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Funding Requests

How to Apply for Funding

For your convenience this application can be used for the following sources:

  1. ASUCI Student Programming Funding Board
  2. Campus Organizations Funding Board
  3. Multicultural Programs Committee Funding Board

Funding requests which do not adhere to these guidelines and time tables may be disregarded or denied. Specific submittal guidelines and criteria may apply to each funding source and are available from the appropriate office.

Student Programming Funding Board Policy & Guidelines

Application Policy:

  • Any registered, undergraduate student organization recognized through the Office of Campus Organizations is eligible to apply for funding.

  • Student Programming Funding Board will review all funding requests on a content neutral basis while selecting funding requests that have broad campus community appeal and enhance the quality of life, encourage school spirit and promote social, cultural and educational activities.

  • Applications must be submitted before the date of the event. No applications will be accepted after an event has occurred.

  • It is suggested that funding applications are submitted at least four weeks before the date the program is set to occur as to ensure that funding, if allocated, is received by the club/organization in a timely manner.

  • Food and refreshments shall not exceed 25% of ASUCI allocated funds per program/event.

  • Funding requests may not exceed $10,000. Single funding categories (ie: Facility, Staff_Tech) may not be funded more than $7,500.

  • Funding of a program does not constitute a precedent for funding in subsequent years.

  • Any false information on your application may result in your application being rejected.

  • Note: Application policy may be subject to change at our discretion. We will notify you if any changes are made to the policies as soon as the changes occur.

Please review the complete SPFB Guidelines before you apply by visiting: http://www.asuci.uci.edu/wp-content/uploads/2012/09/spfbguidelines.pdf .

If you have any questions, please email the SPFB Commissioner at spfb@asuci.uci.edu.

Application Process

  • Submit your application before the date of the event has occurred.

  • After you submit a funding application, you will receive an email from spfb@asuci.uci.edu to sign up for an interview. Reminder: It is suggested that funding applications are submitted at least four weeks before the date the program is set to occur as to ensure that funding, if allocated, is received by the club/organization in a timely manner.

    • Presentation

      • You will have 10 minutes to present to the SPFB funding board. No formal attire is required and you may present in any form that you want (Powerpoint, Visual Aid, etc.)

      • At least one, but no more than three representatives from your student organization can attend this interview. You must be present at the date and time of the scheduled interview or the application will become null-and-void and will NOT be viewed at a later date or time during the quarter in which the application was denied.

      • Presentations must include a description of your event, your budget for the event, a detailed explanation of why you need the funds, how your event contributes to the UCI campus community and any additional information you wish to add.

      • Please bring copies of all purchase documents, invoices, & receipts that you have. Additional documentation can be provided post-presentation via email.

      • There will be a short Q&A session after your presentation with the funding board committee to obtain any missed details about your event. Your funding application will be judged based on the rubric we provide you by email.

      • Note: All funding decisions will be based on the funding board's discretion.

    • Post-Presentation

      • In 1-2 weeks, you will receive an email requesting all purchase documents, invoices, & receipts. Send them in the form of pictures, screen-shots, invoices, estimates, emails, etc. If you brought them to your interview, please communicate that as a reminder. Reimbursements for expenditures will not be made without proper documentation.

      • When SPFB completes its review of your funding request, and you have submitted all the requested documents, you will be notified if your funding was approved/denied and the funding amount.

    • Acquiring Your Funds

      • Upon conclusion of the program/event, a completed Program Evaluation Form must be returned to SPFB.

      • Once your organization has been approved for funds, an email will be sent to you containing your new student government account number. This account will hold the funds allotted to your organization and can only be accessed by filling out a Student Government Check Request found on the ASUCI club accounting website (https://www.asuci.uci.edu/forms/checkrequest/)

      • You must attach all paperwork/documentation verifying the amounts spent to the check request.

      • Once the form is filled out and turned into the ASUCI Student Government Office (G244, Student Center)), it will be reviewed and processed.  

      • The check request will take 3‐5 business days to process and once they are ready, they will need to be picked up in the Student Government Office. You will not be notified  by the office when the checks are ready.

      • Complete Instructions will be provided in the final email.

      • 60 Business days after the date of an event, any unspent funds will be returned to the Student Programming Funding Board. Any unspent funds at the end of the fiscal year will be returned to the ASUCI reserves.

      • RECOMMENDATION: To facilitate reimbursements, student organizations applying for funding are strongly encouraged to establish an ASUCI financial services club account.

Submission Deadlines & Resources

Funding Deadlines for SPFB

You must submit your funding application before

 the date of the event has occurred. 

  • No applications will be accepted after an event has occurred.
  • It is suggested that funding applications are submitted at least four weeks before the date the program is set to occur as to ensure that funding, if allocated, is received by the club/organization in a timely manner.

Applications are accepted on an ongoing basis

 until all funds have been allocated or the funding application deadline has been met (May 15th, 2017).

For the Fiscal Year 2016-2017 (Fall Quarter

 2016- Spring Quarter 2017):

SPFB funding requests/applications

must be submitted online at

http://www.campusorgs.uci.edu/funding/form.php

 no later than May 15th, 2017.

Documentation for Expenditures

 (invoices, receipts, estimates, purchase documents, etc.) must be submitted to  spfb@asuci.uci.edu

 no later than May 31st, 2017.

Check Requests and Receipts

 must be submitted to the ASUCI Student Government Office (G244, Student Center)

no later than

 June 19th, 2017.

https://docs.google.com/document/d/10lmVmJLe4KsLlrp_ecYOChn8fNVOmqemROoQU3wleHo/edit#

Campus Organizations Funding Board Policy & Guidelines

Application Policy

(For Campus Organizations Funding Board)

  • Any student organization recognized through the Office of Campus Organizations is eligible to apply for the funding board.
  • Only students may submit a funding application, and funding is limited to one organization per cycle.
  • The funding application must be submitted before the deadline by 5pm. The funding cycles are as follows:
  • The top two applicants may receive up to a maximum of $250 per funding cycle
  • Applicants may apply for every cycle throughout the academic year; however, part of the consideration of if/how much funding
  • an organization receives will be dependent on whether they have already received funding for the current academic year (see rubric). 
  • Application components include: an event budget, support expenses, marketing & promotion expenses, security expenses, and
  • income/revenue and additional funding sources.
  • Applications cannot be submitted until it is thoroughly completed.
  • Any false information on your application may result in your application being rejected.
  • Note: Application policy may be subject to change at our discretion. We will notify you if any changes are made to the policies as soon as the changes occur. 

Application Process

  • All applications will be reviewed and you will be contacted within 3 business days after the funding cycle deadline to determine whether you will move on to the presentation round (you will see pending next to your application).
  • We will select the top 6 applicants to move on to the presentation round.
  • If you have not been given an interview, you are encouraged to apply again for the next funding cycle.
  • Presentation
    • You will have no more than 10 minutes to present to the Funding Board committee (composed of 3 members). No formal attire is required. You may present in any form that you want ( Powerpoint, Visual Aid, etc.)
    • Presentations must include a description of your event, your budget for the event, a detailed explanation of why you need the funds, how your event contributes to the UCI campus community and any additional information you wish to add.
    • There will be a short Q&A session after your presentation with the funding board committee to obtain any missed details abotu your event. Your funding applicadtion will be judged based on teh rubric posted on the website.
    • We will ask for additional information as proof of your event (Flyer, Facebook Event Page, etc.)
    • Note:All funding decisions will be based on the funding board's discretion. 
  • Post-Presentation
    • You will be notified by email of your status of application within 3 business days.
    • If you application has been denied you are encouraged to apply for the next funding  cycle.
    • if you choose to reapply your event, it must not have already occured.
  • Acquiring Your Funds
    • Fundings will not be directly deposited into your ASUCI account.
    • You will be emailed a DOS account # with your status of application that you will use to acceess the award.
    • Present your DOS account # to the ASUCI Student Government Office (G244, Student Center)

Event Requirements

SPFB Event Requirements

  1. Events must be on-campus during the current fiscal year and be open to all UCI Undergraduate students. At least 50% of the people in attendance must be UCI undergraduate students.
    • Funding is only available to registered undergraduate organizations for programs or activities that contribute to the social, cultural and educational quality of life of UCI undergraduate students and community

    • Funded Costs

      • A/V Equipment

      • Banquets

      • Dances

      • Decorations

      • Speakers, Honoraria

      • Entertainment

      • Equipment/ Props

      • Facilities

      • Films

      • Food (No more than 25% of total funding allocation)

      • Welcome Week Activities

    • Non-Funded Costs

      • Alcoholic beverages

      • Awards/Trophies

      • Conference Fees

      • Fundraisers

      • Off Campus Events

      • Operational Expenses

      • Outreach

      • Retreats

      • Reunion Events

      • Security

      • Summer Events

      • Travel

    • Seldom-Funded Costs (depending on special circumstances)

      • New Student Orientation/Recruitment

      • Mailing Expenses

      • Photos

  • Campus Organizations Funding Board
  • Events must be on-campus during the academic school year and be open to all UCI Undergraduate students and free of charge
  • Funded Costs
    • A/V Equipment
    • Banquets
    • Decorations
    • Speakers
    • Entertainment
    • Equipment/ Props
  • Non-Funded Costs
    • Alcoholic beverages
    • Awards/Trophies
    • Conference Fees
    • Fundraisers
    • Operational Expenses
    • Security
    • Travel

Submission Deadlines & Resources

Funding Deadlines for Campus Organizations

Submission Deadline

Fall Quarter 2016

  • November 23, 2016

Winter Quarter 2017

  • January 16, 2017
  • February 13, 2017
  • March 6, 2017

Spring Quarter 2017

  • April 10, 2017
  • May 8, 2017
  • May 22, 2017

 

 

Where's the Money? PDF

general instructions and summary of funding sources and deadlines


ASUCI Guidelines as of 4/2014 PDF

how the process works, expenditure of funds, funding policies, etc.

Latest Version: ASUCI SPFB Guidelines PDF


Organizing the Event and Preparing for an ASUCI SPFB Interview PDF

planning your event with funding in mind, how to apply for SPFB funds, and what you're expected to know and have at your interview


After the Money is Granted and Receiving the Award PDF

how to access your funds


Event Planning @ UCI PDF

event planning worksheet and info to guide you through your event from planning to wrap-up


Event Marketing @ UCI PDF

UCI marketing ideas, opportunities, and posting policy