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University Center Program Council
Member, Texas Tech University System The Princeton Review - 373 Best Colleges, 2011 Edition

Guidelines for Distribution of University Center Program Council Co-Sponsorship Funds

A. Purpose of Co-Sponsorship Fund
  • The Co-Sponsorship Fund was created as a source of funding to help registered student organizations or university departments, with little or no budget resources, plan and organize campus-wide events. The programs should be available to the entire student body and provide opportunities in areas such as education, social, recreational and personal growth.
B. Co-Sponsorship Fund Committee (CSFC)
  • The committee will include the following:
    • The President, a Vice President and two Committee Chairpersons of the University Center Program Council (UCPC).
    • Four students at large, which will be appointed by the Dean of Students.
  • The Coordinator for Student Programs and Activities will appoint the chairpersons from UCPC.
  • The President of UCPC will be the chairperson of the CSFC.
  • The Coordinator for Student Programs and Activities is the Advisor for the CSFC.
C. Funding Criteria
  • Only registered student organizations or university departments may request funding.
  • Events that will not be funded include:
    • Purely social events, unless open to the entire student body
    • Political activities purely partisan in nature
    • State or national dues
    • Scholarship gifts or awards
    • Maintenance and operations not specifically related to the approved program
    • Any event involving alcoholic beverages
    • Travel to conferences
  • Any funds that remain unused after an event will revert back to the CSF.
D. Application Process
  • Pick up a Co-Sponsorship Information Packet from the Center for Student Involvement.
  • Submit a completed application/event proposal and backwards calendar to the Center for Student Involvement a minimum of six weeks before the proposed event date.
  • The application will be reviewed at the next co-sponsorship fund meeting.
    • One or two representatives from the student organization or university department will be asked to attend the CSF meeting to present the proposal to the CSFC and to answer any questions the committee may have.
  • If an application is submitted for an event that is $2,500 or more, the proposal should include a cost for tickets for the general public since they do not contribute to the student fees which help fund events on campus.
E. Voting Process
  • Proposals shall pass with a simple majority.
  • In the event of a tie vote, abstentions will be considered a Nay vote.
  • Vote may be tabled at the committee's discretion.
  • Amendments may be made and voted on during the meeting.
    • Amendments shall pass with a simple majority vote.
  • Timing and the topic of the event will be relevant in the decision process.
  • The chairperson of the CSFC cannot vote.
  • The CSFC advisor cannot vote.
  • After the presentation to the CSFC, the representative will be free to leave. The CSFC may decide to fund all, none or part of any proposed event.
  • The student organization or university department will be notified of the decision within one week of presenting the proposal to the CSFC.
F. Funding
  • Events will not be funded retroactively.
  • Only one request is allowed per event.
  • All requests should be made a minimum of six weeks before the planned event date. Events falling within the six week deadline may be considered on an individual basis.
  • Financial management will occur through appropriate university channels as administered by the Center for Student Involvement.
    • All information for purchase requisitions should be submitted to the Center for Student Involvement secretary a minimum of two weeks before the event date.
  • Co-Sponsorship funding must be publicized at the event and on all publicity.
  • A contract between CSFC and the student organization or university department will be developed regarding specifics of the event - responsibilities of specific members for publicity, getting purchase orders completed, hospitality, etc. Members of the CSFC and the student organization or university department are equally responsible for ensuring a successful event
  • An event will not be funded if an appropriate amount of money has not been allocated towards advertising. This should be decided based on the total cost of the event. Appropriateness will be determined by the CSFC.
  • As of April 15, any remaining co-sponsorship funds will be released and returned to the general UCPC budget.
G. Post-Funding Responsibilities
  • A complete account of all money spent, along with all receipts must be submitted within one week of the event.
    • Co-Sponsorship funds will not be adjusted for expenses in excess of approved funding.
    • Any money spent in excess of the approved amount will be the responsibility of the student organization or university department.
  • An event evaluation must be turned in to the Coordinator for Student Programs and Activities within one week of the event.
    • If an event evaluation is not turned in to the Coordinator for Student Programs and Activities within one week of the event, the funded group may not be eligible for funding from the Co-Sponsorship Committee in the future. The student organization or university department may be required to wait one academic year before they may request funding from the CSFC.
H. Appeals and finality of decisions
  • If a group is denied funding, they will receive a detailed description of why the CSFC denied their request.
  • If funding is denied, the organization or department may contact the CSFC Chairperson to schedule a second meeting to review the event application/proposal.
  • If a group's request is denied again following the second meeting, the proposal may not be re-submitted.