Student Organization Funding
Due to the changes at Marquette brought on by COVID-19, MUSG has cancelled Bulk Funding for Fall 2020. All organizations will still be able to apply for funding for events/goods in Fall 2020 once we have worked out what the process will be next semester. Organizations with questions or concerns should email the Executive Vice President at email@example.com.
Spot funding applications will be open on August 19, 2020. More information will be sent to student organizations as it becomes available.
Student Organization Funding (SOF) is a process where student organizations and club sports can apply to receive funding for events and initiatives. This funding is made available every academic year and is funded by a portion of the Student Activity Fee, paid each semester by each full time undergraduate student. This fee supports the funding student organizations need to back their activities and involve the entire student body.
The SOF Committee is the chief manager of the Student Activity Fee and is responsible for allocating the funds. The committee consists of eight members: four student senators, one program board member, the MUSG Financial VP, the MUSG Executive VP, and an adviser.
Fall 2020 Dates
*When the form is completed, it should be emailed to Jen Reid, MUSG advisor, at firstname.lastname@example.org.
Keeping Students Active
COVID-19 Update Regarding SOF
What you NEED TO KNOW before applying for funding:
Bulk funding is a Student Organization Funding process that is used for annual, large-scale events that are planned well in advance. Organizations seeking large amounts of funding are more likely to receive what they need through Bulk Funding, as larger funds are awarded (hence the name, "bulk funding"). This process occurs semesterly, with one application period in the fall semester and another in the spring semester. These awarded funds are available for the following semester (for example, funds awarded in the spring semester will be available for the coming fall semester).
Bulk Funding Appeals
An appeals process is available for student organizations only if they believe that the SOF Committee incorrectly deemed its application insufficient, the decision of the SOF committee was arbitrary and not consistent with similar funding decisions and practices, or that MUSG did not follow its stated application procedures and policies. Bulk Funding appeals are due within one week of receiving notification of an organization's bulk funding allocation. Appeals are not to be used to accrue additional funding for an organization if their allocation is just and appropriate. An appeals process is not available for Spot Funding.
Spot Funding is a rolling funding process that occurs throughout the fall and spring semesters. Spot Funding can be used for small-scale and unanticipated expenses or other events that organizations were not ready to apply for in the bulk funding period. Funds are limited for spot funding, and will be doled out throughout the semester. Spot funding cannot be used for events that were previously denied funding and still require all the proper documentation such as invoices, receipts, contracts, etc. Spot Funding is on a first-come, first-served basis.
All funds that are allocated to a student organization through Bulk Funding or Spot Funding are awarded through a reimbursement process. The funds that a student organization is allocated are first paid by the student organization and then reimbursed by MUSG through a detailed reimbursement form.
An exception to this reimbursement process would be any upfront costs. Upfront costs are costs payable directly by MUSG. These costs include Sodexo catering, AMU technology, MUPD security, linen/event management, publicity, or university-approved vendors. Invoices are necessary in applications for upfront costs.
If a student organization uses a university-approved vendor, said student organization is able to bill MUSG directly. This is an upfront cost, so organizations do not need to go through the reimbursement process; however, organizations need to coordinate this purchase with the MUSG Financial Vice President. Using a university-approved vendor is highly recommended, but not required. Usage of these vendors does not guarantee funding. Organizations must still attach a quote or invoice to their application when using a university-approved vendor.
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What the Student Activity Fee can fund
What Can be Funded
Speakers or educational events
Documentaries, films and performances
Tournament travel, lodging, and registration
Events, a series of events, services, or activities that are free and open to all undergraduate students and that enhance the great Marquette Community
What Cannot be Funded
Recruiting or fundraising events
Operating expenses (office supplies)
Non-current expenses (expenses incurred outside the funding period)
League Fees, Entry Fees, National Dues
Any event that charges admission fees
A good or an event for which a student organization has previously been denied funding
Club Sports Specific Guidelines
Club Sports allocations are included in the SOF Bulk Funding and Spot Funding processes. Each application is considered under standard SOF guidelines, along with these specified guidelines for Club Sports Student Organizations.
The Student Activity Fee can provide funding for:
Team/Coach/fan transportation and lodging
Field/facility rental costs
Salaries for non-playing coaches
First aid supplies
Entry and Tournament Fees
Club Sports Student Organizations must provide an official priced quote for each of the above expenses. A prior year's contracts or receipts may be used as a quote if current ones are not available by application time.
When a donation is made to a club sport student organization, these donations first go through the University. These designated funds are then moved into an account where the specified donations are earmarked for the designated club sport to claim. The club sport organization should then be notified of their donation by a Recreational Sports staff member, which at this point, the student organization then claim. This process typically takes 1-2 business days. If you are aware of an incoming donation, but have not received a notification, please contact a Recreational Sports Assistant Director.
All on-campus events are required to include an itemized quote of all costs relating to the event (i.e. speaking fees, food costs, or performer wages). Events with outside vendors or individuals will need a Marquette contract. If you need a contract, contact the Office of Student Development at least 3 weeks prior to the event. A W9 tax form will also need to be completed.
The quote provided with speaker events must include an itemized list of: The speaking fee, any lodging or transportation costs for the speaker, any incidental costs on behalf of the speaker.
Banquets and Networking Events
The Student Activity Fee cannot provide funding for award banquets and end of the year celebrations, unless it is clearly demonstrated that such an event is open to and will benefit the entire community. The applying organization should provide rationale on how the food is an integral part of the event.
All applications for events with DJs, artists, or performers must provide a price quote and description of the performance.
All off-campus event applications must provide rationale that this event will benefit the greater Marquette community and should speak on behalf of the the members attending the event.
Off-campus conferences are limited funds to conference registration fees. Funding for transportation costs, lodging costs, and fuel costs will not be considered for conference trip applications.
Applications that show that an organization is contributing its own funds, individual member funds, or funds through fundraising efforts to cover the costs of off-campus events have historically been favored by the SOF committee.
Transportation to Non-Conference, Off-Campus Events
A detailed quote of all expected transportation expenses are required, including:
Bus, train, or airplane costs per ticket
Rental car will require a detailed quote and/or a copy of the rental contract
MUSG can provide up to $0.555 per mile of the route for the total cost of auto travel.
The reasoning behind the number of individuals sent on each trip should be explained in the application. A detailed quote of the expected lodging costs is required.
The SOF committee assumes at least four students are housed per hotel room in order to maximize efficiency
MUSG can provide publicity and advertising funding for on-campus events, off-campus events, and club sports. The SOF Committee will use the same copy rates as MU Printwise ($0.50 a color copy) for any requests submitted. Detailed breakdowns of the number of copies and types of publicity (table tents, flyers, etc.) used is preferable. A copy of publicity must be attached when submitting a reimbursement form.
All publicity must feature the MUSG Student Activity Fee Logo. Failure to include the logo could result in a rejected reimbursement.