Presented By: Ryan Anderson - OSA Student Organization Coordinator ([email protected])[email protected] Vanessa Rodriguez

Office of Student Activities (OSA)

Presented By: Ryan Anderson - OSA Student Organization Coordinator ([email protected])Vanessa Rodriguez – ASG Chief of Staff ([email protected]) Eddie Watson – Senator of Student Organization Funding ([email protected])

Student Organization Finance (SOF) Grant & Policies

mailto:[email protected]



Student OrganizationFinance (SOF) Grant

Purpose Available only for registered Student Organizations Used to boost students Educational Experience through:• Social, cultural, intellectual, recreational,

governance, leadership, group development, campus and community service, and informational programs and activities.


Funding categories Operating• Day-to-day expenses of the organization

Programming• Events • Fundraising

Travel• Travel expense assistance


Operating Funds Only can be used for day-to-day expenses Funds may not exceed $250 Intended for start-up expenses• Organization banners, office supplies, etc…

May not use funds for:• Food Expenses (officer meetings)• Salaries, stipends, or wages• Computer purchases

Student OrganizationFinance (SOF) GrantProgramming Funds: Events

Funds are dedicated to on-campus events which can be offered to the entire student body of CSU-Pueblo. Max of $3000 per fiscal year awarded Food Allotment• $150 max for food, 40 or fewer people• $800 max for food, 40 or more people• No more than $10 per person per event

Gifts for guest speakers limited to $25 per person


Programming Funds: Events Cannot be used for:• Religious or political services/ceremonies• Events for your members only• Programs off-campus• Other General Funding Policy regulations/stipulations

The Student Organization itself is responsible for 10% of the total cost.


Programming Funds: Fundraising All fundraising events (including non-SOF grant funded) must be approved by the Director of Student Activities. Startup costs must be repaid within 2 (two) weeks after fundraiser conduction The negotiated repayment will be either 50% or 100% of the money allotted. Self-generated funds will be kept in that Student Organization’s Account, and must be deposited the day after the money was earned (funds will remain for future fiscal years).


Travel Funds Travel includes conferences,

training sessions, competitions, & other non-campus events

No more than 50% of the total cost will be awarded.

The maximum a Student Organization can receive per year is $2,000.

A maximum of $500 can be awarded to the Student Organization Advisor.

Can cover the cost of:• Registration fee - $200

max per student.• Lodging - $70 max per

student per night.• Food - $10 max per

student per day.• Travel - $500 max for

all in-state travel.


How Do I Apply? SOF Grant Applications can be found on the CSU-Pueblo Website.• Under Quicklinks, click Student Organizations.• Click on Organization Grants• The packet is located in the middle on the page labeled SOF Grant Application Packet.

The proposal and the itemized budget must be turned in 3 (three) weeks prior to the conduction of your event & according to the Grant Review timeline within your SOF grant packet

http://www.colostate-pueblo.edu/Pages/default.aspx

http://www.colostate-pueblo.edu/StudentActivities/StudentOrganizations/OrganizationGrants/Pages/default.aspx

http://www.colostate-pueblo.edu/StudentActivities/StudentOrganizations/Documents/SOFGrantApplication09-09-14.xls


What are the Policies? make sure to attach to proposal (where appropriate) • Expenses less than $250, one quotes obtained from

vendors and suppliers• Expenses over $250 require two quotes• All office supplies require quotes from OfficeMax• All food purchased from ChartWells requires quote

If Lecturer/Guestspeaker attend your event, you need to attach:• A letter about the speech from them or their agent• Completed & Signed I-9 form• Confirmation of availability• Proposed honorarium or sample/unsigned contract


May not commit Organization/University to an expense All business transactions in regard to SOF grant occur through OSA• Do not sign any contracts, bring them to OSA’s attention• SOF is not obligated to fund event prior to approval

No money released until all paperwork is finalized Grants not used for reimburse expenses prior to funding approval All publicity for programs sponsored by SOF must have SOF logo

What are the Policies?


Unallowable Expenses• Activities not included in original proposal• Furniture • Promoting single political candidate/issue• Exclusive activities• Alcohol• Donations, contributions, scholarships, grants, financial aid, legal

services, religious/political proselytizing or sponsorship of public elections• Activities linked to academic courses or for which academic credit is

awarded• Personal use not relating to original proposal

What are the Policies?


Helpful Hints

Reasonable and practical requests If items seems questionable, explain and provide information Reserve location• Auxiliary services• Ask for cost

Student OrganizationFinance (SOF) GrantHow Do I Fill out a SOF Grant?

Requests should be reasonable Reserve location on campus (for event or fundraiser)• Auxiliary services• Ask for cost


CONT. Attach letter addressed to SOF Committee explaining:• Description of organization• Description of event and how it will enhance campus• Description of event’s logistical aspects:

Operating Programming Fundraising Travel


CONT. Justification for each item requested Methods of promotion and advertising Formalized letter from advisor support

Methods of evaluating success of event. Attach required documentation Submit SOF proposal to OSA three (3) weeks prior Proposal will be reviewed at next SOF Grant Review Have representation to present Organization at Review with five to ten minute presentation


CONT. After review, SOF Committee deliberates Organization must contact us within two business days of Review to be notified of awarded amount Grant monies are not transferred into your account. They are processed through central grant account managed by OSA Submission of proposal does not guarantee award.


SOF CommitteeConsists of seven (7) students making all grant funding decisions.• Associated Students’ Government’s SOF Senator• Four ASG appointments

Two from ASG President Two from SOF Senator

• Two students-at-large appointed by Director of Student Activities• Director of Student Activities (non-voting Advisor)