ASI Club Sponsorship Policies & Procedures
Maximum Allotment: Up to $450 per Recognized Student Organization (RSO) per fiscal year
Approved by the ASI Board of Directors – May 22, 2024
Philosophy
In support of the “ultimate college experience,” ASI Club Funding is available for currently chartered Cal Poly Recognized Student Organizations (RSOs). ASI Club Funding is available to enhance the cultural, educational, social, and recreational opportunities for all Cal Poly students.
Publicity
Availability of, and procedures for, ASI Club Sponsorship will be publicized through the ASI website and by ASI Club Services through training and education distributed to RSO officers and advisors.
Eligibility
Applying RSOs must be currently registered Cal Poly RSOs. Instructionally Related Activities (IRAs), and Club Sports are not eligible to receive ASI Club Funding.
RSOs may apply for up to $450 of Club Sponsorship funds which can be requested in increments. One application may be submitted per quarter. For example, an RSOs can receive $300 in ASI Club Sponsorship with one application and then submit another application for an additional $150 (for a maximum of $450 of ASI Club Sponsorship per year).
RSOs may apply for both ASI Club Sponsorship and ASI Club Event Co-Sponsorship with a maximum combined allotment of $1,650 per RSO per fiscal year. For example, if your RSO receives $300 through ASI Club Sponsorship, your RSOs can apply for an additional $1,350 through ASI Club Event Co-Sponsorship. If an RSO receives the maximum amount of ASI Club Sponsorship of $450, the RSO would be eligible for a maximum of $1200 through ASI Event Co-sponsorship (for a maximum allotment of $1,650). It is advised for RSOs to request funding only for the necessary amount.
Terms of Funding
- Eligible RSOs may apply for ASI Club Sponsorship to support the RSOs mission, programs/activities, and general operations that take place throughout the fiscal year. ASI Club Sponsorship Funding must be reconciled by the last day of the ninth week of the academic year (i.e. the Friday of week nine of spring quarter).
- Approved RSOs will receive $450 per fiscal year. It is advised for RSOs to request funding only for the necessary amount. ASI reserves the right to disqualify any RSO from applying for ASI Club Funding indefinitely for attempts to defraud or deceive.
- All funding decisions will be made without regard to the viewpoint being expressed by an RSO. For more information regarding ASI’s Viewpoint Neutrality Policy, please visit the ASI website.
Expenditure Guidelines
- ASI Club Funding must be used for purposes consistent with the California State University Board of Trustees and Campus Administrative Policies.
- ASI Club Sponsorship funds cannot be transferred to another Cal Poly RSO.
- The following expenditures of ASI Club Event Sponsorship are not permitted:
- Expenditures to directly support or oppose any candidate for public office, whether partisan or not, or to support or oppose any issue before the voters as required by California Education Code Title V, Section 42403
- Charitable donations
- Alcohol
- Door prizes, awards, gifts (including gift cards/certificates)
Application Procedures
- ASI Club Services will begin accepting applications July 1.
- ASI Club Funding Applications are available on Cal Poly Now.
- RSOs must submit the application through a budget request on Cal Poly Now. The request must be approved by a club officer and advisor to be considered.
- ASI Club Funding will be allocated on a first come, first served basis.
- ASI Club Funding appropriation decisions will be made by the ASI Chair of the Board until the Liaison positions are appointed. Liaisons are members of the ASI Board of Directors, appointed by the Chair of the Board.
- ASI Club Funding appropriation decisions will be made by the ASI Club Funding Liaisons in conjunction with ASI Club Services staff.
- Once ASI Club Funding is exhausted, ASI Club Services will notify RSOs and will no longer accept ASI Club Sponsorship Applications. Additionally, all unfunded applications will be denied.
- ASI Club Funding Applications must be submitted to ASI Club Services by the end of the fifth week of spring quarter to be considered to receive ASI Club Sponsorship Funding.
- RSOs must submit a prospective budget for the academic year in which they are applying for ASI Club Funding. Budget must be reflective of how ASI Club Funding will be used by the RSO.
- Submittal of an application for ASI Club Sponsorship does not guarantee funding will be allocated.
Disbursement of Funds
- A completed RSO payment request with appropriate back-up documentation must be submitted through Cal Poly Now to access funds.
- RSOs must submit receipts for reconciliation within the quarter in which they were expensed. A fourteen business day extension may be granted upon written request to ASI Club Services.
- Payment requests for spring quarter expenses must be submitted no later than the last day of the ninth week of the academic year (i.e., the Friday of week nine of spring quarter). Late payment requests will not be processed utilizing ASI Club Funds.
- Expenses incurred prior to the date of ASI Club Sponsorship approval may be reimbursed using ASI Club Sponsorship funding if the expenses occurred during the same fiscal year.