Funding Guidelines
I. Purpose
The purpose of the Student Cultural Programming Fee (SCPF) is to provide direction and allocation of resources for culture-specific programming for African American; Asian American; Latina/o; lesbian, gay, bisexual, transgender; Native American; and women's programs and activities. The goal is to advance further cultural awareness, encourage diversity, educate the University of Illinois community as a whole, and provide a forum for the development, exploration, and improvement of cultural programs.
II. Applicant Eligibility
Any student organization affiliated with the University of Illinois and / or university program or department may apply for funding from the SCPF.
III. Funding Guidelines
1. Programs must meet the purpose of the SCPF as stated above.
2. Programs or events must be free to University of Illinois students, faculty, and staff and be presented within the academic year.
3. Requests for speakers or performers must include biographical and / or press release information.
4. Requests for professional entertainers more than $2500 (performance fee plus expenses) must be co-sponsored by the Assembly Hall, Krannert Center, StarCourse, or Illini Union Board (Student Code Section 2-507). Requests for exception must be made to the Coordinating Committee on Entertainment Events.
5. Please be aware that any entity (e.g. entertainers, caterers, etc.) that does business with the University is required to have adequate insurance coverage to protect both the vendor and the University in the event of a liability claim. SCPF funds may not be used to pay any vendor not in compliance with these policies. Please see Campus Risk Management for further details.
6. Requests for more than $3000 require unanimous approval of all voting members present.
7. Only future events (not events that have occurred prior to allocation hearings)
8. No more than 80% of a program’s budget will be funded. Each organization shall be expected to share expenses for funded programs, services, and activities through its own resources. Applications that have indicated other sources of funding (e.g. SORF, PCC) will receive greater consideration.
9. All advertisements, flyers, brochures, newsletters, etc., of events funded by the SCPF must have the following phrase printed on them: PAID FOR BY THE STUDENT CULTURAL PROGRAMMING FEE. Failure to do so may result in the withdrawal of funding.
10. All payments to individual or groups for professional services must be paid directly by the SCPF to the individual or organization performing the service AFTER the event has occurred. This includes, but is not limited to: speakers, lecturers, musicians, comedians, theater performers, etc. SCPF will not reimburse an organization, program, or department for payment of an honoraria or professional service. A “Vendor Information” form must be completed by both the payee and organization before payment will be made. For honorarium and/or honorarium-related expenses totaling less than $5,000, a “Request for Honorarium Payment” must be completed by the organization. Contact Julie Wieland (jewielan@illinois.edu; 217/333-1300) at the VCSA Office in advance for payment of speakers that are not U.S. citizens.
11. There must be at least one staff member and minimum of 6 students present during the hearings to have quorum. Allocation hearings can only occur if quorum is met.
12. The SCPF will make recommendations to the Vice Chancellor for Student Affairs for funding of the programs. The Vice Chancellor for Student Affairs will make the final approval. Funding is NOT guaranteed until the Vice Chancellor gives final approval. Any commitments made by the applicant prior to final approval are at the risk of the applicant.
IV. Funding Restrictions
What the SCPF will not fund includes, but is not limited to:
1. Projects, activities, or services found in violation of state law and /or university rules, regulations, policies, and procedures or activities
2. Strictly social events and dances
3. Gifts (any form of recognition)
4. Food UNLESS integral and culturally relevant to the program
5. Events that are proselytizing in nature
6. Closed events
7. Expenses to attend conferences
8. Travel
9. Postage
10. Publications/printing not also in English
11. Political endorsements
12. Expenses for fund raisers
13. Equipment purchases
14. Wages or salaries
15. Events held off-campus (beyond 10 miles of Turner Student Services Building)
16. Purchase of alcoholic beverages or any activity or communication which incorporates a reference to alcoholic beverages or promotes or is supported by an alcoholic beverage manufacturer, distributor, sales organization or vendor
17. Payments to members of a campus organization for services rendered to that organization
18. Honoraria and / or salary or service payments to University faculty, staff, and / or students
V. Application Procedures
1. Funding requests must be submitted by 5 pm on the announced submission deadlines.
2. Any application submitted past 5 pm will be held until the following allocation hearing if the date of the event falls within the designated time frame for that allocation hearing.
3. Applications must be completed online through https://illinois.edu/fb/auth/6754549.
4. Each student organization and university program, unit or department is limited to five SCPF-funded programs per semester.
5. Only one application for an event will be considered.
6. Incomplete applications may result in the form to not be reviewed by the funding committee. Submitting a detailed budget for your event is important. The Advisory Board will make allocation decisions based upon the line item expenses listed in the application budget.
7. The assigned allocation hearing is optional; however, no revisions to the application, including the application budget, will be considered outside of the allocation hearing. Please be advised that the Advisory Board will NOT conduct follow-ups outside of the allocation hearing if the application is not complete and thorough.
8. The event’s organizer or its representative may attend the allocation hearing in order to answer any questions the committee may have with regards to the application. We recommend applicants be prepared to answer the following questions, when applicable:
a) What are the educational aspects of your event?
b) Please discuss the relevance of your program to the specific funding board to which you are applying.
c) If you are requesting funding for food, please describe how food is culturally relevant and/or integral to the program’s success.
d) How dependent is the program on SCPF funds? Please provide an update on any co-sponsor funding since the application was submitted.
VI. Submission Deadlines and Allocation Hearings:
The application and allocation schedule is below. Each organization will be notified of the date, time, and location of their allocation hearing.
Events must occur between Fall 2009 Move-In Day (Thursday, August 20, 2009) and Thursday, October 1, 2009
Application Deadline: Friday, May 1, 2009, 5 pm
Allocation Hearing: Wednesday, May 6, 2009, 5 pm
Events must occur between Friday, September 8, 2009 and Sunday, May 16, 2010
Application Deadline: Wednesday, August 26, 2009, 5 pm
Allocation Hearing: Wednesday, September 9, 2009, 5 pm
Events must occur between Friday, October 16, 2009 and Sunday, May 16, 2010
Application Deadline: Wednesday, September 23, 2009, 5 pm
Allocation Hearing: Wednesday, October 7, 2009, 5 pm
Events must occur between Friday, November 13, 2009 and Sunday, May 16, 2010
Application Deadline: Wednesday, October 21, 2009, 5 pm
Allocation Hearing: Wednesday, November 4, 2009, 5 pm
Events must occur between Friday, December 11, 2009 and Sunday, May 16, 2010
Application Deadline: Wednesday, November 18, 2009, 5 pm
Allocation Hearing: Wednesday, December 2, 2009, 5 pm
Events must occur between Friday, January 29, 2010 and Sunday, May 16, 2010
Application Deadline: Wednesday, December 16, 2009, 5 pm
Allocation Hearing: Wednesday, January 20, 2010, 5 pm
Events must occur between Friday, March 12, 2010 and Sunday, May 16, 2010
Application Deadline: Wednesday, February 17, 2010, 5 pm
Allocation Hearing: Wednesday, March 3, 2010, 5 pm
Events must occur between Friday, April 16, 2010 and Sunday, May 16, 2010
Application Deadline: Wednesday, March 17, 2010, 5 pm
Allocation Hearing: Wednesday, April 7, 2010, 5 pm
Events must occur between Fall 2010 Move-In Day and October 1, 2010
Application Deadline: Wednesday, April 21, 2010, 5 pm
Allocation Hearing: Wednesday, May 5, 2010, 5 pm
VII. Reimbursement Procedures:
1. Funds will be disbursed through reimbursement only.
2. Funds will be reimbursed based upon the line item expenses listed in the application budget. Expenses greater than those listed in the application budget will not be reimbursed. e.g. if $200 was requested and approved for Catering/Food expenses in the application, only up to $200 will be reimbursed for Catering/Food even if the actual expenses for the entire event/program are less than the total amount approved by the SCPF Advisory Board.
3. Original payor will be reimbursed, e.g. if a parent or friend's credit card is used, the reimbursement will be paid directly to the parent or friend.
4. Funding Disbursement Forms must be submitted within 30 days of the funded event. Receipts turned in beyond 30 days will not be reimbursed and will result in the individual or department having to lose that amount from their funding.
5. Processing of receipts will not occur until a final report of the event for which resources have been allocated has been submitted, along with copies of all publicity and original receipts.
6. Depending on to whom reimbursement will be made, the following materials must also be submitted:
• Reimbursements to UIUC students or employees:
• Original, itemized receipt for each expense. Each receipt should be taped to an 8.5” x 11” sheet of paper. Please do not tape over the type on the receipt as it removes the ink on the receipt. A description of the expense should be written on that same page.)
• Payments to businesses/vendors (includes individuals providing professional service):
• Original invoice showing itemized services/items
• “Vendor Information Form” may be necessary in some cases (unusual)
• Honorariums to speakers:
• “Vendor Information Form” with original signature
• “Request for Honorarium Payment” Form with original signatures
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