2016-2017 Standard Grant Funding Policies
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Line ItemWhat is Senate's policy for funding this line item?How much is funded? (All are per Senate discretion)What is funded under this line item?What type of documention will SSE request?What are some alternative sources of funding?Extra Requirements for this Funding
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2030-6210VariousNot FundedNot FundedN/AClub Dues, 2800 accountsN/A
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5760Events ServicesSee HighlightedStanford Affiliates require purchase orders using estimates they provide.  This is a pre-approval process.
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6240Casual LaborFully FundedFully FundedPlease itemize all expenses in detail, with quotes if using Event Labor & Services (ELS).Club Dues, 2800 Account, Campus Departments
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6310HonorariaSubsidy/Capped Amount. Only professionals will be funded for honoraria. Senate will fund Honoraria at $10 per person who attends the event, with a maximum amount of $1,500.
Gifts to speakers/guestsA quoteCampus Departments, Club Dues, 2800 accounts
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6320Technical Services[Subsidized/Capped Amount] The following guidelines will be reviewed: (1) age of current website, (2) size of group, (3) necessity of a new website, (4) the function and utility given to the student body by the website and (5) proposed cost. Will not fund website hosting because Stanford University provides this service.Senate will fund website development for up to $200 or 75% of cost, which ever is lower, at committee discretion. WebsiteQuotes from the website developer, and answers to the guidelines listed in the policy for funding this line-item.Club Dues, 2800 Account
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6330Janitorial Services[Fully Funded] Event must be open to the entire student bodyFully funded, per Senate discretionQuoteCampus Departments, The Stanford Fund, Club Dues, 2800 accounts
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6340Security ExpensesFully Funded, per Senate discretion.Fully Funded, per Senate discretion.Please itemize all expenses in detail, with quotes if using Event Labor & Services (ELS).Club Dues, 2800 Account
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6410Health InsuranceNot fundedN/AN/AClub Dues, 2800 Accounts
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6500Training MaterialsNot funded. Any training materials, guides, etc. should be applied for under 7150, General Office Supplies.N/AN/AClub Dues,The Stanford Fund
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6510Regular Meeting Food[Capped Amount] Senate will fund meeting food, defined as group meetings that occur on campus at a regular interval throughout the quarter.$10/meeting, capped at $10/week, per Senate discretionFor group meetings, which are open to the entire groupItemized receiptClub Dues, 2800 accounts, Dining hall (use meal swipes in exchange for food), Stanford Green Store (for cheap utensils, plates, cups, etc.)
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6560Event Food[Subsidy/Capped Amount] Event food will be paid for if it is necessary to the event's goal or if attending the event impedes students' ability to get food at their regular dining hall or kitchen. Events that coincide with meal times are not encouraged. [Subsidy/Capped Amount] If estimated guest attendance is 1-75 students, snacks (a designation under which hors d’oeurves and desserts fall) will be paid for at $3 per attendee, meals at $7. If estimated guest attendance is 75+, snacks will be paid for at $2 per attendee, meals at $6. Groups may only order either meals or snacks. It the event is an all-day event, groups may request both meals and snacks.
For events, which are advertised and open to the general student bodyItemized receiptDining hall (use meal swipes in exchange for food), Club Dues, 2800 Accounts, Donations from organizations, Stanford Green Store (for cheap utensils, plates, cups, etc.)If Event Food is above $150, it is required a group have access to a recycle/compost bin/bag in the event. Funding for the bin will be provided.
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6570AlcoholNot FundedNot FundedN/A2800 Accounts
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7010Discretionary ExpenseNot FundedNot FundedN/AN/AN/A
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7020Co-Sponsorship[Partially Funded] Recommended that group, which is seeking co-sponsorship, seek a general grant, Annual Grant groups cannot be co-sponsored unless they have drained ReservesPer Senate discretion.Providing additional funding for an eventClub Dues, 2800 Account, General Grant
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7040Discretionary Programming ExpenseNot fundedN/AClub Dues
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7060Programming ExpenseNot fundedN/AClub Dues, 2800 Account
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7080Event Supplies[Partially Funded] Gifts/giveaways for students are not funded. Ex: pencils, binders, mugs, keychains, etc. Partially FundedPlease itemize all expenses in detail.Club Dues, 2800 Account, Campus Departments
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7120PhoneNot FundedNot FundedN/APersonal cell phones, Google VoiceN/A
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7130Postage/CourierFirst class prices only.Fully FundedClub Dues, 2800 Account
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7140Copies (Not Marketing)[Subsidized/Capped Amount] This line item is used for paper materials, forms, etc. that will be distributed at events, as well as items such as sheet music. Fully fundedItemized expenses.Club Dues, 2800 AccountN/A
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7150Office Supplies[Subsidy/Capped Amount] This line item includes training materials, guides, and other items necessary to the the group's function and purpose.General group banners, which are expected to be used heavily, will be funded (not event-specific) for $100. Groups must have a storage place for the banner (cannot be a dorm room). Itemized expenses.Club Dues, 2800 Account, Campus Departments
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7180Educational LiteratureUse 7150 - Office SuppliesN/AN/A
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7200General Marketing[Subsidy/Capped Amount] This line item is not meant for printing fliers and copies; this is for advertisements (i.e. on Facebook or other online sources) and other marketing expnses.$40 per event (this cap includes marketing copies and printing for an individual event) or 70% of the total cost, whichever is lowerItemized expenses.Club Dues, 2800 Account, Campus Departments, Free Marketing Methods (Facebook Events, Emails, etc.)
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7220Marketing Copies and Printing[Subsidy/Capped Amount] $40 per quarter or per event that requires wide marketing.
Club Dues, 2800 Account, Campus DepartmentsDouble sided printing if applicable
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7230Flyer Distribution ExpensesNot FundedNot FundedClub Dues, 2800 Account, Campus Departments
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7240Newspaper Ads[Not Funded]
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7310Computer Hardware[Not Funded]
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7320Computer Software[Not Funded]
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7410Equipment Purchase[Fully Funded] Groups are expected to reuse the equipment for at least three years and have space (not a student's dorm room) to store it. We encourage groups to borrow equipment from other student groups before buying. We also require you to allow other student groups to borrow this equipment free of charge unless it directly conflicts with your group's usage.Fully funded, per Senate discretion.EquipmentPlease itemize all expenses in detail.Club Dues, 2800 Account, Campus DepartmentsStudent group must have demonstrated effort in borrowing equipment from other student groups, free resources available on campus, or the Equipment Lending Library
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7420Equipment Rental[Fully Funded] Must provide price quote, email exchange, or proof of meeting with Event Labor and Services. We strongly encourage groups to borrow equipment from other student groups or the equipment lending library.Fully FundedPlease itemize all expenses in detail, with quotes if using Event Labor & Services (ELS).Club Dues, 2800 Account, Campus DepartmentsStudent group must have demonstrated effort in borrowing equipment from other student groups, free resources available on campus, or the Equipment Lending Library
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7430Equipment Maintenance[Fully Funded] Fully funded, per Senate discretion.repairing/maintaining equipmentPlease itemize all expenses in detail.
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7460Costumes/Uniforms[Fully Funded] Costume/Uniform must be necessary to the function of the group; costumes/uniforms for member retention or marketing will not be funded; uniforms/costume must be resusable Fully fundedStudent group must have demonstrated effort in borrowing costumes/uniform from other student groups, free resources available on campus, or the Equipment Lending Library
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7510Facilities Rental[Fully Funded] Groups are expected to make every effort to use one of the many venues available for free to student groups (such as Old Union Meeting spaces, Tresidder Oak, Toyon Lounge, Dining Halls, etc). If this is not possible, specify exact price quotes (from Events & Services), and consult with E&S on how to minimize costs.Fully Funded. See additional notes under "What is the deadline to apply" for additional information.Please itemize all expenses in detail, with quotes if using Event Labor & Services (ELS).Club Dues, 2800 Account, Campus DepartmentsMust demonstrate to committee that a reasonable effort was made to use one of the venues, or the venues cannot satisfy the event
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7520Facilities Janitorial[Fully Funded] Groups are expected to make every effort to use venues that do not charge janitorial fees. If this is not possible, please specify exact price quotes (from janitorial company), and consult with E&S on how to minimize costs.Fully FundedPlease itemize all expenses in detail, with quotes if using Event Labor & Services (ELS).Club Dues, 2800 Account, Campus DepartmentsEffort to acquire venues with no janitorial fees must be demonstrated, or reasoning that these spaces cannot meet the needs of the event
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7710Travel Fares [Subsidy/Capped Amount] The ASSU will subsidize travel fares at the rate of $200/person or 75% of costs provided costs do not exceed $300/person. A maximum of $1,200/year will be funded for travel. No for honoraria (travel for honoraria is included in honoraria line-item cap); yes for officers to go to national conference in the case that going to conference is necessary for group status; yes for groups that need to travel to attend games, conferences, or tournaments that are essential to the group function; and other extraordinary circumstances at the discretion of the committee. This is for flights.$1,200 maximum, per Senate discretion. Must be necessary to maintain status as a group or integral to a group's purpose.Club Dues, 2800 Account, Campus Departments, The Stanford Fund
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7720Gas[Fully Funded/Subsidized] Senate will cover full costs for community service groups. For programming groups, gas will only be covered when picking up necessary equipment is cheaper than delivery or performing community service.Price may change depending on price of gas; as of Sept. 25, 2016 it is $0.54/mile Gas - gas receipt  Mileage-Google Maps printout of round trip.  Reimbursed at IRS mileage rate.Club Dues, 2800 Account, Campus Departments
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7730Car/Van Rental[Fully Funded] Community service and if programming group demonstrates extreme difficulty in attaining alternate means or if the programming group is performing community service. Will fund Zipcar rentals (minus the registration fee).Fully funded, per Senate discretion.Club Dues, 2800 Account
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7740Accommodations[Subsidy/Capped Amount] Will be funded in the case of honoraria for up to two nights. Funded rate is the average rate of the Stanford Guest House: $134/person/night.
Groups that must travel to attend games, conferences, and tournaments that are essential to the group’s function; groups that must send members to a national conference in order to remain an active chapter of a national organization, in which case, the ASSU will fund the minimum number of necessary attendees only.
Retreats will not be funded unless there is a clear and compelling reason that an off-campus retreat needs to take place; per Senate discretion.
Per Senate discretion.Club Dues, 2800 Account, Campus Departments, The Stanford Fund
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7810Royalties[Subsidy/Capped Amount] Performing arts groups only.Per Senate discretion.Club Dues, 2800 Account
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7820Registration Fees[Subsidy/Capped Amount] Fully funded for community service groups. $1,000/year cap for programming groups. Valid registration expenses requests include mandatory fingerprinting and TB testing for community service volunteers; national conferences necessary to group’s status; and games, conferences, and tournaments that define the group’s function. Must be vital for group's existence.Per Senate discretion.Club Dues, 2800 Account, Campus Departments, Scholarships within that organization or for that event
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7840Admission Fees[Subsidy/Capped Amount] Will fund $25 per ticket or 50% of full ticket price (provided half price doesn’t exceed $50) for up to 30 people. All students must have equal opportunity to obtain tickets, with a fair distribution method. Tickets cannot be used solely for group core or signatory members. A very high level of scrutiny will be applied for these requests as to the relevance of show admission to group's programming purposes on campus. Club Dues, 2800 Account, Campus Departments, Scholarships within that organization or for that event
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