The Stanford Fund Partnership Application

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					                                               TSF Instructions
Annually, The Stanford Fund solicits donors for gifts to support undergraduate education and student
life. Proceeds from these gifts support undergraduate programs such as undergraduate financial aid,
undergraduate teaching, and special initiatives. One of the special initiatives that The Stanford Fund
sponsors is The Stanford Fund Partnership.
The Stanford Fund Partnership was formed in 1995 through the collaborative efforts of the Office of
Development, the Dean of Students, and the Associated Students of Stanford University (ASSU). This
program provides any registered student organization the opportunity to apply to earn group funds to
help finance activities, programs, and projects.

  Must meet all three:

  1) Groups currently registered with the Office of Student Activities
         a. annual re-registration is available/required for all student groups at

  2) Groups consisting primarily of undergraduate students
         a. 50% or more undergrad membership

  3) Groups that maintain an active ASSU account
         a. see or visit the ASSU office on 2nd floor of Tresidder for more info

The TSF Partnership runs quarterly and is a „long-term‟ funding process. This means that groups apply
for funding each quarter for events that are at least two quarters in advance. See the timeline below.
 Quarter 1 – Application Quarter          Quarter 2 – Work Quarter            Quarter 3 – Funding Quarter
  Plan details for Quarter 3              Continue to Plan Event             Earned funding is transferred
 event(s)                                                                     into group‟s ASSU TSF Account
                                           Group contact attend letter
  Compile all application                writing workshop
 materials                                **mandatory                          Plan final event details
  Submit the application to the           Group contact select two week      Pay event bills with properly
 Office of Student Activities (2nd        letter-writing session              allocated TSF funds
 Floor, Old Union)
                                           Participate in optional            Put on event
  Apply for funding hours                template proofing
                                                                               Complete Event/TSF
  Hours awarded by Quarter‟s              Group work* awarded hours         Evaluation
 end                                      **mandatory

Quarter 1 (Application Quarter): Groups plan their Quarter 3 event(s) in detail, compile the application
materials, apply for funding by the application deadline, and then are awarded their hours based on
Partnership funding criteria (see pg. 3 for detailed funding criteria).

Quarter 2 (Work Quarter): Contact people attend a mandatory letter writing workshop, participate in the
optional template proofing and choose a two week session for the group to write their letters. Groups

                Office of Student Activities                                The Stanford Fund                     1
                Kevin Hoyle, 725-3112                                        Sarah Trujillo, 724-5446
work* their awarded hours by writing letters and working special event shifts (see “Work*” section
below) and continue planning their event(s).

Quarter 3 (Funding Quarter): Funds from awarded hours are transferred into groups‟ ASSU account by
week two. Groups finish planning the last minute event details, pay the event bills with TSF funding
according to their approved budget, and hold the approved event(s). Finally, groups fill out an
evaluation of their event and TSF Partnership funding (see

2              Office of Student Activities                      The Stanford Fund
               Kevin Hoyle, 725-3112                              Sarah Trujillo, 724-5446
Work*: Letters vs. Event Shift Hours
Once approved for funding hours, group members have two options to fulfill their hours:
       1) write thank-you letters to donors
       2) staff special, on-campus event shifts.
Thank you letters are handwritten by the group over a two-week session during the quarter (the group
selects the session) and are the main source of acquiring Stanford Fund funding. Only letters that pass
content and appearance quality standards are accepted and secure compensation, others are disqualified.
Two accepted letters equals one award hour.
Event shifts may be offered throughout the quarter for major campus events like Reunion Homecoming
Weekend, Community Day and Parents' Weekend. The shifts are limited and very competitive, so groups
should not rely on them for completing many hours; instead, use them as a supplement to reduce letters.

For more detailed information, see

     Up to 112.5 hours each quarter at $40 per hour, equaling a possible $4,500 per quarter
     Max 337.5 hours per school year, equaling a possible $13,500 per year.
Important Notes:

       Past performance affects future awards.
       Awarded hours may be significantly less than the hours requested because of demand,
        inadequate past participation (poor letters, not completing the awarded hours, etc.), low
        quality/incomplete application.
       Groups only receive funds for letters that surpass the quality standard. Event shifts hours are
        rare, but are guaranteed funding assuming that a group member works the shift without issue.
        Groups looking for $100-$500 to satisfy an immediate need should pursue other funding sources (for
        additional fundraising ideas, consult
       Adjustments and penalties are determined by the OSA and The Stanford Fund Partnership.

The Partnership best suits groups who:
         require an amount of funding for which they can write letters that is proportional to their
           group size (16 letters per person is high, but reasonable)
         meet regularly (i.e. weekly)
         have a well-established means of communication
         are interested in planning their events at least two quarters in advance
         need funding for one or two major events/programs/activities per quarter
         have exceptional group organization and a contact person who reflects it.

The contact person (you) is responsible for group Partnership participation and coordination. Successful
completion of the Partnership hinges on the contact person. His/her time commitment is typically five (+)
hours per week. The contact person is the sole liaison between the student group and the Partnership
Coordinators. It is the contact person’s responsibility to:
           read and understand all Partnership Guidelines thoroughly
           submit a complete application and pick up the group‟s award letter
           schedule your group‟s hours (letters and/or event shifts)

                   Office of Student Activities                      The Stanford Fund                     3
                   Kevin Hoyle, 725-3112                              Sarah Trujillo, 724-5446
             ensure that all materials are picked up at the beginning of a 2 week shift session and extra materials are
              returned at the end of the session
             train group members in letter writing guidelines
             ensure the quality of group work
             hold group members accountable for deadlines
             review the TSF Partnership homepage regularly for updates –
             correspond with the Partnership Coordinators
             track the number of hours/letters your group has worked
             train next year‟s contact person
             Educate the financial officer on how to spend the awarded funds according to the way it was
              applied for

Contact persons must meet all the commitments for the duration of the quarters in which the group is
participating. If it is necessary to find a substitute contact person, arrangements must be made in advance
with the OSA Partnership Coordinator. If any issue whatsoever arises, the contact person must
communicate it immediately with one of the Partnership Coordinators. Lack of communication risks
group penalties.


                                                                             FUNDING AVAILABLE
                  APPLICATION                        QUARTER HOURS
                                                                               IN GROUP’S ASSU
                   DEADLINE:                            WORKED:

            Nov. 1st, 2007 at 5 pm                 Winter 2008             Spring 2008
            Feb. 1st, 2008 at 5 pm                 Spring 2008             Fall 2008
            May 1st, 2008 at 5 pm                  Fall 2008               Winter 2009

    1) The contact person must download all application materials at
    2) Complete and submit all application materials (see ‘Application Checklist’, pg. 10) to the OSA
    Office, 2nd floor, Old Union by the deadline indicated above.

Major Criteria:
 A complete application w/detailed, itemized budget (see „Application Checklist‟, pg. 10)

 Contact person fulfills all duties (pg. 2)

 All funded programs/activities/events are consistent with the academic goals, mission and standards
of the University (consult the OSA with questions)

 Applying for programs, activities or events scheduled two quarters after application quarter (see
„Timeline‟, pg.1)

 All programs, activities and events are categorized by the “Partnership Funding Categories” (see pg. 6)

4                   Office of Student Activities                              The Stanford Fund
                    Kevin Hoyle, 725-3112                                      Sarah Trujillo, 724-5446
Other criteria:

Programs and Events
        Performance tours: See ‘Travel within the U.S.’ section.
        Community service events may be held on or off campus. The events should be free for everyone.
         Allowable expenses include gas, supplies for non-group member participants (T-shirts, activity
         materials, books, small gifts, awards, certificates, etc.), and food for annual, large events that are
         food centered. Food for routine meetings is not funded.
        Leadership programs that do not involve travel and have a clear, structured educational program
         that includes involvement from an advisor or outside facilitator are permissible. Allowable
         expenses include facility fees, supplies and modest food expenses. Generally, the cost of overnight
         accommodations is not allowable. Include a detailed agenda with the application.
        Major and minor events should be held on campus, have broad appeal, and must be open and
         publicized to the Stanford community at large. Any event that involves alcohol will not be funded,
         even if Partnership funds are not intended to be used for alcohol.
        Meetings must be open and publicized to the entire campus community. Allowable expenses
         include guest speakers, meeting room charges, and custodial expenses. Food for meetings is not
        Official major regional and national tournaments and competitions: See ‘Travel within the U.S.’ section.
        Politically affiliated programs must abide by the University policy on Partisan Political Activities,
         available in the Student Organization Handbook at the Office of Student Activities.
        Speakers, choreographers, and instructors must come to campus and be available to the entire
         campus community. Allowable expenses include: modest travel expenses (plane tickets, bus
         fares, gas), accommodations at reasonable rates and honorarium. Make sure to itemize all expenses
         and give valid explanations for them.
        Newsletters may be funded (as a category C) if they are distributed to at least one distribution
         point on campus.
        Only production costs are funded for all publications.
        Publications for events are considered under the larger event category grouping (see „Partnership
         Categories‟ below). For example, advertising for a small on campus event that is open to the
         Stanford community (category B) belongs in category B on the budget.
        Publications must be available to the entire campus community.

Capital Equipment and Supplies
        Storage is necessary for all capital equipment. Please note in the application where you will be
         storing the items.
        Costumes will not be funded unless it is apparent that they will stay in the group indefinitely, last
         for at least three years and be used consistently.
        Equipment is considered capital equipment (useable for at least three years) and must remain the
         property of the organization until it wears out or becomes unusable (e.g. boat trailers, saddles,
         computers, etc.). Please note how long the equipment will be in the group in the application.
        Equipment maintenance costs will be considered. Please note any ongoing costs in the application.
         Items with significant maintenance costs will not be funded.

                  Office of Student Activities                              The Stanford Fund                     5
                  Kevin Hoyle, 725-3112                                      Sarah Trujillo, 724-5446
       Group supplies are allowable if they benefit the organization‟s activities directly and consistently.
        Allowable expenses include: copying, phone and computer expenses, and other office supplies.
        Event supplies should be categorized under the larger event category whereas general use
        materials for the group should be category C.
       Items for the benefit of individual group members are not allowed (e.g. T-shirts, gifts, individual
        costumes, personalized equipment, etc.).

6               Office of Student Activities                           The Stanford Fund
                Kevin Hoyle, 725-3112                                   Sarah Trujillo, 724-5446
Travel within the U.S.
      Performance tours are funded (e.g. a cappella trips, symphony tours etc.). Allowable expenses
       include airfare, gas, car rentals, lodging and registration fees. Max 1 per school year. Unallowable
       expenses include food. A travel and activity itinerary with explicit dates and activities is required, even if
       the dates and activities are tentative.
      Community service trips that demonstrate a well considered community service endeavor and are
       related to the group‟s mission are eligible. Allowable expenses include: airfare, gas, car rentals
       and lodging. Expensive travel is discouraged. A travel and trip itinerary with explicit dates and
       activities is required, even if the dates and activities are tentative. Unallowable expenses include food.
      Conferences that provide leadership training that directly support your group are fundable as
       category C. Examples include fraternity and sorority conventions and annual public service
       conferences. Allowable expenses include: airfare, gas, car rentals, lodging and registration fees.
       Unallowable expenses include food. A copy of the registration form and travel and trip itinerary should be
       included with the request.
      Local Excursions to local cultural or educational institutions such as museums, the symphony or
       theater that have a clear educational component and are related to the group‟s mission are
       fundable. Allowable expenses include: bus rental, gas and ticket costs. Unallowable expenses
       include food.
      Official major regional and national tournaments and competitions: No more than one per quarter. Must
       be a major, official regional or national tournament or competition. Events must be team oriented
       (must have to participate as a Stanford team or club, event is more than an individual
       competition). Priority will be given to the "A" team; secondary teams may not be funded. Allowable
       expenses include: airfare, gas, car rentals, lodging, and registration fees. Unallowable expenses
       include food. Include travel and activity itineraries. A copy of the tournament registration or invitation
       must be included with the request. For annual events, a copy of the previous year’s registration is

Unallowable expenses
      Alcohol (events with any alcohol may not use TSF funding to fund any part of it)
      Travel outside the United States and all associated activity costs (travel and event must take place in
      Funding for Benefit Fundraisers (fundraisers for off-campus, non-profit organizations)
      Invitational tournaments that are not regional or national competitions
      Items for personal use such as clothing and toiletries
      T-shirts (only exception is for community service groups and still group members may not have them)

      Food (unless the event is annual, large and/or community service event in which food is a central theme)

      Past debts and events that have already occurred

      Salaries (for student leaders, coaches or any other person).

      Funding for off-campus or third-party organizations (examples include: non-profits, parent organizations)

      Cash awards (includes actual cash, giveaways, prizes and non-community service oriented gifts)

      Membership dues to national organizations

      Using leftover funding for non-allocated costs (leftover money should be used for a similar

                Office of Student Activities                                The Stanford Fund                     7
                Kevin Hoyle, 725-3112                                        Sarah Trujillo, 724-5446
       Events that violate University policy (consult Student Organization Handbook or contact the OSA with questions)

8               Office of Student Activities                              The Stanford Fund
                Kevin Hoyle, 725-3112                                      Sarah Trujillo, 724-5446
                                         PARTNERSHIP FUNDING CATEGORIES

1) Find the best-fit category for your group’s program, activity or event.
2) Awards are prioritized based on category. Category A is funded over categories B and C, and category B
   over C.
3) Once the event is categorized, budget all associated costs in that category or below it on the ‘Budget Form’ (e.g.
   category B activities can have costs that are category B and category C, but not category A).

Category A

        Major (large) on-campus events open to the entire campus community (see “Programs and
         Events,” for speakers, choreographers, and instructors also see “Programs and Events”)
        Large-scale community service on or off campus (see “Programs and Events”)
        Official major regional or national competitions (see “Programs and Events”)
        Capital equipment purchases (see “Capital Equipment and Supplies”)
        Performance tours (see “Travel within the U.S.”)
        Student publications broadly distributed and produced by recognized student publication
         organizations (see “Publications”)

Category B

        Smaller community service events
        Smaller on-campus events open to the campus community
        Annual graduation events
        Non-newsletter, broadly distributed publications
        Recording/studio time and related items

Category C

        Event costs for events benefiting your own group (weekly meetings, group retreats etc.)
        Excursions relating to group‟s mission
        Student leadership conferences (see “Travel within the U.S.”)
        Organizational newsletters

                  Office of Student Activities                               The Stanford Fund                     9
                  Kevin Hoyle, 725-3112                                       Sarah Trujillo, 724-5446
The Stanford Fund Partnership receives its funding from donations to The Stanford Fund for
Undergraduate Education. The University wishes to ensure that all activities support undergraduate
education. Funds are limited and will be allocated first to those groups that have realistic and thoughtful
plans that are clearly articulated and understood easily. Therefore, it is important that your proposal and
budget be achievable, realistic, and cost-effective. Unrealistic, extravagant, or inexplicit budgets cannot be
Prepare a Program Description: Clearly describe your group and all the proposed activities by
answering: who?, what?, when?, where? and why? Please be concise and limit it to one page.

        Event-oriented: Provide sufficient detail of your planning. Include: names and types of speakers,
         event sponsors, date(s) of your planned event(s), the event‟s benefit to the community, the
         reserved venue, number of participants (both being served and serving), travel destinations,
         event history (how many years, past success, etc.), the importance of the event to your group (is it
         a major activity?, do you participate in other events like it?, etc.), whether it is occurring on
         campus or off campus, and the off-campus sponsor or partner (e.g. Ravenswood School District),

        A trip/tour/tournament: Describe the event, travel and all other details. Include: the tournament or
         trip sponsor, the number of people traveling and whether the trip is a national or regional. Be
         clear about who will travel (e.g. "A" team, "B" team, all organization members, etc.). Remember
         to attach a detailed activity itinerary that includes flight times, trip dates, details and schedule, etc., and a
         registration form, if applicable.

        General/Equipment expenses: Describe the need, cost per item, any on-going costs, etc.

Prepare the Budget: The budget is the single MOST IMPORTANT aspect of your proposal. It should reflect
REAL COST ESTIMATES for specific needs and not a "pie in the sky" budget.

*Please submit the entire budget for the event(s)/program(s) for which you‟re applying. The budget
allows for you to show us know the part you are asking to be funded by The Stanford Fund Partnership.
If you do not submit your entire program’s budget, or specify what you want TSF to fund, the event will not be


        Obtain real estimates for the cost of your activities. For events, obtain estimates for room costs, tech
         requirements, cleaning charges, programs, advertising, and food (if allowed).

        Itemize expenses (e.g. 10@ $69 for round-trip airfare to LA).

        Be as specific as possible when obtaining estimates. Avoid large round numbers. The more research,
         the better (e.g. $500 for plane tickets = 4 @121.67 for plane tickets)!

        Be careful with food funding requests. If food is included, be clear, specific (cost per item; or, if from
         a catering company cost per person), and modest. (see 'Funding Criteria' for complete information)

        Include all other funding sources in your budget including ASSU, Club Sports, anticipated tickets
         sales, departments, off-campus sponsors, membership dues, and "out-of-pocket" expenses of
         members (especially for travel).

        Apply for events at least two quarters in advance. You should apply knowing that your group would
         not receive the approved funds until two quarters after the quarter you applied (i.e. if you apply in
         Fall Quarter you will receive the funds for Spring Quarter).

10                  Office of Student Activities                                 The Stanford Fund
                  Kevin Hoyle, 725-3112                                         Sarah Trujillo, 724-5446
   Your total request for SFP funding must not exceed $4,500 (150 Hours). You run the risk of
    being penalized if your request exceeds this maximum amount.

            Office of Student Activities                          The Stanford Fund                     11
            Kevin Hoyle, 725-3112                                  Sarah Trujillo, 724-5446
Check Your Budget Proposal:

     1.   Ensure that all requested items fit the Stanford Fund Partnership criteria and are identified by a
          funding category (A, B or C).
     2.   Check for correct math.
     3.   Attach a copy of your ASSU expense statement for the last complete fiscal year (the entire year).
          Proposals will not be accepted without this printout.
     4.   If the current funds in your 2830 account are more than double your funding request, please
          explain how you will either spend down the money or why you are saving it.
Banking and Partnership Funds
All Partnership funds will be transferred to a special Stanford Fund line item in your ASSU account
called 2830. All approved Partnership expenses must be charged to the 2830 account, since funds from
the Partnership cannot be transferred to other ASSU accounts or to a non-ASSU account. Completed
hours are transferred your organization's 2830 account at the beginning of each Funding Quarter (Quarter
3 in the „Timeline‟).

All these financial transactions must be based on sound accounting practices and follow all of the
banking guidelines as outlined in the Student Organization Handbook. Groups are expected to account for all
funds spent with receipts and appropriate receipt labels. The Partnership reserves the right to review all expense
records. Use of funds inconsistent with the above guidelines may result in penalties.

Remember that in order for your application to be accepted, the proposal must be complete.
Incomplete proposals will not be reviewed, nor put in the queue, until all materials are complete and

Requested hours are adjusted first by whether the Partnership funds the requested budget items and whether events
are in the right category and have reasonable cost estimates, second by the quality of the application (see below),
and third by the application categories (see ‘Partnership Funding Categories’ on pg. 7).
                                                Application Quality Rankings
          Quality: Number                                            Explanation
                                  Well written, easy to read, concise descriptions. Detailed budget with no mistakes
                                  in activity categorization, math or real world costs. Itemized with no itemization
                                  errors or omissions. Group has good past performance in letter writing. Complete
     Excellent: 5                 application.
                                  Easy to read. No missing application components. Descriptive and clear
                                  itemized budget. High level of detail. Thoughtful activities that are important to
                                  the group and have a high impact on the Stanford community. Well organized, but
     Good: 4                      could be clearer.
                                  All application components were included. The budget may not have been fully
                                  itemized or did not include real world costs. Some activities were in the wrong
                                  categories. Activities lacked full planning. Some important questions were left
     Average: 3                   unanswered.
                                  Budget was not fully itemized, if at all. Application was hard to understand.
                                  Applied for unacceptable/unreasonable activities. Activities were listed in the
     Needs                        wrong categories. Application was incomplete and/or confusing. Major
     Improvement: 2               questions were unanswered. Budgets were blatantly inflated.
                                  Unable to understand after several passes though. Missing many application
     Unacceptable: 1              components. Applied for many explicitly non-fundable activities.
12                    Office of Student Activities                                The Stanford Fund
                    Kevin Hoyle, 725-3112                                        Sarah Trujillo, 724-5446
   1. Partnership Application Coversheet (pg. 1) and Partnership Agreement (pg. 11) with
      all sections completed. Bad handwriting? The Application Coversheet will be emailed
      to you also.

   2. Program Description. Describe your group‟s activities generally and those that you‟re
      applying for in detail. Explain the goals and objectives of the funding and how it will
      benefit your group. Who will be involved? Who will benefit? How? How will success
      be evaluated? Make certain that you review the „Partnership Guidelines‟ (above).

   3. Detailed Budget. **Obtain real estimates and itemize estimated costs. Your total
      request for SFP funding must not exceed $4,500 (150 Hours). Your budget should
      include detailed and itemized anticipated expenses and all possible sources of income.
      You run the risk of being penalized if your request exceeds this maximum amount.
      Submit your budget on the standard Budget Form in Excel format prepared by the
      Stanford Fund Partnership. You may obtain a copy by email.

   4. A schedule of your group’s event(s) for the quarter/year. We understand dates may be
      tentative. Specific, anticipated dates for any program or trip is required.

   5. A copy of your organization’s flyer or other advertisement that has recently been used
      to generate publicity about your group.

   6.   Your group’s ASSU 2830 itemized expense summary statement from the entire current
        year (printable online by the financial officer) AND part of the ‘05-’06 year (available
        at the ASSU Office for anyone to pick up). Go into the ASSU office on the second floor
        of Tresidder to get a copy of last year‟s statement. This is a printout of your
        organization‟s documented expenses for the entire past fiscal year. Attach a written
        justification if the statement balance exceeds $500.

   7. A copy of your group’s tournament registration or invitation must be included with
      the request, if that is something for which your group is applying. (If it is an annual
      event, a copy of the previous year‟s registration is acceptable).

   8. A copy of your travel itinerary and activity schedule must be attached, if your group is
      touring or traveling.

 Deadlines are important. Only completed applications submitted to the OSA and
  received by May 4th, 2007 at 5 p.m. will be considered for Spring Quarter work and Fall
  Quarter funding of 2007.

               Office of Student Activities                    The Stanford Fund                     13
               Kevin Hoyle, 725-3112                            Sarah Trujillo, 724-5446
    If you are a new contact person for this quarter, you MUST attend an OSA Stanford Fund
     Partnership Workshop EVEN IF someone from your group has attended before.
    Your group must apply to the Partnership at least two quarters before event(s) dates.
     Please plan accordingly

14               Office of Student Activities                   The Stanford Fund
               Kevin Hoyle, 725-3112                           Sarah Trujillo, 724-5446
Office of Student Activities   The Stanford Fund                     15
Kevin Hoyle, 725-3112           Sarah Trujillo, 724-5446   

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