Within this page, you can find the technical information about the Special Appropriations Fund, along with a short outline of the process you will be asked to go through. Please take a moment to read over this information as it will help to make the process even easier for you!
Abridged sections of the ASUW Bylaws:
- Only Registered Student Organizations shall be eligible for funding from the Special Appropriations Fund.
- Appropriations will be made in the form of a co-sponsorship, a shared financial obligation between ASUW and other sponsors.
- Other sponsors include another Registered Student Organization, University department, or off-campus organization.
- The criteria and procedures utilized by the Special Appropriations Committee shall not discriminate on the basis of race, color, national origin, sex, religion, sexual orientation, gender identity, or physical mental handicap.
- The ASUW Special Appropriations Committee shall use the following general funding priorities when making funding recommendations and decisions:
- Preference will be given to events demonstrating a wideness of appeal;
- Preference will be given to events directed primarily at the students;
- Preference will be given to organizations demonstrating a history of success in putting on well-attended events;
- Preference will be given to organizations which have pursued other sources of funding, as through requests to university departments and fundraising; and
- Preference will be given to items in requests that are essential to the event’s success (e.g. room requests, appropriate publicity materials, etc).
- Any change in an event which alters its objectives or the way in which the objectives are sought as described at the time of the appropriation, must have the approval of a majority of the Special Appropriations Committee in order to retain funding.
- All unspent appropriations made to Registered Student Organizations expire at the end of the ASUW fiscal year.
- The maximum amount of money any Registered Student Organization may receive in total each year, including all requests, shall be set within the ASUW Budget.
- Tier One
- Application must be completed at least 2 weeks before the event date.
- The Registered Student Organization must consult with a Student Activities Advisor regarding the event.
- Attendance by a representative of the Registered Student Organization at a meeting of the Special Appropriations Committee is mandatory before the Special Appropriations Committee shall consider the request.
- Tier Two
- The Registered Student Organization shall have been registered for a minimum of one year prior to the planned date of the event.
- Application must be completed 3 weeks before the event date.
- The Registered Student Organization must consult with a Student Activities Advisor regarding the event.
- Attendance by a representative of the Registered Student Organization at a meeting of the Special Appropriations Committee is mandatory before the Special Appropriations Committee shall consider the request.
- The Registered Student Organization has completed all required event evaluations during the current and previous academic year.
- Tier Three
- The Registered Student Organization shall have been registered for a minimum of three years from the planned date of the event.
- The realistic anticipated attendance for the event shall be a minimum of 300 students.
- Application must be completed 4 weeks before the event date.
- The Registered Student Organization must consult with a Student Activities Advisor regarding the event.
- Attendance by a representative of the Registered Student Organization at a meeting of the Special Appropriations Committee is mandatory before the Special Appropriations Committee shall consider the request.
- Attendance by a representative of the Registered Student Organization at the Board of Directors meeting where the appropriation is considered is mandatory before receiving the Board of Director’s approval.
- The Registered Student Organization has completed all required event evaluations during the current and previous academic year.
- Funding limits per request for each tier shall be set within the ASUW Budget.
- Special Appropriations funds will be allocated to events occurring during specific quarters as follows: Fall - 30%, Winter – 30%, Spring – 40%. If not all funds assigned to a specific quarter are used, they may be carried forward into the remaining quarters.
- All requests must be submitted to the Finance and Budget Director using the Special Appropriations Online Interface (SAOI). If the SAOI is not functioning properly, written requests may be submitted to the Finance and Budget Director.
- Appropriate estimates must be included for all monies requested.
The process for requesting funds is as followed:
- A Registered Student Organization (RSO) fills out the Application Form.
- The Student Activities Office (SAO) Adviser receives the application and a meeting is setup with the student group representative. This is the group's responsibility!
- During the meeting, the SAO Adviser can answer any questions that the student group may have and will certify the application as Complete
- A representative from the RSO is required to attend the following Special Appropriations Committee meeting where they will present their proposal and answer any questions the Committee may have
- If the request is over $750.00 and has been approved by the Committee, it is required to go to the Board of Directors for approval
- Once the proposal is approved, the RSO must work with their SAO Adviser to complete purchasing for the event
- The event occurs
- We will ask that a simple follow-up form is completed after the event in order to assess how successful the event was and to gather information about the number of attendees and the amount of money spent
- Any unspent money must go back to the Special Appropriations Fund