The Stanford Fund Partnership Office of Student Activities Introduction Presented by: The Office of Student Activities (OSA) The Stanford Fund (TSF)

The Stanford Fund Partnership Office of Student Activities Workshop Overview What are TSF and TSFP? Should my group apply? –Program Overview –Timeline –Eligibility –Fundability How do we apply? –Procedure –Budget –Application –Next Steps Questions?

The Stanford Fund Partnership Office of Student Activities History of TSFP Formed in 1995 by the OSA, OOD, Dean of Students and the ASSU. Each year TSF solicits donors for gifts to support undergraduate education and student life. This is one of the initiatives. Approximately $390,000 is raised specifically for this program, giving groups a total of about $130,000 each quarter. Groups apply and this money is given out based on established criteria.

The Stanford Fund Partnership Office of Student Activities Timeline Quarter 1 Apply Receive award notice Quarter 2 Earn award Letters Event shifts Video/other Quarter 3 Receive award Spend Retain for later quarters

The Stanford Fund Partnership Office of Student Activities Earning your Award Goal: Thank TSF Donors $40 / hour Letter Writing Attend letter workshop Written over 2-week period Quality standard required 2 accepted letters = 1 hour Work Event Shifts Reunion homecoming Community Day Parents weekend 1 hour = 1 hour Pilot Programs Make a video Thank-a-thon Suggestions welcome

The Stanford Fund Partnership Office of Student Activities Who should participate? Groups should consist of mostly undergraduate students. Group must be registered with the OSA: –Mygroups.stanford.edu TSF works best for groups who meet regularly, have a well- established means of communication and for long-term projects or projects that require more funding. Also, having a good contact person is vital

The Stanford Fund Partnership Office of Student Activities Important Details $4,500 maximum per group per quarter –That means up to $13,500 a year –$4,500 = hours Funding can be cumulative –Apply during several quarters to build up sufficient funds –Funds don’t expire – will rollover between quarters and years TSF does not fund retroactively

The Stanford Fund Partnership Office of Student Activities What gets funded? Three funding categories with approved expenses Includes what we fund, and in what order “A” events receive top priority. The number of applications and the amount requested will determine what other priorities we are able to fund each quarter.

The Stanford Fund Partnership Office of Student Activities Funding Categories (cont’d) To be A or B “events”: –They must have a broad appeal and be open and publicized to the larger Stanford community –The difference between major on-campus events and smaller ones has to do with size, venue, content, etc (there is no magic number for size). –Events must be held on campus

The Stanford Fund Partnership Office of Student Activities Funding Categories (cont’d) Community service can be done on or off campus. Meetings must be open and publicized to the entire community. Local leadership programs that have a clear structure are permissible. Publications must be available to the entire community and only production costs are funded.

The Stanford Fund Partnership Office of Student Activities What do we do now? Application deadlines (All 5pm): –To participate in Winter 2008: November 4, 2008 –To participate in Spring 2008: February 18, 2009 –To participate in Fall 2008: May 4, 2009

The Stanford Fund Partnership Office of Student Activities Application Process Confirm which quarter you should apply Choose a TSF Coordinator for your group Identify what you would like funded by TSF Develop a budget for those costs Enter budget on myGroups2 Request funding in TSF application PREPARE PLAN APPLY

The Stanford Fund Partnership Office of Student Activities Application Process 1) Events 2) Line Items/ Detailed budget 3) Responses 4) Agreement

The Stanford Fund Partnership Office of Student Activities Budget Break cash flows into as many line items as makes sense. Line items should generally be tied to a specific event, but this is not a strict requirement. You need to determine what you are asking money for- do not leave it up to us to choose. Events may have line- items of lower priority than the event itself

The Stanford Fund Partnership Office of Student Activities Funding Criteria –Lots of detail in line items –Capital equipment: Should remain the property of the group for at least 3 years. Explain where it will be stored in the Program Descriptions –Items that benefit individuals are not allowed –Allowable expenses for travel and community service include gas, airfare, car rentals, lodging, registration fees, but not food (food is allowed only for annual events).

The Stanford Fund Partnership Office of Student Activities Budget (cont’d) Obtain and be realistic in your estimates - we know how much many of these things cost. Be specific- don’t just say “venue”, indicate which one. List your entire budget for the event, even the parts you are not asking money for from TSF. Itemize as much as possible (i.e. for roundtrip

The Stanford Fund Partnership Office of Student Activities Budget (cont’d) Showing that you have money from other sources will not hurt you Show all revenue in addition to expenses The same budget can be used for multiple applications

The Stanford Fund Partnership Office of Student Activities Funding Criteria Common unallowable expenses: –Items for personal use or benefit such as t-shirts (t-shirts are allowed for community service participants only) –Most food (no refreshments) –Events that already occurred –Alcohol (or any event at which it is served) –Salaries (for student leaders or coaches) –Funds supporting off-campus or third party organizations –Cash awards –Membership dues to national organizations

The Stanford Fund Partnership Office of Student Activities Responses Responses should clearly describe the basics, i.e. who, where, what, when, why, etc. –Don’t write a novel: Should be no longer than one page We don’t care about accolades. You’re all great! Don’t include info about events you’re not requesting –Should supplement and explain the budget –Any and all details that you have should be included: Names of speaker Number of people Where you are traveling And so on…

The Stanford Fund Partnership Office of Student Activities Application Tips –Your description and budget together should be achievable, realistic and cost-effective. –The plan should be clearly articulated and understood in the description (and throughout the application). –Be sure to indicate the timeline: Many applications get zero funded because groups don’t clearly establish when the event is to be held or the money is needed.

The Stanford Fund Partnership Office of Student Activities After Applying Application Review Notification Receive Check mGroups2 Participate Attend Letter- Writing workshop (TSF contacts you) Write Letters Events/pilots FundabilityAvailabilityReliability First Quarter Second Quarter

The Stanford Fund Partnership Office of Student Activities Who to contact… Theo Polan Amanda Rodriguez Kaara Baptiste Funding Advisor Office of Student Activities (650) Assistant Director Office of Student Activities (650) Partnership Coordinator The Stanford Fund/OoD (650) ASK ABOUT Earning your award Letter writing Participation issues Logistical/Budget Issues Application Questions Website Questions Fundability Questions Policy Issues

The Stanford Fund Partnership Office of Student Activities Questions? Thank you for coming.