1. 2016-2017 Policy Manual Last Revised August 2016. Please read carefully.

2. Table of Contents Introduction to the Multicultural Council (MCC) Grant ◦ Introducing the MCC ◦ MCC Program and Grant Board Grant Overview ◦ Mission Alignment ◦ Program and Event Criteria Funding Guidelines ◦ MCC Funding Policy ◦ Grant Logistics ◦ What the MCC Funds/Does not Fund Application Process ◦ Grant Access ◦ Application Deadlines ◦ Application and Hearing Schedules How Decisions are Made ◦ Phase 1: Staff Review ◦ Phase 2: Program and Grant Board Hearing ◦ Who makes up the council? ◦ Preparations for the hearing ◦ Phase 3: Discussion and Written Decision ◦ Appeal Procedure Award Requirements MCC Logo Contact Information

3. Introduction to the Multicultural Council Grant (MCC)

4. What is the MCC? The Multicultural Council began in 1973 to a)Improve the cultural climate at the University of Wisconsin–Madison by increasing the number of events that celebrate and represent the cultures of students of color b)Provide opportunities for students of color to take on roles of leadership and programming experience The MCC is funded by the Chancellor’s Office and the Multicultural Student Center (MSC) The MCC provides funding to Registered Student Organizations (RSO’s) at UW-Madison for programs which encourage and celebrate multiculturalism

5. The Mission of the MCC The MCC seeks to enhance campus climate for students of color by supporting on-campus events that: ◦ Foster social justice & inclusion ◦ Increase the retention & graduation rate of students of color ◦ Provide significant leadership & decision making experiences for students of color ◦ Support the interests and needs of students of color and their allies ◦ Encourage relationship building within/or across racial/ethic campus communities

6. MCC Program and Grant Board The MCC Program and Grant Board is composed of student representatives from registered student organizations affiliated with the MSC. Responsibilities of the MCC Program and Grant Board include but are not limited to: ◦ Distribution of MCC funds for programs which embody the mission of the MCC and MSC ◦ Create and execute community-building events for students of color across campus ◦ Advocate for the needs of their respective communities and its allies ◦ Serve at minimum a semester term, although one year terms are preferred

7. Grant Overview: (MCC)

8. Mission Alignment All events and programs funded by the MCC must align with the mission of the MSC, as the MCC will cease to exist without it’s support. The Mission of the Multicultural Student Center is as follows: Collaboratively strengthen and sustain an inclusive campus where all students, particularly students of color and other historically underserved students, are engaged and can realize an authentic Wisconsin Experience.

9. Program and Event Criteria MCC Funded programs and events must meet two or more of the four criteria below: 1.Educational in Scope: Social Justice Education, Cultural Education, and/or incorporated into classroom education 2.Fosters Leadership Development: Event Planning, Critical Thinking, and/or Problem Solving (for organizers and participants) 3.Fosters Career/Professional Development: Professional Networking, Employment Seeking Skills, Exposure to career options, etc. 4.Fosters Community Development: Relationship Building [within & across racial/ethnic communities], Heritage & Awareness Observations, Participation in Campus-wide events (Welcome Week, Homecoming, Parents Weekend, etc.)

10. Funding Guidelines (MCC)

11. MCC Funding Policy To meet eligibility requirements for the MCC Grant, RSO’s must meet one or more of the following criteria: 1.The RSO has already received an ASM Event Grant for that semester 2.The RSO has already applied for an ASM Event Grant for the semester and is on the waitlist for an ASM hearing 3.ASM is out of funds for the academic year 4.The RSO is applying for funding for items ASM can not provide such as food and beverages 5.The RSO has applied for ASM funding within the semester 6.All RSOs must be in good standing with the Center for Leadership and Involvement. For details and information about additional campus funding sources, visit the Student Organization Resource and Policy Guide located on the Center for Leadership and Involvement’s website: http://www.guide.cfli.wisc.edu/org_finances_funding.htm.http://www.guide.cfli.wisc.edu/org_finances_funding.htm Disclaimer: Failure to comply with MCC Funding Policies can result in loss of Grant and/or Grant privileges for the next semester.

12. Grant Logistics 1.MCC Specializes in small budget events 2.MCC can fund up to 100% of an events a.As long it does not violate State/University or MCC Policies 3.RSO’s may receive funding for one event per semester 4.RSO’s can not receive more than $1,500 in a fiscal year (July 1, 2016 – June 30, 2017) 5.Majority of the funds awarded must solely support programming for UW-Madison Students

13. What can I use the MCC funds for? THE MCC WILL FUND: Printing through University Services (i.e. Student Print) Space Rental (on-campus only) Equipment Rental Lodging (at State Rate) Food: Must be approved by MCC Grant Administrator Honorarium A University Contract and W9 form must be signed by payee and submitted to the MCC Grant Administrator within a month of event International payees must provide proper documentation of appropriate Visa status at least four weeks before the event THE MCC WON’T FUND: RSO’s not in good standing under CfLI (i.e. suspended or under investigation) Events located off-campus Home-cooked foods or potlucks Events where alcohol is available Travel/Transportation Fundraising Events Re-useable Supplies (i.e. paper plates, decorations, etc.) Awards (i.e. prizes, trophies, plaques, etc.) Reimbursements

14. Application Process (MCC)

15. Accessing the Grant RSO’s must have an account on WIN to apply Access to the grant by following the steps below: 1) Begin by visiting win.wisc.edu 2) Click on the red “Sign In” box on the upper right hand corner 3) Enter your UW Net ID and password 4) On the upper right hand corner click on “campus links” 5) Scroll down and select the “Multicultural Council Grant”

16. Accessing the Grant Continued… Access to the grant by following the steps below: 6) Click on the tab “Forms” 7) Select “Multicultural Council (MCC) Event Grant Application” 8) Complete Application and Submit

17. Application Deadlines 1.Grant Application must be submitted at least 30 Days before your event. 2.Hearing must fall at least 2 weeks before the event so that proper award and vendor notification can be made and University Contract can be produced, signed, and processed for payment. 3.For Hearing Schedule, please reference the next slide according to semester. For Further information on how to apply to the MCC application, please reference the MSC website: https://msc.wisc.eduhttps://msc.wisc.edu NOTE: University checks can take up to 6 weeks to process, honorarium payments may not be ready on the event date.

18. Fall 2016 Application & Hearing Schedule If Group Applies by:MCC Grant Application will be heard on: Sunday, September 18, 2016Wednesday, September 28, 4-7pm Sunday, October 2, 2016Wednesday, October 12, 4-7pm Sunday, October 16, 2016Wednesday, October 26, 4-7pm Sunday, October 30, 2016Wednesday, November 9, 4-7pm Sunday, November 13, 2016Wednesday, November 23, 4-7pm Thanksgiving Break: Thursday, November 24 – Sunday, November 27, 2016 Sunday, November 27, 2016Wednesday, December 7, 4-7pm Winter Break: Saturday, December 24 – Tuesday, January 17, 2017

19. Spring 2017 Application & Hearing Schedule If Group Applies by:MCC Grant Application will be heard on: Sunday, January 22, 2017Wednesday, February 1, 4-7pm Sunday, February 5, 2017Wednesday, February 15, 4-7pm Sunday, February 19, 2017Wednesday, March 1, 4-7pm Sunday, March 5, 2016Wednesday, March 15, 4-7pm Spring Break: Friday, March 17 – Sunday, March 26, 2017 Sunday, April 26, 2017Wednesday, April 5, 4-7pm Sunday, April 9, 2017Wednesday, April 19, 4-7pm

20. How Decisions are Made (MCC)

21. Phase 1: Staff Review Upon Submission, MCC grant applications undergo three phrases. During Phase 1, applications are reviewed by the MSC Staff, including but not limited to the MSC Program and Grant Board Advisor and the MCC Grant Administrator for: a.ASM Requirements b.Mission Alignment c.Policy Compliance Successful applications will move on to Phase 2: MCC Program and Grant Board Hearing. Scheduled hearing will be determined by date of submission of the application (see hearing schedule).

22. Phase 2: Program and Grant Board Hearing Phase 2 is composed of a grant hearing and review of submitted materials by Program and Grant Board. RSO’s are asked to send 1-2 representatives to give a brief presentation including the following: a.Program Overview, Structure, & Goals b.Mission of RSO and its alignment with MCC c.Additional information such as budget breakdown and marketing plan Grant applications and presentations are scored by the board using a rubric on the following criteria: a.MCC Mission and Program and Event Criteria Alignment b.Quality of Budget c.Quality of Presentation d.Quality of Programing Campus Participation Grant Applications must receive a qualifying score of 75/100 to move to final phase. Applications which receive a qualifying score during Phase 2 will be furthered discussed by the council potentially leading to an award amount.

23. Who Makes up the Council The Multicultural Council is formed by 10 representatives from registered student organizations housed under the Multicultural Student Center. In addition to the Council, the following individuals will be present at the hearing: Grant Administrator a.Ensures policy compliance b.Coordinates payment with the Financial Specialist c.Monitors Budget Organizational Developmental Specialist a.Oversees the Multicultural Council and all processes b.Maintains neutrality c.Serves as primary contact for appeal process For more information on the council please visit www.msc.wisc.eduwww.msc.wisc.edu

24. Preparation for the Hearing 1.Multicultural Council Hearings are held on bi-weekly on Wednesdays from 4-7pm in the MSC Classroom. a.Hearing dates are set by the Grant Administrator based on submission date of application (See application and hearing schedule) b.Invitation to present at hearing is sent via email to the primary contact listed on the application 2.Before the Hearing a.Representatives from RSOs must arrive 10 minutes prior to their scheduled hearing b.Prior to the hearing, representatives must sign-in and be briefed by the MCC Grant Administrator 3.RSOs must bring any additional supporting materials such as letters of support, price quotes, etc. to the hearing to be considered

25. Preparation for the Hearing Continued… 5.Representatives from RSOs are expected to deliver a 5 minute presentation describing: a.Program Overview, Structure, Goals b.Mission of RSOs and its alignment with the event c.Additional information such as budget breakdown and marketing plan 6.Answer all questions from council members 7.Application discussion occurs after all presentations. 8.Funding decisions including revisions or postponement of final decisions are made by a majority vote of the council.

26. Phase 3: Discussion and Written Decision Within Phase 3, MCC Program and Grant Board members will discuss whether to fully or partially fund the grant application. The Board will reach a decision based on the following: Program Overview, Structure, & Goals Mission of RSO and its alignment with MCC Additional information such as budget breakdown and marketing plan The Board reserves the right to: Partially, fully, or not fund any items presented in the grant application or budget Add stipulations to the award such as program changes and/or other adjustments Postpone a funding decision until the next scheduled hearing The MCC Grant Administrator will submit the final MCC decision in writing to the RSOs primary contact within 48 hours of the hearing. Note: The MCC grant fund is a portion of the MSC annual budget and is governed by state and university statutes and guidelines. The MCC is an opportunity for students to learn to make sound fiscal and policy decisions. However, the MSC Director is ultimately accountable for how these funds are spent and at times may override the MCC in order to uphold sound fiscal practice and policy guidelines.

27. Appeals 1.Grounds for an appeal a.If low rubric scores are suspected to be given due to bias of an RSO or it’s event b.The grant in question is consisted with the mission, priorities, and policies of MCC c.Significant changes in the status of the RSO or the event that effect the original application 2.Procedure a.Appeal Letter sent to Organizational Development Specialist i.Within 48 hours of decision notification ii.Address in detail up to one page b.Organizational Development Specialist will review & respond within 72 hours (excluding Saturday and Sunday) 3.Hearing Process a.RSO will schedule a special hearing to last 10 minutes in addition to Q&A portion b.Special Hearing board will render judgment then or postpone the decision c.Please allow 48 hours to receive a final decision

28. Award Requirements 1.Schedule a meeting with the Grant Administrator within 48 hours of notification 2.Submit a copy of all marketing materials to Grant Administrator for approval prior to posting at minimum a week before the event 3.Include MCC logo on all marketing materials (hard copies and electronic) 4.All marketing materials must state: “Free and Open to the Public” 5.If you are hosting a free “Ticketed” Event a.MCC Program and Grant Board shall receive 10% of the tickets for distribution 6.If you are hosting an event with reserved seating a.MCC Program and Grant Board members will be provided seats in the reserved section

29. Award Requirements Post Event 1.Upon completion of your event, all grant recipients are required to fill out the MCC Event Evaluation Report within 10 days of your event. a.MCC Event Evaluation Report can be found on www.win.wisc.edu under forms on the Multicultural Council Grant pagewww.win.wisc.edu b.The MCC Event Evaluation Report will ask for the following documentation: electronic form of event sign-in sheet, two high resolution photographs of the event, flyer, and itemized invoice of all expenses to be covered by the grant. 2.Submission Deadline a.All grant post event paperwork is to be submitted within 10 days of your event. b.Failure to do so will result in the following: i.Difficulty in securing funding next semester ii.Forfeit of grant award No Invoice will be paid 30 days after an event or after the close of the fiscal year. See MCC Grant Administrator for more information.

30. MCC Logo

31. Contacts MCC Grant Administrator Learesi J. Montes mcc@studentlife.wisc.edu Multicultural Student Center 716 Langdon St. Red Gym, Second Floor Madison, WI 53706 http://msc.wisc.edu Organizational Development Specialist Helen Xu Helen.xu@wisc.edu (608) 890-2262 Financial Specialist, Division of Student Life Mallory Lopez Mallory.lopez@wisc.edu

32. Join Today!