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Club Support Funding Essential Materials

Our club support funding policies have changed for the 2017-2018 academic year, effective immediately. Please refer to the new funding policy manual below and contact your Commissioner for guidance.

Before applying for club support funding, please refer to, read through, and access these materials:

You will be held accountable for all information stated above. Club support funding decisions will be made based on the ASUN Club Support Funding Policy Manual.

 

Purpose of Club Support Funding

The purpose of Club Support Funding is to assist ASUN-recognized student organizations in developing events and activities for students, enriching leadership and learning opportunities, and providing support for club operations and infrastructure. Each funding request is evaluated on its ability to responsibly and efficiently serve students.

It is important to note that ASUN club support funding is meant to be supplementary in nature and should not be a club’s sole form of fundraising. The Commission will consider this when making decisions about funding requests.

Refer to this link for more questions: Frequently Asked Questions (Coming Soon!).

 

Club Support Funding Process

Each academic year, the ASUN Department of Clubs & Organizations is allotted a fixed amount of money that can be given out to student groups in the form of Club Support Funding. In order to provide for transparent, responsible, and efficient allocation of limited Club Support Funding, the Department is required to follow a set process when reviewing and approving requests. Club Support Funding is supplementary and there is no guarantee that you will receive funding. Please speak with your Commissioner about alternate means of funding to prepare beforehand.

There are two parts that are required for a club to receive funding:

‣ Funding Applications – A complete funding application includes completion of the given Excel spreadsheet on the ASUN website (which contains the requested items) and supporting documents for each requested item. These must be submitted by the funding deadline for the funding period in which you will be spending money. Links to these materials are found at the top of this page.

‣ Funding Hearing – Funding hearings are the actual public meetings during which the Club Commission approves/denies each individual request. Agendas are found on the ASUN website under Meetings at latest 3 business days before the meeting in which funds will be heard per Nevada Open Meeting Law.

After the Club Commission approves your funding request:

If your funds are approved at the Funding Hearing, your organization is responsible for coordinating with ASUN Central Station and filling out forms correctly to take use club support funding. Contact accounting@lists.asun.unr.edu for more help with Central Station and the process for using club support funding after it has been approved.

 

Common Mistakes

  1. A requesting club must have both their President and Treasurer in attendance at the Funding Hearing to be approved for a funding request. If one or both cannot be present, an email stating who will be representing the organization there (aka a proxy) needs to be sent to a Club Commissioner, the Assistant Director, or the Director in a timely manner.
  2. For On-Campus, Off-Campus, and Travel Tier applications, 40% of the total dollar value of the application must be in your club account at Central Station by the “40% in Club Account Due” dates for each Funding Period below.

 

Dates & Deadlines

The fiscal year is divided into FIVE hearings where you will need to present all of your requests for anything you will need for each of the designated five terms: Summer, Fall I, Fall II, Spring I, and Spring II. These Funding Hearings will be held on either Friday or Saturday and the actual money allocations will take place the following Monday. The Department will notify you regarding the date and time during which the hearing your club’s funding application will take place. Funding hearings are required to follow Nevada Open Meeting Law. Therefore, agendas for Funding Hearings will be posted on the ASUN Website the Tuesday before each meeting.

The exception to what is mentioned above is Operations Tier Funding, which can be requested at any time during the academic year. Please note: In order to have an Operations Funding App heard for the next Department meeting held every Tuesday at 7:30 PM, you must submit the Funding Application by Wednesday OF THE PREVIOUS WEEK by 6 pm and email Funding Manager Bittar.

Below are the deadlines for our current fiscal year:

Summer Funding Dates
‣ Funding Workshop: July 5, 2017 from 12:00PM-3:00PM (Location: President’s Conference Room)
‣ Application Deadline: July 8, 2017 by 11:59 PM
‣ Commissioner Review of Applications: July 9, 2017 – July 16, 2017
‣ 40% In Club Account Due: July 20, 2017 before 5:00 PM
‣ Funding Hearing: July 23, 2017 (Location: William Raggio Building Room 3004)
‣ Funding Period: July 24, 2017 – September 24, 2017

 

Fall I Funding Dates
‣ Funding Workshop: September 5, 2017 from 12:00PM-3:30PM (Location: President’s Conference Room)
‣ Application Deadline: September 11, 2017 by 11:59 PM
‣ Commissioner Review of Applications: September 12, 2017 – September 18, 2017
‣ 40% In Club Account Due: September 20, 2017 before 8:00 PM
‣ Funding Hearing: September 22, 2017 – September 23, 2017 (Location: Rita Laden Senate Chambers)
‣ Funding Period: September 25, 2017 – November 19, 2017

 

Fall II Funding Dates
‣ Funding Workshop: October 31, 2017 12:00PM-3:30PM (Location: President’s Conference Room)
‣ Application Deadline: November 3, 2017 by 11:59 PM
‣ Commissioner Review of Applications: November 4, 2017 – November 12, 2017
‣ 40% In Club Account Due: November 15, 2017 before 8:00 PM
‣ Funding Hearing: November 17, 2017 – November 18, 2017 (Location: Rita Laden Senate Chambers)
‣ Funding Period: November 20, 2017 – February 4, 2018

 

Spring I Funding Dates
‣ Funding Workshop: January 23, 2018 12:00PM-3:30PM (Location: President’s Conference Room)
‣ Application Deadline: January 26, 2018 by 11:59 PM
‣ Commissioner Review of Applications: January 27, 2018 – January 29, 2018
‣ 40% In Club Account Due: January 31, 2018 before 8:00 PM
‣ Funding Hearing: February 2, 2018 – February 3, 2018 (Location: Rita Laden Senate Chambers)
‣ Funding Period: February 5, 2018 – April 8, 2018

 

Spring II Funding Dates
‣ Funding Workshop: March 27, 2018 12:00PM-3:30PM (Location: President’s Conference Room)
‣ Application Deadline: March 30, 2018 by 11:59 PM
‣ Commissioner Review of Applications: March 31, 2018 – April 2, 2018
‣ 40% In Club Account Due: April 4, 2018 before 8:00 PM
‣ Funding Hearing: April 6, 2018 – April 7, 2018 (Location: Rita Laden Senate Chambers)
‣ Funding Period: April 9, 2018 – June 15, 2018

 

There will be no club support funding available during the period of June 16, 2018 to July 15, 2018. For events that are held in this period, club support funding should be requested and spent during the Spring II funding period.

 

The Tier System

Because of the diverse club population on campus, the Tier system was created to help standardize how the Club Commission approaches honoring each club’s funding request. Requests are divided into four primary tiers and community service sub-tiers based on the audience served by the funds, the location of the event being funded and the nature of the items to be purchased. Tiers were created as a means of classifying club support funding requests and no one Tier is more significant, or more likely to get funding, than a different Tier.

Note: The current fiscal year runs from July 1, 2017 to June 30, 2018.

On-Campus Tier

On-Campus Funding is for requests to fund on-campus events to be put on by clubs and organizations. The Commission classifies an on-campus event as an event or activity held on the grounds of the University of Nevada, Reno main campus. Items funded shall include but are not limited to food, facilities, and materials that are directly related to the success of the event.

‣ Funding cap: $6,000 per fiscal year
‣ Clubs that are approved for events in this Tier are allowed to use Inkblot to market their event.
‣ Emergency funding allocated for this Tier shall not exceed $1,000 per year; in the instance that a club applies for such funding there must be proof that the emergency is legitimate and not poor planning.
‣ You must RAISE 40% of your total event budget and deposit that into your club account by the “40% in Club Account Due” deadlines for each funding period below (Ex: Your event costs in total $1,000.00. You will be expected to provide evidence that your club has raised $400 of that $1,000).
‣ If students are charging a cover for the program, the Club Commission is entitled to implement a stipulation that student tickets are discounted by a minimum of one (1) dollar or up to 20 percent (20%) of the base fee.

 

Off-Campus Tier

Off-Campus Funding is for requests related to off campus events held at locations that may include but are not limited to: event venues, parks, government institutions, and University of Nevada owned properties. The Commission classifies an off-campus event as an event or activity which is held within a sixty (60) mile radius to the University of Nevada main campus and within Nevada state borders. Items funded shall include but are not limited to food, facilities, and materials that are directly related to the success of the event.

‣ Funding cap: $1,000 per fiscal year
‣ You must RAISE 40% of your total event budget and deposit that into your club account by the “40% in Club Account Due” deadlines for each funding period below. (Ex: Your event costs in total $1,000.00. You will be expected to provide evidence that your club has raised $400 of that $1,000)
‣ Emergency funding allocated for this Tier shall not exceed $1,000 per year; in the instance that a club applies for such funding there must be proof that the emergency is legitimate and not poor planning.

 

Travel Tier

Travel Funding is for requests to fund direct expenses related to travel. Travel paid for under this tier must in some way enrich leadership, academic, professional, or athletic development towards the club’s mission statement. Items qualifying should be consumable in nature and may include, but are not limited to: travel to and from and registration for conferences, competitions, and seminars. Items used at conferences and competitions are also eligible for this Tier. Lodging will not be funded partially or in whole.

‣ Funding cap: $2,500 per fiscal year
‣ You must RAISE 40% of your total event budget and deposit that into your club account by the “40% in Club Account Due” deadlines for each funding period below. (Ex: Your event costs in total $1,000.00. You will be expected to provide evidence that your club has raised $400 of that $1,000)
‣ Emergency funding cannot exceed $2,000, in the instance that a club applies for such funding there must be proof that the emergency is legitimate and not poor planning.

 

Operations Tier

Operations Funding provides financial assistance to clubs for their day-to-day operational needs. Items funded in this Tier may include but are not limited to: general supplies, recruitment materials, promotional items, project materials, and items that develop infrastructure. The Operations Tier is meant to be an all-purpose Tier used at the club’s discretion for all items absent from the “NO” list.

‣ Funding cap: $1,000 per fiscal year
‣ Not bound to Funding Periods (can be requested at any time)
‣ Only two (2) Operations Tier funding applications can be funded by the Commission each month
‣ If your club is granted Operations Funding, that funding must be spent within a month. Otherwise, the Operations Funding will get remitted.
‣ Food and beverages will only be funded for open recruitment events at maximum of three (3) times per semester. Clubs may not request funds for food for weekly meetings.

 

Sub-Tier: Community Service

Community service events funded under the On-Campus and Off-Campus Tiers shall be awarded an additional $250 towards each Tier cap and each application shall be 100% funded by the Club Commission but only up to the stated funding caps below. This classification includes events that provide services or community outreach to the surrounding community. Items funded under this classification should directly engage club members or participants in the community through democratic civic engagement opportunities and shall directly relate to the service event. Food may only be funded if it directly benefits the service event.

‣ Funding Cap: $500 per year ($250 per year for on-campus community service and $250 per year for off-campus community service)

Questions? Contact the ASUN Department of Clubs and Orgs

 

Other Types of Requests

Emergency Funding Requests

An emergency funding request is one type of funding request heard outside of the Funding Hearings set by the Department of Clubs and Orgs. Emergency Requests shall be limited to the On-Campus, Off-Campus, and Travel Tiers and shall be placed on the Department’s agenda for the next eligible meeting of the Commission. Those clubs making requests under the Emergency request assume the responsibility of providing sufficient evidence to the Commission that the situation was an unforeseen occurrence. Poor or improper planning shall not be acceptable justification for requesting Emergency funding. Clubs whose ASUN recognition was established after a funding hearing deadline may apply for emergency funding.

The funding caps below count as part of the corresponding Tier caps above:

‣ On-Campus Emergency Funding Cap: $1,000 per fiscal year
‣ Off-Campus Emergency Funding Cap: $1,000 per fiscal year
‣ Travel Emergency Funding Cap: $2,000 per fiscal year

 

Early Funding Requests

Early funding requests are requests that are heard during a Department of Clubs and Orgs meeting in which allocated funds will be spent prior to the Funding Period in which the event will be held.

The “NO” List

Below are items or uses that the Club Commission will absolutely not fund:
‣ Alcohol
‣ Lodging
‣ Weapons or Firearm Ammunition
‣ Direct donations or contributions (A service or product must be rendered for all monies disseminated)
‣ Retroactive funding
‣ Illegal activities or supplies
‣ Grants, compensation, or wages
‣ Cost of promotional items that honor, thank or congratulate an individual or group
‣ Transportation costs for an individual or group engaged in class work requirements or job hunting
‣ Enrollment in university courses, academic requirements, or required academic activities
‣ Legal services or bail bond funds
‣ Duplication of services which the University provides for free or at a discounted rate
‣ Items deemed cash or petty-cash by ASUN Central Station or the University Controller’s Office which are outside of the NSHE

Funding Caps

The Club Commission has set certain limits for some items that are regularly requested:
‣ Screen Printed T-Shirts ($6/item)
‣ Embroidered Polos ($10/item)
‣ Screen Printed or Embroidered Jerseys/Athletic Wear ($20/item)
‣ Color Copies ($0.20/side)
‣ Black and White Copies ($0.10/side)
‣ Airline Tickets ($750/ticket)
‣ Catering ($20/person including gratuity)
‣ Individual Conference Registration ($250/person)
‣ Table Banner ($150/item)
‣ Capital Items ($100/item)
‣ Pizza ($10 /item)
‣ Vehicle Fuel ($0.2675 per mile)