Program Application Packet
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Community Impact Program Application Packet Contents: 1.) Program Guidelines (What is CI?) 2.) Application Proposal Worksheet (Are you eligible?) 3.) CI Programming Levels (Where do you fit?) 4.) CI Group Expectations (Can you really do this?) 5.) New Group Application Process (Okay, here’s what to expect) 6.) Program Application and Budget Forms (FINALLY!) Community Impact Program Guidelines The following guidelines and criteria are proposed to help groups wishing attain recognition from Community Impact (CI), to determine whether or not to apply for affiliation. These guidelines attempt to be sufficiently flexible to permit the growth of CI and insure that this growth is within the parameters of the mission and available resources of CI. Additionally, the Board of Directors will use these guidelines to evaluate the acceptability of each request. The interpretation and application of these guidelines remain exclusively within the competence of the Board of Directors of Community Impact. Groups whose applications are not accepted may, if appropriate, reapply, providing more information regarding their program. However, the acceptance of new programs will also need to be considered in view of CI’s ability to adequately support such programs based on its already-existing commitments. Community Impact’s Mission Statement: ―Community Impact’s mission is to advance the public good by engaging Columbia University students in high-quality service, in partnership with community organizations, that meets critical community needs, develops student leadership, connects service and learning, and fosters and environment of mutual respect in the neighborhoods surrounding the university.‖ Guidelines: Programs affiliated with CI should: 1.) Provide services to the community in the neighborhood surrounding Columbia University. Programs which focus primarily on providing services to the students or faculties of the university—which is laudable—are not within the mission of Community Impact. 2.) Provide services in such a way that the interaction between the volunteers and the individuals being served is mutually beneficial. Services should be provided in such a way as to respect and foster the dignity of those being served. 3.) Provide the opportunity for the volunteers to reflect upon their volunteer experience. Application Proposal Worksheet In order to help determine whether your group fits these parameters, please think about the following: 1.) How will the program advance the public good with high-quality service? Which critical community needs does the program address? 2.) With which community organization(s) do you plan to partner? Checklist: □ Participants are volunteers □ Participants are mainly Columbia students □ Service is provided in Morningside Heights, Washington Heights and/or Harlem □ Opportunities for volunteer reflection, and connections between service and learning, are provided □ Coordinators are willing to abide by CI group requirements (see next page) If any of these conditions are not met, it will not automatically disqualify the program. However, you must address these issues in the application itself. Requirements of All Groups 1. Provide service in line with the CI mission 2. Read and sign coordinator guide 3. Submit a program re-application form/budget request each spring for the following year 4. Submit tentative schedules to staff and/or student executive of programming by the Open House of each semester in order to access funding (A,B,C groups) and/or recruit at the Open House (D groups) 5. Retiring coordinators are responsible for selecting and training replacement coordinators and updating CI of the changes 6. Provide evaluations of participants and volunteers and make information available to CI staff 7. Register all volunteers with CI 8. Use the CI logo on all advertising or communication materials 9. Update their CI manual (binder) every year with budgets, schedules, training materials in the binder, and program application 10. Attend CI Town Halls 11. Annually draft a set of goals for each group for each academic year and for the 3 – 5 year period going forward 12. Assist in the development of tests and the collection of data, including surveys of students and participants, to determine the Group’s success in meeting established goals 13. Must attend the retreat unless special exceptions are made for C/D groups (please see the note below). 1 Specific Group Requirements A Groups: May receive funding either from the student councils or from money raised through the CI development office Must participate in a treasury workshop at the retreat and follow procedures designated by Student Executive Committee Student Coordinators must meet with Staff Coordinators at least twice a month Student Coordinators need not meet with Student Executive Treasury Supervisor excepting unusual circumstances B Groups: May receive funding either from the student councils or from money raised through the CI development office Must participate in a treasury workshop at the retreat and follow all treasury procedures designated by the Student Executive Committee Must meet at least once a month or three times a semester with Staff Advisor and Student Executive Advisor Must alert their Staff and Student Executive Advisors to any major changes in their programming schedule or any other programmatic issues C Groups: Receives funding only through the student councils, not through the CI development office Must participate in a treasury workshop at the retreat or otherwise and follow all treasury procedures designated by the Student Executive Committee Must meet with their Staff Supervisor twice a semester and with their Student Executive advisor three times a semester 1 C and/or D groups have the option of submitting, in writing before the end of the spring semester, to their staff and student executive advisors/supervisors why they feel their external training warrants exemption from attending the retreat. This must be submitted by May 1st of the preceding spring semester. It is then at the discretion of the advisors and the summer retreat committee to decide if the group should attend. Must document external staff support to the extent provided by a CI Staff Advisor Must alert their staff Supervisor and Student Executive Advisor to any major changes in their programming schedule or any other programmatic issues D Groups: Does not receive any funding through Community Impact Must meet with their Staff Supervisor twice a semester and Student Executive Advisor three times a semester Must document external staff support to the extent provided by a CI Staff Advisor Must alert their Staff Supervisor and Student Executive Advisor to any major changes in their programming schedule or any other programmatic issues Program Category Guidelines Summary Please see definitions of terms on the following page. Staff Student Exec Program Funding External Staff Support Support Support Sources A Coordinator Treasury Grants and/or student None supervisor councils B Advisor Advisor Grants and/or student None councils C Supervisor Advisor Student councils only Yes (see requirements above for details) D Supervisor Advisor No funding through CI Yes (see requirements above for details) DEFINITIONS AND JOB DESCRIPTIONS Hrs/Per Program Staff Coordinator – CI Employee Staff member deeply involved in ―running‖ a program, i.e. 7 – 35/week planning events, curriculum, etc, recruiting/hiring volunteers, holding meetings, reserving space, maintaining contact with partner agencies, etc. Staff member involved with program on a daily or weekly basis Staff Advisor – CI Employee Staff helps coordinators run their programs, provides coordinator 2 -20/month and volunteer training, programming aid, etc. Staff meets with coordinators at least once a month Staff Supervisor – CI Employee Staff ensures that group continues to provide service in line with 5 – 10/ the CI mission semester Staff checks that group has external staff support and training Staff supervisor aids group in case of emergency or liability concern Staff must meet with coordinators twice a semester Student Executive Advisor (B/C/D Groups Only): Student Exec helps student coordinators run their programs, 2 - 20/month provides coordinator and volunteer training (especially concerning treasury procedures for B/C groups), programming aid, etc. Student Exec aids group in space request problems, recruitment issues, or other concerns involving the Columbia administration or community Student Exec allocates funding as needed Student Exec acts as a regular check on programming2 Student Exec meets with coordinators at least once a month (3x a semester) Student Executive Treasury Supervisor (A Groups Only): Student Exec allocates funding as it is withdrawn from money 5 – 10/ allocated to CI by the student councils semester Student Exec approves and processes funding requests 2 Refer to Point 4 under general group guidelines. Student Executives and Staff will jointly approve schedules at the beginning of each semester; student execs will check to make sure groups are programming according to their planned schedules throughout the semester. Any deviations from or changes to the schedules will be reported to the staff for approval. New Group Application Process 1.) Groups wishing to be recognized by Community Impact (CI) will discuss the proposed program with the Executive Director and/or a member of the Student Executive Committee (SEC). To better determine if a group may be eligible for consideration, they should review the CI Program Guidelines and complete the checklist before their meetings with CI staff. 2.) Groups will then submit a written program application, including a proposed budget, to the secretary of the SEC. 3.) Groups arrange to attend a SEC meeting to present their proposal. 4.) If the SEC chooses to recommend recognition, the group will present their proposal to the Programming Committee of the Board of Directors. 5.) If the program is approved by the Programming Committee and the entire Board of Directors, it will be incorporated into Community Impact. 6.) This process can take up to an entire semester or school year. Please be prepared and patient! You can speed up the process by being informed of the requirements before submitting an application and being sure to submit all requested information. 7.) If you are prepared to continue with the application process, please fill out the forms on the following pages. COLUMBIA UNIVERSITY IN THE CITY OF NEW YORK Community Impact Mission Statement of Community Impact: Community Impact is an independent nonprofit organization dedicated to serving disadvantaged people in the Morningside Heights, Harlem, and Washington Heights communities. Community Impact strives to advance the public good by fostering meaningful opportunities for students, staff, and faculty of Columbia University in order to provide high-quality programs and instill the importance of life-long service. 1. Date:__________________ 2. Project Name: _____________________________________________ 3. Description of Project: (2-3 sentences)___________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ 4. Coordinator(s): Identify persons submitting this application (Attach separate sheets if necessary) Name School/Year Email Telephone ___________________ ___________________ ___________________ _____________________ ___________________ ___________________ ___________________ _____________________ ___________________ ___________________ ___________________ _____________________ ___________________ ___________________ ___________________ _____________________ ___________________ ___________________ ___________________ _____________________ 5. Agency or agencies with which this project will be affiliated (if applicable): ______________________________________________________________________________________________ ______________________________________________________________________________________________ 6. Contact information of affiliated agency: Name Title Email Telephone ___________________ ___________________ ___________________ _____________________ Address ______________________________________________________________________________________________ ______________________________________________________________________________________________ 7. Please list other groups on-campus (CI and non-CI) you see yourself collaborating with or working with: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ 8. Which program category will your group be best assigned to (please discuss this with a current CI student executive and/or staff member). Circle one: A B C D 9. Which of these resources offered by CI do you expect your group will utilize? ○ Space for meetings ○ Funding for programming ○ Staff advising ○ Student executive advising ○ Volunteer training 10. To submit a proposed budget and request funding, please download the Budget Packet For New Groups from http://www.columbia.edu/cu/ci/volunteers/coordinators/forms/index.html. Fill out the form in Excel, and email it to firstname.lastname@example.org. I/We hereby agree to the Community Impact policies and procedures and certify that all information on this form is complete and accurate. _________________________________________ ____________________________ Signature Date _________________________________________ ____________________________ Signature Date _________________________________________ ____________________________ Signature Date _________________________________________ ____________________________ Signature Date _________________________________________ ____________________________ Signature Date Please submit this completed application to the secretary of the student executives, Leah Kang (email@example.com), or to her mailbox in 105 Earl Hall. THE SUBMISSION OF FALSE OR MISLEADING INFORMATION ON APPLICATION FORMS OR IN CONNECTION WITH THE APPLICATION PROCESS SHALL BE GROUNDS FOR REJECTION. IF SUCH SUBMISSION IS DISCOVERED AFTER ACCEPTANCE INTO COMMUNITY IMPACT, IT SHALL BE GROUNDS FOR DISMISSAL OR A FITTING PENALTY.