ASI College Club Council Event Co-Sponsorship Funding Policies & Procedures

Maximum Allotment: $1,150 per College Club Council per fiscal year 

Approved by the ASI Board of Directors on May 23, 2018.

Philosophy

 In support of the “Ultimate College Experience,” ASI College Club Council Funding is available for currently chartered Cal Poly College Club Councils. ASI College Club Council Funding is available to enhance the cultural, educational, social, and recreational opportunities for all Cal Poly students. 

 

Publicity

Availability of, and procedures for, ASI College Club Council Event Co-Sponsorship will be publicized through Clubs & Organizations and by ASI Club Services through training and education distributed to RSO officers and advisors. 

 

 

Eligibility

Applying organizations must be currently chartered Cal Poly College Club Councils. Instructionally Related Activities (IRAs), Cal Poly RSOs, and Cal Poly Club Sports are not eligible to receive ASI College Club Council Funding. College Club Councils may apply for both ASI College Club Council Sponsorship and ASI College Club Council Event Co-Sponsorship.

 

Terms of Funding

  1.  ASI College Club Council Event Co-Sponsorship can fund up to 50 percent of the total eligible event(s) expenses not to exceed $1,150 per fiscal year. 

  2. ASI College Club Council Funding cannot be used to fund the remaining 50 percent. This is a matching funds sponsorship which means that College Club Councils must have available general funds in their account to match the amount being allocated in ASI College Club Council Event Co-Sponsorship. 

  3. If a College Club Council is using ASI College Club Council Event Co-Sponsorship funds for more than one event, an application for each event must be completed and submitted to ASI Club Services. 

  4. ASI reserves the right to disqualify any College Club Council from applying for ASI College Club Council Event Co-Sponsorship indefinitely for attempts to defraud or deceive. 

Expenditure Guidelines

  1. ASI College Club Council Event Co-Sponsorship must be used for purposes consistent with the California State University Board of Trustees and Campus Administrative Policies.
  2. ASI College Club Council Event Co-Sponsorship must be used solely for the purpose of supporting events that are intended to serve a broad range of current Cal Poly students within their respective college.
  3. ASI College Club Council Event Co-Sponsorship will fund up to $500 toward food and beverage expenses. Food must be available to all event participants and not solely performers/event staff.
  4.  The following expenditures of ASI College Club Council Event Co-Sponsorship are not permitted:
    1. 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
    2. Charitable donations
    3. Alcohol
    4. Door prizes, awards, gifts (including gift cards/certificates
    5. Sole use for transportation
    6. Sole use for lodging 

Application Procedures

  1. ASI Club Services will begin accepting applications on July 1. 

  2. ASI College Club Council Funding Applications are available on the Clubs & Organizations website.1 

  3. College Club Councils must complete the application, and obtain the original or scanned signatures of the president and advisor indicated on the current RSO Charter.

  4. ASI College Club Council Funding will be allocated on a first-come, first-serve basis. 

  5. If an event is sponsored by multiple College Club Councils, only one can receive funds to pay for the event expenses. 

  6. ASI College Club Council Event Co-Sponsorship Applications must be submitted to ASI Club Services a minimum of 14 days prior to the event date. 

  7. An E-Plan must be on file for the event prior to the application submission. 

  8. ASI College Club Council Funding appropriation decisions will be made by the ASI Chair of the Board until the ASI Club Funding Liaison positions are appointed. Liaisons are members of the ASI Board of Directors, appointed by the Chair of the Board. 

  9. ASI College Club Council Funding appropriation decisions will be made by the ASI Club Funding Liaisons in conjunction with ASI Club Services staff. 

  10. Once ASI Club Funding is exhausted, ASI Club Services will notify RSOs and will no longer accept ASI College Club Council Event Co-Sponsorship Applications. Additionally, all unfunded applications will be returned. 

  11. Submittal of an application for ASI College Club Council Event Co-Sponsorship does not guarantee funding will be allocated. If approved, an email will be sent to College Club Council officers and advisors regarding the timeline and process of reconciling their ASI College Club Council Event Co-Sponsorship funding. 

Recognition of ASI Financial Support

College Club Councils are encouraged to recognize ASI as a sponsor for the event in public announcements and promotional materials whenever practical, by stating “Co-Sponsored by ASI Student Government”. 

 

Reconciliation Procedures 

  1. A completed RSO Funding Payment Request Form (PRF) with appropriate back-up documentation must be submitted to ASI Club Services in order to access funds.
  2. RSO Funding PRFs must be submitted to ASI Club Services no later than 2 weeks after the event. A one-week extension may be granted upon written request to ASI Club Services.
  3. Unused funds will be returned to the ASI Club Funding Reserve if RSO Funding PRFs are not submitted by the due date.
  4.  Late RSO Funding PRFs will not be reimbursed utilizing ASI College Club Council Event Co-Sponsorship funds. 

Decision Process 

  1. An email indicating approval or denial of the ASI College Club Council Event Co-
    1. Sponsorship requests will be sent to the College Club Council’s officer and advisor.
    2.  If approved, an email will be sent regarding the timeline and process of reconciling ASI College Club Council Event Co-Sponsorship Funding. 2. If denied, a written request from the College Club Council to ASI Club Services may be submitted within two weeks of denial notification to appeal the decision.
    3. If appealed, a meeting may be scheduled between the College Club Council’s representatives, ASI Club Services staff, and the ASI Club Funding Liaisons to discuss the reasons for denial.
    4. All decisions after the meeting are final and are not subject to further appeal.