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EJC Sponsorship Criteria
Updated October 2009
Introduction:
Engineering Joint Council has funds available for all registered engineering organizations at UC
Davis. We, as a council, believe that your performance can create a positive impact on each
engineering student here at UC Davis. To further assist your organization and your upcoming events,
including general meetings, workshops, seminars, conferences, etc, EJC strongly encourages you to
apply for EJC sponsorship.
Guidelines include:
Each engineering organization may only apply funds once a quarter.
We can only sponsor registered engineering organizations on UC Davis campus.
Any engineering organization can submit a sponsorship request form at any time of the academic
year.
$200 limit per organization annually.
Eligibility:
You will be eligible if your organization satisfies the following:
1. Registered with SPAC (verification needed.)
2. Completed and turned in EJC Affiliation Form.
3. At least 2 officers attended the full EJC Fall Orientation.
Criteria:
The goal of UC Davis Engineering Joint Council is:
“…to facilitate opportunities for the undergraduate engineering student body that promotes
interaction with various engineering student organizations and the College of Engineering
Administration by integrating students and organizations in activities which promote outreach and
organization visibility, networking, collaboration, and professional development.”
EJC will evaluate and decide how funds will be allocated to your organization based on the goal of
EJC and the following criteria,
1. The importance of the activity to the goals of EJC.
2. Group’s past performance on funds management.
3. Demonstration of planning and prospective success.
4. Active participation in EJC General Meetings.
5. Broader impact to all engineering students -- interdisciplinary, collaboration, diversity (cross
cultural, gender).
6. Affiliation with industry.
Proposal Processing:
The EJC will approve proposals during general meetings. At least 3/5 of the organizations
currently affiliated with EJC must be present to review the proposal. Each organization will have
1 vote. Decision will be made of a qualm of 2/3 of the organizations present. All ratios are to be
rounded down.
Please be as thorough as possible on the proposal. Incomplete or insufficient information will
result in delay or denial of sponsorship.
Checklist:
1. Complete this sponsorship form.
2. Attach a budget template of this event (expenses breakdown).
3. Attach 1 page proposal along with any advertisements and documentation that will help us to
understand your event.
4. All events’ documents and advertisements must include EJC sponsorship or industry donors.
5. Proposals must be submitted prior to EJC general meeting.
6. Notification of approval will be announced at the general meeting.
7. After the event takes place, please submit pictures and a brief report regarding event for the
use of EJC publication and industry donors.
UUInstructions: Please complete. This will help us better understand your event and aid you
further. The more information you provide, the better decision we can make.
1. Describe your event:
◊ Research Activities ◊ Social events ◊ Seminars, Conferences, or Workshops
◊ Major Campus Events (Picnic Day, E-week, etc.) ◊ Other: __________________________
_____________________________________________________________________________
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2. What are your objectives/goals?
(Example: Visibility? Recruitment? Leadership Development?)
_____________________________________________________________________________
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3. How does this event support EJC mission/goals?
_____________________________________________________________________________
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4. What is your marketing strategy? How do you plan to advertise your event?
_____________________________________________________________________________
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5. What audience are you targeting? (check any that applies)
◊ Engineering students only ◊ Cross campus ◊ Faculty and Staff members
◊ Other engineering organizations ◊ Another UC campus
◊ Other: ____________________________________________________________________
6. Will you be having special guests? ◊ Yes ◊ No
If so, who? _____________________
7. Expected Participants: Students: ______ Faculty/Staff: ______ Non-UCD Guests: ______
Please read and sign. This is proof that you understand the criteria.
I have read and agreed/will abide by the above criteria
Print Name: ___________________________________________________________________________
Proposal Template
Signature: ________________________________________________ Date: ______________________
Event Description Proposal
Please turn in completed form to Alin Wakefield at the Engineering Dean’s Office in Kemper 1050.
If you have any questions regarding this form and how money will be transferred, feel free to contact
the EJC President, Cheryl-Lynn Chow, at cmlchow@ucdavis.edu regarding the application process.
Engineering Joint Council
Sponsorship Request Form
Submit at least 21 days prior to your event – Please print or type.
Instruction: Attach this form and an itemized budget to your event description. The budget must include
all cost associated with your program, including all co-sponsors, income, and other expenses. (Use extra
sheets if necessary) Attach any advertisement you plan to use, or brochures, flyers, or other
documentation to assist your proposal. Incomplete proposals will not be reviewed.
EJC Organization: ________________________________________________________________
Title of Event: _______________________________________ Proposed Date: _____________
Has EJC sponsored this event in the past? ◊ Yes ◊ No
If Yes, please estimate the amount: _$___________________________
Applicant Contact Information:
Name: ______________________________________________ Phone: ______________________
Address: _____________________________________________ Email: _______________________
Other contacts: __________________________________________________________________________
__________________________________________________________________________
Expected # of Participants: Students: ______ Faculty/Staff: ______ Non-UCD Guests: ______
Do you have an on-campus agency account? ◊ Yes ◊ No
If Yes, provide the account number: _______________________________
If No, arrange with the VP of Finance to discuss about transferring the money to your organization’s
personal account.
Co-sponsors (if any):
__________________________________________________________________ $_______________
__________________________________________________________________ $_______________
__________________________________________________________________ $_______________
Total Supported: $_______________
EJC Funds requested for:
(Extra items can be attached in the same format)
__________________________________________________________________ $_______________
__________________________________________________________________ $_______________
__________________________________________________________________ $_______________
Total Requested: $_______________
Signature: ________________________________________________ Date: _____________________
For EJC Use Review Notes: ____________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Amount Approved $________________ Signature _____________________________ Date ___________
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