Funding Request Guidelines
Drafted 05/2002, Approved 05/23/2002
The purpose of this document is to outline the required steps involved in obtaining funding from Engineers' Council as well as other rules governing the process.
- Why Engineers' Council Provides Funding
- Funding provided by Engineers' Council is to promote and support student organizations. and project teams. academically spirited financial needs and to support the mission of the OSU College of Engineering: The mission of the College of Engineering is to educate professionals in engineering and architecture, to create and disseminate knowledge and technology, and to provide innovative solutions to societal problems.
- Who May Request Funds
- Any undergraduate student organization or project team that is part of Engineers' Council (completion of blue registration card required) and registered with Ohio State Student Activities. Requesting organization or team must also hold good standing concerning additional requirements below. Note: Organizations that are undergrad based and include graduate student participation are not excluded.
- When Requests can be Made
- Funding requests can be made one quarter before or one quarter after indicated fund use. (Summer quarter will not be counted; Engineers' Council does not meet) In order to make a funding request presentation, the current Secretary must be notified before the announced agenda item submission deadline.
- Value of Funding That may be Requested
- Any value up to one tenth (1/10) of the annual budgeted funds may be requested per request presentation. (ex: If there is $8,000 per quarter and $24,000 for the year, an organization can at most request $2,400 at one time.)
- Attendance Policy
- Each organization or team must have one voting representative (excluding Engineers' Council Officers) in attendance at all meetings in order to make a request. One absence per quarter will be allowed. If an organization or team does not fulfill the attendance requirement, they will be unable to make funding requests for one quarter following. (Summer quarter will not be counted; Engineers' Council does not meet) It is preferred that the same representative attend all meetings in a given quarter because of the two presentation process.
- Receipt of Fund Use
- Receipts totaling at least the amount of funding provided by Engineers' Council must be presented to the current Treasurer before additional funding requests can be made. Photocopies will be accepted; receipts will not be returned.
- Presentations
Note: All funding request will automatically be tabled after the first presentation and voted on at the conclusion of the second presentation. First and second presentations are to be made at consecutive meetings.
- Funding Request Information
(made by Engineers' Council at each meeting prior to funding requests)
- Purpose of funding requests (as worded previously in this document)
- Dollar value of funds budgeted for the quarter
- Dollar value of un-allotted funds remaining for the quarter
- Listing of all funding requests and values that have already been granted during the year
- Preview / First Presentation
(made by requesting organization or team; 4 minutes + questions maximum)
- Background of organization.s events and activities
- How the organization or team benefits the college and it students
- History of funding requests during previous 12 months
- Basic description of request
- Dollar amount of request
- Official Request / Second Presentation
(made by requesting organization or team; 8 minutes + questions maximum)
- Detailed request (what, how, when, why,.)
- Financial information (Engineers' Council funding that the request is being made for should be included in the following)
- Estimated income and donations shown graphically with sources and percentages
- Actual income and donations at time of request
- Estimated expenses shown graphically
- Contributions to Engineers' Council during previous 12 months
- Engineers' Council meeting attendance record
- Engineering Expo volunteer hours
- E-Week contributions and participation
- Engineers' Council officers from organization or team
- Funding Request Informational Session
- An instructional session will be offered each year (outside of a regular meeting) to review the official funding request process and instructions on how to make a funding request. Attendance is not required, but is suggested.
- Governance of Policies
- The Engineers' Council Vice President will govern the policies set out in this document. The Secretary and Treasurer will assist the process by providing attendance and financial eligibility, respectively.