Grant Policies and Procedures

Last Updated: 10/2/2020

View the Fall 2020 updates to the SUA Grants Program.

Registered Student Organizations (RSOs) who need to receive their Grant Check

Registered Student Organizations will provide their current mailing address on the statement of agreement in order to receive any Fall 2020 grant check.

Virtual Post-Event Meetings

All post event meetings will happen in an online format. Groups who deposited their grant check(s) or spent any money must have a post event meeting whether the event was canceled or not. All information about the process and instructions are included in your award email. Groups may request a virtual post-event meeting at

Grants Policies

  • The University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. Grants will not be awarded to programs that do not adhere to this policy.
  • Grant funding is intended to support student group programs and special events. Funding is not available for group general operating costs (i.e. group supplies, apparel, meetings, recruitment events, practices, officer trainings, and weekly/biweekly occurrences).
  • In order to be considered for funding by the committee, grant applications must meet three minimum criteria:
    • An explanation of how the program or event promotes student development, enhances diversity, and/or benefits the campus community
    • An explanation of what the event will entail in clear and concise detail
    • A complete and detailed budget that outlines ALL of the event expenses and income sources, not only those being requested
  • Grants may not fund more than the total cost of the event. If total event expenses are less than the amount awarded, the student group/university department will be required to return the overage.
  • Student groups may be awarded no more than $5,000 per academic year through SUA grants. Note: Student groups may be awarded no more than $600 for events in Fall 2020 (August 1 - December 31, 2020).
  • Funding will not be awarded for stipends/honoraria for any University of Minnesota student, faculty or staff member.
  • Funding cannot cover the cost of prizes or giveaways.
  • Events at which alcohol is available will not be considered for funding. Any beverages served at events funded by Coca-Cola grants must be Coca-Cola products.
  • Events held as fundraisers or for the purpose of generating revenue for a student group/department or philanthropic cause are not eligible for funding.
  • Partisan political organizations (organizations affiliated with a registered political party or candidate for public office) may seek funding through University grant and student funding programs for non- partisan political activities only (e.g., candidate forums available to all qualified candidates, nonpartisan educational programs, etc.)
  • No registered student group may use University funds on behalf of a candidate for public office in a political campaign.
  • Certain grants initiatives require that eligible events be "open to all students". In order to be considered "open to all students", the event must take place on campus and the grant application must identify the following:
    • Publicity efforts reaching all corners of the University campus, beyond the buildings dominated by a specific major or group of students.
    • Educational and event goals identify specific ways all students would benefit from attending.
    • Realistic expectation that students outside the targeted major or group will attend.
  • Awarded groups are required to complete a Post-Event process where receipts are reviewed and verified by Student Activities staff in order to determine if a reimbursement is required. Post-Event Meetings may be required components of the grants process, and it is the group's responsibility to schedule and attend these meetings by the assigned deadlines to retain current grant award and to maintain eligibility for future grant awards.
  • The grant committee will not review applications outside of the designated review dates, see more information here.
  • Specific for Fall 2020:
    • SUA grants will only fund virtual events during the fall semester. SUA Grants can also fund virtual events that have a necessary small in-person component. Any in-person component of a virtual event can have no more than 10 total attendees and must follow University of Minnesota and Minnesota Department of Health guidelines, including face coverings and physical distancing.
    • Food and travel expenses will not be funded.
    • SUA Grants can be used to fund some operational expenses (such as short-term subscription-based online services) for the purpose of engaging students digitally.
      • SUA Grants cannot be used to fund ongoing subscriptions, the purchase of any permanent software or hardware, or physical items related to in-person or virtual student engagement. Funding is also not available for group general operating costs (i.e. group supplies, apparel, meetings, recruitment events, practices, officer trainings, and weekly/biweekly occurrences).

Grants Procedures

Student Activities and Coca-Cola Grant Initiatives are intended to further the student group experience. As funds are limited and hundreds of groups apply, applicants must be accountable to uphold the grants process. Funds must be used properly in order to ensure that groups continue to have access to funds. Therefore, the following required procedures are in place to ensure student group/University department accountability:

  • Grant Applications are reviewed on a regular basis. Events or projects must occur as outlined in the grant application due date listing in order to be eligible for funding.
  • Applications must be submitted online by an officer listed on the group's GopherLink profile. Advisors may not able to fill out the application for a student group.
  • Groups must be registered for the corresponding academic year that their event is taking place in order to receive funding if their grant is awarded. Existing groups will be permitted to apply for grants prior to registering, and to complete registration after being notified of their award, however this may delay the process of receiving grant funding. New groups cannot apply for grants until they have completed registration.
  • Groups holding events prior to September 30th of any given year can receive funding if they were registered for the previous academic year.
  • Applications for Fall and Spring events follow separate timelines. Applications for fall events open in June, while applications for Spring events open in October. Applications for spring events will not be reviewed by the committee during the fall review period. This includes event series that span across both semesters. In cases such as this, the events must be applied for individually (fall events during the fall application period, spring events during spring application period). Note: Applications during the 2020-21 academic year will open at varied times to account for changing COVID-19 considerations. Student groups will be notified when the application is open.
  • All applications will be reviewed by a review committee made up of University students, faculty and staff and evaluated based on the criteria outlined above.
  • Applications are reviewed in the order in which they are received.
  • No funding will be given to activities held prior to the review of the application. Note: For Fall 2020, groups may apply for funding for events that have already occurred. Their application must still be reviewed and follow the normal grants process before being awarded.
  • Communication regarding grant applications will be sent via email. All correspondence will contain your application number. Please reference this number when inquiring about your grant application. Please note, the e-mail address you supply on your application will be the only method through which we will correspond. It is your responsibility to ensure the accuracy of this email address. Any missed deadlines due to an email account error on the grant application will result in forfeiture of the grant.
  • Student groups are required to submit a Statement of Agreement within two weeks of grant award notification. Failure to submit by the deadline indicated in the grant award letter will result in the forfeiture of your grant award.
  • Registered Student Organizations (RSOs) will receive their grant award in the form of a check. Awards will be given in one lump sum, and the check will be requested after the submission of the Statement of Agreement. No exceptions will be made. Checks will be made payable to the student group serving as the primary applicant.
    • Please note: All checks are made out to the student group. Groups must have a student group bank account to deposit the grant check. First time student group applicants must complete Form W-9 to receive an SUA grant check. Form W-9 includes the group’s Tax ID number.
  • Campus Life Programs (CLPs), University Departments, and individual applicants (under sponsorship of a department) will receive their grant award through EFS transfer. Grant recipients are responsible for providing SUA with the appropriate EFS number. Once the EFS transfer has been made, the department is responsible for coordinating disbursement of funds.
  • Grant recipients may be required to have a post-event meeting with a Student Activities Advisor by the date specific in their award letter (within 45 days of the end of the month in which they held their event). Recipients must complete an Event/Project Evaluation Form which will include all event receipts.
  • If the grant award amount exceeds the total cost of the event or the group uses grant funds to pay for ineligible expenses, the student group/university department will be required to return the overage at their post-event meeting with a student activities advisor.
  • Grant funding is divided into two separate pools for the fall and spring semesters in an effort to ensure that qualified events are able to be funded throughout the entire school year. Grant funding is limited and no further grant applications will be accepted in a given semester when funding has been fully given out.
  • Failure to comply with the policies or required procedures may result in any of the following consequences to be determined by Student Activities:
    • Ineligibility to apply for grants for the remainder of the academic year
    • Ineligibility to apply for grants for the remainder of the calendar year
    • Reimbursement grant award
    • Probation of student group