Funding Instructions

Mass Funding

Mass Funding Application for 2015-2016-WILL BE POSTED BY FEB 9th

Application Deadline: March 24th at Noon

General Information

  • To be eligible to apply for Mass Funding:
    • At least ONE member (prefer leadership) MUST attend ONE of the following Mass Funding Information Sessions hosted by the Office of Activities & Engagement.  If your club is not represented at one of these sessions, we will NOT accept your application.  Even if you have received funding before, you MUST attend. 
      • February 10th, 12-1pm, 168 SUB
      • February 12th, 9-10am, SUB Procrastinator Theater
      • February 19th, 4-5pm, 168 SUB
      • February 23rd, 6-7pm, 168 SUB
      • March 4th, 3-4pm, SUB Procrastinator Theater
    • Your student organization MUST have received funding (Mass OR Rolling) in the past (prior to the March 25th deadline).  This is not just during the 14-15 academic year, ANYTIME in the past.  If you are unsure if you have received funding in the past, contact OAE at clubs@montana.edu and they will find out. Reminder if you currently have Mass Funding (during 14-15 year), you must apply for 2015-2016 Mass Funding .
    • Your student organization MUST be currently registered as a student organization with the Office of Activities and Engagement BEFORE you submit your application. 
  • The Mass Funding application is applying for funds for the 2015-2016 academic year. Your request must include expenses that will take place between July 1st, 2015 and June 30th, 2016.
  • Your request must total OVER $1,000.
  • Only one Mass Funding application will be accepted from each registered student organization.  Please plan for the entire academic year when applying for funds.

Mass Funding Application Process

Step 1:Attend Mass Funding Information Session. At least one representative must attend one of the sessions (see above for dates) in order for you to be eligible to apply for Mass Funding.

Step 2:  Submit Application. Submit the Mass Funding application by March 24th, 2015 at Noon. Applications should be submitted via email to clubs@montana.edu.

Your application must also be accompanied by an email from your club advisor simply stating:

    1. Your Student Organization Name.
    2. They have read this application, and given you feedback on your Mass Funding application.
    3. They, as your club advisor, support this request. 

Step 3:  Application Review.  The Registered Student Organization Funding Board will meet to decide on funding allocations.  Clubs do not attend this meeting. Organizations will be notified within two weeks of the Funding Board meeting if their funding application was approved and the total amount awarded. Funding Board will meet by the end of April.

Step 4:  AttendMass Funding Orientation.  A representative from your organization (preferably Leader and/or Treasurer) must attend the Mass Funding Orientation, which will be held in September 2015. The Office of Activities & Engagement hosts this session to help your club learn the process for spending your allocated money.

Rolling Funding

Rolling & Matching Funding Application-DOWNLOAD HERE

PLEASE NOTE: You may submit your application at any time, however, the Funding Board that is necessary to make decisions on the funding is not yet assembled. We will announce when the first Funding Board meeting will be in which decisions will be made. We hope this will happen by mid-September. You may submit your application at any time, however.

Rolling Funding Application Process

Step 1:  Submit Application.  Fill out the Rolling Funding Pool form found on the Office of Activities & Engagement website: www.montana.edu/engagement by the set weekly deadline.  The funding proposal must be SUBMITTED a MINIMUM of two weeks before the funding is needed. 

Step 2:  Application Review.  The Registered Student Organization Funding Board will meet to decide on funding allocations.  Clubs are permitted to send a representative to the Funding Board meeting.  Organizations will be notified within one week of the Funding Board meeting if their funding application was approved and the total amount awarded. The Funding Board will not meet during university holidays or breaks.  Your application will be accepted over breaks, but will take longer to review.

Step 3:  Schedule Spending Orientation.  A representative from your organization (preferably Leader and/or Treasurer) must attend a meeting with the Office of Activities & Engagement after you have been notified of funding approval to learn the process for spending your allocated money.

Rolling Funding Rules

  • The Rolling Funding pool is available to registered student organizations from mid-September to April.
  • One-third of the estimated student organization funding comprises this pool.
  • The maximum amount awarded to an RSO will be $1,000 from this pool of money. 
    • Can apply a maximum of twice in an academic year. (i.e. you can ask for $300 in November and then $700 in March).  Cannot exceed $1,000 total over the year.
  • This pool is for organizations that may have needs throughout the academic year and were not awarded Mass Funding dollars the previous spring. 
  • CANNOT fund programs, events or purchases that have already occurred. Your funding need must take place before June 2015.

Matching Fund

Rolling & Matching Funding Application-DOWNLOAD HERE

PLEASE NOTE: You may submit your application at any time, however, the Funding Board that is necessary to make decisions on the funding is not yet assembled. We will announce when the first Funding Board meeting will be in which decisions will be made. We hope this will happen by mid-September. You may submit your application at any time, however.

The purpose of the Matching Fund pool is to support registered student organizations in their funding needs as well as encouraging external fundraising.  The availability of this pool of money is reassessed every year.

Matching Fund Application Process

SAME AS ROLLING-SEE ABOVE

Matching Fund Rules

  • The maximum amount a club can request be matched is $500.  By applying for $500, your club is committing to fundraise an additional $500.  Your club may only apply once an academic year for the Matching Fund pool.
  • If your club already has Mass or Rolling Funding, you are still eligible to apply.  You can also apply without having either of those funding sources.
  • Money must be raised through financial donations or fundraisers.  No in-kind/services donations.
  • If you receive Matching Fund money, the money will be released to your group as soon as you show proof of money raised.  Like the other funding pools, we will not write checks to a club, rather the money will be used for reimbursements, etc.
    • Example:  You have raised $200 of your $500 goal.  You show proof (see below what constitutes as proof) of raising $200, OAE will release $200 of your $500 total to your club in the form of a reimbursement.
  • Money must be raised in the current academic year.  You are eligible to begin fundraising before being approved for the Matching Fund, however, you must be able to show proof of funds raised during the current academic year.
  • You must raise the money and provide proof of doing so by June 1st, 2015. 
  • The permitted and prohibited uses of funds as stated in the RSOFB policies still apply.
    • The Matching F und will only be available to those who raise money for club expenses. The Matching Fund will not be disbursed to charitable foundations.

Types of Fundraising and Needed Supporting Documentation for Matching Funding

Financial Donations 
Financial donations qualify when someone (can be individual, business, organization, etc.) OUTSIDE of the organization makes a financial donation in the name of the club.  Donations/Dues from members, advisors, leaders or other registered student organizations are notpermitted.  If we suspect student organizations are breaking or bending this rule, we will investigate and potentially withdraw current funding as well as future funding for your club.  Please do not abuse this rule.
Documentation Needed of Financial Donations:

  • Copy of bank deposit slip
  • Copy of check(s) made out to your student organization from donor.  No cash from individual donors or businesses, checks only.
  • Donor must fill out Donor Form (found on OAE website) addressing donation intentions.

Fundraisers
Fundraisers can be an event, program, or individual club members participating in events such as the Career Fair, working athletic events, etc.  All of these DO count as fundraising on behalf of the organization.
Documentation Needed of Fundraising:

  • OAE Fundraising Report Form (found on OAE website) must be submitted, which will include:
    • How much total money was raised
    • How many participants were involved
    • Copy of event advertisement or other form of proof of event.
    • Other information at request of OAE.
  • Copy of deposit slip of funds raised into club bank account.
  • If applicable, copy of check(s) made to your student organization from fundraiser.