organization of event

Tips and Tricks Apply at least 3 weeks in advance to guarantee you hit every funding source You have to give a pitch to every funding board – make sure to have a plan and appeal to each individual mission and know what they can fund Talk to me! I can help you present your event in an appealing light to the funding boards. I also fight for you on ICF, T-Change, and PTAEF

Questions?

Sources