AS Recognized Student Organization Grant Process Statement Policy

Background

Funded with student fee dollars by the Associated Students (AS) of Sonoma State University to enrich the lives of students, the registered student organization (RSO) grant system has been developed to make funding available for RSOs and organizations to pursue their interest. AS continues to make grant funding easier and more accessible to all chartered student organizations of Sonoma State University.

CSO Grant Application Process

Only the President or Treasurer of a RSO may apply for grant funds. The AS Vice President of Finance must make available in the first three weeks of the semester comprehensive “training” documentation to all Presidents and Treasurers of RSOs.

Applications are submitted through Involve@SSU via the AS Portal. A RSO may not apply for grant funding when “frozen” or on probation of any kind as an organization. If an organization has accounts off campus a detailed balance and budget of their accounts needs to be submitted with a grant application. The AS Vice President of Finance and the AS Student Government Coordinator will review all grant submissions. A grant will require the signature of both the AS Vice President of Finance and the AS Student Government Coordinator (or designee) before it is approved. All grants and their outcomes will be presented to the AS Senate on a regular basis. Additionally, a follow up report on On-Campus Programming grants is encouraged.

Viewpoint Neutrality

Activities and expenses funding provided under this policy is intended to be available for all eligible registered student organizations. Funding decisions made by the Associated Students under this policy must be made in a viewpoint neutral manner and adhere to the policies described herein.

Applicability
This viewpoint neutrality requirement shall be applicable to all activities and expense funding provided under this policy and made available for request by an eligible RSO. This viewpoint neutrality requirement only applies to the funding decision-making process. Individual activities and expenses funded under this policy may maintain, advocate, or promote a particular view or ideology.
Scope of Viewpoint Neutrality Requirement
This viewpoint neutrality requirement pertains only to funding requests for activities and expenses that will be engaged or involved in expressive conduct or speech.
Funding Decision-Making Process
Requests for funding for activities and expenses funded under this policy must be considered in a viewpoint neutral manner. Funding decisions cannot be based upon or awarded on any consideration of the viewpoints or ideology expressed, communicated by, or associated with the requesting student or RSO or the activities and expenses for which funds are being requested.
Objective Criteria
Requests for funding for activities and expenses involving expressive conduct and/or speech shall use and adhere to the viewpoint neutrality requirement that mandates an objective criteria based upon, but is not limited to, whether the requesting student organization is registered and in good standing with the University; the RSO meets the eligibility requirements of this policy; and, whether the funding requested will be used for an authorized purpose under this policy.
Funding Limitations
Funding to an RSO can be used in support of activities and expenses that maintains, advocates, or promotes a particular view or ideology. However, funding under this policy shall remain subject to all other applicable AS and CSU Auxiliary policies and procedures, including California State law, which prohibits funds being used to support or oppose any candidate for political office or ballot measure proposed to the people of California or the United States as mandated by Education Code section 89300 and California Code of Regulations Title 5 section 42659.
Written Decision for Denial or Lesser Amount
Individualized funding decisions by the VP of Finance and the AS Student Government Coordinator that deny a funding request or approve less than the requested amount require the issuance of a written explanation describing the reasons for its decision within five (5) business days after the decision is made.
Appeal Process
A student or RSO whose funding request was denied by and/or received less than the requested amount shall have the right to seek a review of the decision by submitting a written request to the AS President and Executive Director within five (5) business days after the student or RSO receives the written explanation describing the reasons for the decision. The AS Senate shall conduct a public hearing within twenty-one (21) business days after receiving the request. In advance of the public hearing, the AS President shall submit the request to the SSU VP of Student Affairs or designee for review and will accept an administrative recommendation, if one is offered. The AS Senate shall review the request, any administrative recommendation provided, allow the student or a representative from the RSO to offer any further information for the AS Senate to consider, and make a decision within fourteen (14) business days after the hearing by issuing a written decision. The decision by AS Senate shall be final.

Grant Tiers

Grant funds are split into 3 funding tiers: on-campus programming and operations (travel and supplies)

TIER ONE: On-Campus Programming:

The Associated Students is committed to support chartered student organizations in adding to the campus wide programming and co-curricular offerings to the students of Sonoma State. To that end, the On-Campus Programming grants exist to provide resources to RSOs that wish to add an active and engaged campus for our students, while also getting “their name” in the eyes and ears of the students.

To qualify for this tier, RSOs and organizations must host events open to all students of the University and without the purpose of fundraising. The event must be open to the student community, as well as widely benefit and attract the student community.

Should a cover fee be charged to attendants, the AS reserves the right to implement a stipulation on the grant related to the fee charged of students and may require that such fees be discounted by a minimum of one(1) dollar, up to fifty percent(50%) of the base fee, or contingent by a fixed dollar amount per ticket based on the number of tickets sold to students per each event.

AS recognizes that many RSOs seek to put on programs or do events that better the surrounding community and better the name of the university beyond the edges of the campus – the funds used for these grants are derived directly from student fees and are intended to be used to benefit the student body. RSOs seeking On-Campus Programming grant funds should expect to be held to a minimum standard of 75% of the audience being SSU Students.

All events must be actively marketed to students outside the organization’s standard demographic with flyers or signs containing the AS logo. When submitting the final expenditure paperwork, sufficient evidence of marketing materials containing the AS logo must be included. If evidence of the AS RSO Grant Logo is not submitted, then funds will be withheld.

For an academic year, a limit of $3000 per organization per year will be set. Additionally, no more than $3000 of funds can be used for any one single event. Any event that is sponsored by a program of the AS (i.e. Associated Students Productions – ASP) is not eligible for funding.
Grant funds cannot cover more than 2/3 of the cost of the program. Any remaining funds from fall will roll over for reallocation in spring allocation.

Availability of Programming Funds

Funding for Programming grants will occur twice per semester. Funds for the year will be split 55% in the fall semester and 45% in the spring semester. Any remaining funds from fall will roll over to spring allocation.

Fall

Applications for the Fall must be submitted by Nov 18th . Grants will be given on a case by case basis as granted funds are available to give. Before the deadline of Nov. 18th, funds will continue to be allocated for fall until 55% of the available funds have been awarded. Fall Grants expire no later than the last day of Fall semester.

Spring

Grants for the Spring semester can be applied for in the fall. The process for the spring is the same as the fall. Grants must be submitted no later than April 14th. Grants will be given on a case by case basis as granted funds are available to give. Grants expire no later than the last day of the academic year.

TIER TWO: CSO Operations:

Under this tier, funds can be utilized for RSO travel and supplies.

Travel

RSO travel must in some way enrich leadership, development related to the purpose of the organization, or athletic development. Items qualifying may include but are not limited to physical travel costs to and from (for example, flights, vehicle rentals, fuel reimbursement, and lodging) and registration for conferences, competitions and seminars. For every $100 funded, a minimum for 1 student must be traveling. Additionally, a minimum of at least 2 students must travel.

Supplies

Items funded may include but are not limited to, marketing materials for meeting promotion, signs, binders for RSO members, and general office supplies. Additional fundable items may include tangible items, which are intended to be used and replaced. These items must serve a specific mission to the RSO and relate to the activities the RSO participates in. All marketing materials should include the AS RSO Grant logo. When submitting the final expenditure paperwork, sufficient evidence of marketing materials containing the AS RSO Grant logo must be included. If evidence of the AS RSO Grant logo is not submitted, then funds will be withheld. Funding for supplies will be determined by fair market value as assessed by RSO grant approving officers. No single item can cost more than $50.

The limit for RSO Operations will be $1000 per semester.

Availability of Operation Funds

Fall

Spring

Grant Hearings

For Programming

Programming applications will be reviewed against this policy to ensure proper allocation of funds. Hearings may be held if the application is lacking information to make an informed decision. All RSOs that have submitted a programming application that require a hearing must have the president or treasurer. attend the programming grant hearing in order to receive funds. Please note that while the programming grant has a limit of $3000 per year, should the total amount of grants submitted exceed the maximum funds available, the AS Vice President of Finance and AS Student Government Coordinator (or designee) will have to award grants within the maximum funds available.

For Operations

Operations application will be reviewed against this policy to ensure proper allocation of funds. Hearings may be held if the application is lacking information to make an informed decision. All RSOs that have submitted an operations application must have the president, treasurer, or current member attend the operation grant hearing. Please note that while the operations grant has a limit of $1000 per semester should the total amount of grants submitted exceed the maximum funds available, the AS Vice President of Finance and AS Student Government Coordinator (or designee) will have to award grants within the maximum funds available.

Items Not Eligible for Funding

Alcohol
Illegal drugs, activities or supplies
Weapons or firearm ammunition
Food
Direct donations or contribution (A service or product must be rendered for all monies disseminated)
Retroactive Funding
Grants, compensation, or wages
Cost of promotional items that honor, thank or congratulate an individual or group
Clothing and items perceived as personal property
Enrollment in university courses, academic requirements, or the supplementation of cost associated
with an academic activity
Legal services or bail bond
Duplication of services which the University provides for free or at a discounted rate
Emergency requests due to lack of recognized status at time of need
Intramurals
Travel costs for an individual traveling alone or separate from the rest of the organization
Items or travel that is related to a student’s current employment, professional development tied to
their on-campus job, etc.
Items or travel that is related to an individual’s job hunting, interviewing or individual future
employment
Membership or entry fees for an individual
Any supply that individually costs more than $50
Items or travel that is required for officers of the CSO from a national or international parent
organization
Membership to any local, state, or national organization

Submitting Requests and Forms

Forms will be completed entirely online through GetInvolved@SSU (formerly Engage@SSU) where detailed instructions, funding tiers, limits and deadlines will be explained. If adequate information is not presented by the time of the grant hearing funding will be denied. If an organization has accounts off campus a detailed budget of their accounts needs to be submitted with a grant application.