Grant Policies and Procedures
- 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 be awarded only to programs that adhere to this policy.
- Funding can support programming expenses only. Funding is not intended for start-up or general operating costs/events (i.e. group supplies, meetings, recruitment events, weekly/biweekly occurences, etc.).
- Student Activities and Coca-Cola Grant Initiatives can be used to fund no more than 90% of the total budget for an event/initiative. Student groups and university departments must provide a minimum of 10% of the total budget through other funding sources, such as fundraising efforts, member dues, etc.
- If the anticipated budget changes prior to the event/initiative, the student group/university department is responsible for sending an e-mail notification to firstname.lastname@example.org. The grant award amount will be reviewed to determine if the amount is still appropriate or if the grant award amount needs to be adjusted to ensure the grant award is not exceeding 90% of the total budget.
- If the final budget of the event/initiative changes, the student group/university department is responsible for addressing the change with a Student Activities Advisor at the post-event meeting. If the grant award amount exceeds 90% of the total budget, the student group/university department will be required to return the overage.
- Applications for Fall and Spring events follow separate timelines. Applications for fall events open in June, while applications for Spring events open in November. 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).
- 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.
- Funded programs must acknowledge the grant(s) and associated logos in all advertising and publications for the event.
- 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.
- Some 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.
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 monthly 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 of the group according to the Student Group Directory listed on the SUA web site. Advisors are 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 apply for grants prior to registering, and to complete registration after being notified of their award, however this may prolong the process of receiving grant funding. New groups cannot apply for grants until they have completed registration. (Please note: groups holding events prior to September 30th of any given year can receive funding if they were registered for the previous academic year.)
- Applications should be written as to be understood by individuals with no prior knowledge of the applying student group, University Department, or event/project itself, as funding is solely determined by the information provided in the application.
- No funding will be given to activities held prior to the review of the application. All applications will be reviewed by a review committee made up of University students, faculty and staff. See Judging criteria used by the review committee.
- Communication regarding grant applications will be sent via e-mail. 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 e-mail account error on the grant application will result in forfeiture of the grant.
- Student groups are required to schedule a pre-event meeting with a Student Activities Advisor within two weeks of grant award notification. At this time, the Statement of Agreement must be signed and submitted. Failure to schedule this initial meeting will result in the forfeiture of your grant award. No other penalties will be incurred by your group as a result.
- Pre-event meetings are NOT required for groups attending a conference and Coca-Cola Academic award recipients. Note: first time student group applicants must hold a pre-event meeting. Submit the signed Statement of Agreement to the Student Activities Office front desk (Coffman 126) or via email (email@example.com) within 10 days of the award notification.
- Please note: You must be listed as an officer on the SUA website Student Group Directory to represent your group at the pre and post event meetings OR have documentation from a listed officer that you are representing the group for the purposes of the grant. If you are not a listed officer, please bring a valid U-card to verify your student status.
- Awards will be given in one lump sum, checks will be requested after the submission of the Statement of Agreement and the pre-event meeting with a Student Activities Advisor has taken place. 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 will receive their grant award through EFS transfer. Grant recipients are responsible for providing SUA with the appropriate EFS number. All grant recipients are required to bring receipts, invoices, and/or other financial documents for the entire event/initiative to the post-event meeting for review by a Student Activities staff member for all grant awards.
- Grant recipients are required to have a post-event meeting with a Student Activities Advisor within 30 days of your event completion date. Complete your Event/Project Evaluation and compile all event receipts before your meeting and be prepared to present them at your post-event meeting.
- If the grant award amount exceeds 90% of the total budget, the student group/university department will be required to return the overage at their post-event meeting with a student activities advisor.
- Effective beginning the 2016-17 school year, grant funding has been 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.
- If funding is to be used for travel within or outside of the U.S., please review the relevant policies and procedures regarding Student Group Travel.
- 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.
- Registered Student Group status may be affected if any steps of the required procedures do not take place within 90 days of the scheduled event.
- May be required to repay the full amount of the grant award.
Groups should include language in their publicity that indicates disability accommodations can be made for on campus events and provide information on how someone could request such accommodations. To request disability accommodations, please contact Disability Resource Center prior to your event. Disability Resource Center promotes access and equity for all students, faculty, staff and guests of the University of Minnesota. Accommodations include: captioning, interpreting, physical access, and more. Contact the Disability Resource Center at firstname.lastname@example.org or 612-626-1333.