The Office of Student

1
Introduction
Presented by The Office of Student Activities
(OSA) The Stanford Fund (TSF)
2
Workshop Overview

• What are TSF and TSFP?
• Should my group apply?
• Program Overview
• Timeline
• Eligibility
• Fundability
• How do we apply?
• Procedure
• Budget
• Application
• Next Steps
• Questions?

3
History of TSFP

• Formed in 1995 by the OSA, OOD, Dean of Students
  and the ASSU.
• Each year TSF solicits donors for gifts to
  support undergraduate education and student life.
  This is one of the initiatives.
• Approximately 390,000 is raised specifically for
  this program, giving groups a total of about
  130,000 each quarter.
• Groups apply and this money is given out based on
  established criteria.

4
Timeline
Quarter 1
Quarter 2
Quarter 3

• Apply
• Receive award notice

• Earn award
• Letters
• Event shifts
• Video/other

• Receive award
• Spend
• Retain for later quarters

5
Earning your Award
6
Who should participate?

• Groups should consist of mostly undergraduate
  students.
• Group must be registered with the OSA
• Mygroups.stanford.edu
• TSF works best for groups who meet regularly,
  have a well-established means of communication
  and for long-term projects or projects that
  require more funding.
• Also, having a good contact person is vital

7
Important Details

• 4,500 maximum per group per quarter
• That means up to 13,500 a year
• 4,500 112.5 hours
• Funding can be cumulative
• Apply during several quarters to build up
  sufficient funds
• Funds dont expire will rollover between
  quarters and years
• TSF does not fund retroactively

8
What gets funded?

• Three funding categories with approved expenses
• Includes what we fund, and in what order
• A events receive top priority.
• The number of applications and the amount
  requested will determine what other priorities we
  are able to fund each quarter.

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Funding Categories (contd)

• To be A or B events
• They must have a broad appeal and be open and
  publicized to the larger Stanford community
• The difference between major on-campus events and
  smaller ones has to do with size, venue, content,
  etc (there is no magic number for size).
• Events must be held on campus

10
Funding Categories (contd)

• Community service can be done on or off campus.
• Meetings must be open and publicized to the
  entire community.
• Local leadership programs that have a clear
  structure are permissible.
• Publications must be available to the entire
  community and only production costs are funded.

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• What do we do now?

• Application deadlines (All 5pm)
• To participate in Winter 2008 November 4, 2008
• To participate in Spring 2008 February 18, 2009
• To participate in Fall 2008 May 4, 2009

12
Application Process

• Confirm which quarter you should apply
• Choose a TSF Coordinator for your group
• Identify what you would like funded by TSF
• Develop a budget for those costs
• Enter budget on myGroups2
• Request funding in TSF application

PREPARE
PLAN
APPLY
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Application Process

• 1) Events
• 2) Line Items/Detailed budget
• 3) Responses
• 4) Agreement

14
Budget

• Break cash flows into as many line items as makes
  sense.
• Line items should generally be tied to a specific
  event, but this is not a strict requirement.
• You need to determine what you are asking money
  for- do not leave it up to us to choose.
• Events may have line-items of lower priority than
  the event itself

15
Funding Criteria

• Lots of detail in line items
• Capital equipment
• Should remain the property of the group for at
  least 3 years.
• Explain where it will be stored in the Program
  Descriptions
• Items that benefit individuals are not allowed
• Allowable expenses for travel and community
  service include gas, airfare, car rentals,
  lodging, registration fees, but not food (food is
  allowed only for annual events).

16
Budget (contd)

• Obtain and be realistic in your estimates - we
  know how much many of these things cost.
• Be specific- dont just say venue, indicate
  which one.
• List your entire budget for the event, even the
  parts you are not asking money for from TSF.
• Itemize as much as possible (i.e. 10_at_150 for
  roundtrip airfare).

17
Budget (contd)

• Showing that you have money from other sources
  will not hurt you
• Show all revenue in addition to expenses
• The same budget can be used for multiple
  applications

18
Funding Criteria

• Common unallowable expenses
• Items for personal use or benefit such as
  t-shirts (t-shirts are allowed for community
  service participants only)
• Most food (no refreshments)
• Events that already occurred
• Alcohol (or any event at which it is served)
• Salaries (for student leaders or coaches)
• Funds supporting off-campus or third party
  organizations
• Cash awards
• Membership dues to national organizations

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Responses

• Responses should clearly describe the basics,
  i.e. who, where, what, when, why, etc.
• Dont write a novel
• Should be no longer than one page
• We dont care about accolades. Youre all great!
• Dont include info about events youre not
  requesting
• Should supplement and explain the budget
• Any and all details that you have should be
  included
• Names of speaker
• Number of people
• Where you are traveling
• And so on

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Application Tips

• Your description and budget together should be
  achievable, realistic and cost-effective.
• The plan should be clearly articulated and
  understood in the description (and throughout the
  application).
• Be sure to indicate the timeline
• Many applications get zero funded because groups
  dont clearly establish when the event is to be
  held or the money is needed.

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After Applying
Fundability
Availability
Reliability
Participate

• Attend Letter-Writing workshop(TSF contacts you)
• Write Letters
• Events/pilots

Notification
Application Review

• Receive email
• Check mGroups2

First Quarter
Second Quarter
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Who to contact
Theo Polan
Amanda Rodriguez
Kaara Baptiste
Funding Advisor Office of Student
Activities tpolan_at_stanford.edu [phone]
Assistant Director Office of Student
Activities amrod_at_stanford.edu [phone]
Partnership Coordinator The Stanford
Fund/OoD baptiste_at_stanford.edu [phone]
ASK ABOUT
Earning your award Letter writing Participation
issues
Logistical/Budget Issues Application
Questions Website Questions
Fundability Questions Policy Issues
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Questions?

• Thank you for coming.