Instructions for submitting Student Activity Fee Proposal
Introduction:
Consistent with University-wide activity fee guidelines, the Penn State Harrisburg Student Activity Fee Allocation Committee invites campus-wide input into the planning for expending college activity fee monies. The Committee will meet throughout the academic year to review proposals for spending submitted by members of the Penn State Harrisburg community.
Proposals may be as detailed or simple as necessary to present the Committee with a clear picture of what is being proposed and what will be required for implementation. A complete proposal shall include the attached cover form as well as a narrative description and a detailed budget.
Completing the Cover Form:
Type of Request - For "Type of Request" indicate which of the following seven (7) categories best describes what you are proposing:
1. Campus Activities
Funding in this general category is intended to increase out‑of‑class experiences for students and add value to the Penn State experience. The following are examples of areas eligible for support:
* Registered student organizations
* Media including publications and radio stations
* Publicity for student activities and programs
* Learning activities and travel
2. Program Support
Lecture series, music programs, cultural events and entertainment all contribute to a well‑rounded experience for students and to building a sense of a vibrant community. Campus‑wide programming boards/committees involving speakers, cultural events, and entertainment, are appropriate beneficiaries of student activity fee income.
3. Recreation
This area includes support for club sports, intramurals, open recreation, and for facilities and equipment. Improvements in health and fitness areas with extensive access by students or the purchase of exercise and fitness
equipment may be an appropriate expenditure.
4. Diverse Populations and Issues
This area includes programs and activities to support and/or enhance the understanding of non‑traditional issues; for example, women's and multi‑cultural issues. Subsidized childcare, special lounges, as well as program support, might be considered. Careful attention should be given to the needs of under-represented groups and the education of majority groups on minority issues.
5. Facilities
Facility upgrades in direct support of out‑of‑class experience, such as expansion of the gymnasium, or other facilities.
6. Equipment
Clubs and organizations have needs for equipment to support their purposes and activities. While the University has a responsibility to provide such basics as access to the University Computer System, there are other needs that facilitate opportunities for student involvement and campus‑wide programming. Club computers, printers, and other club‑specific equipment fit into this category.
7. Selected Support Services
Some funds may be used to enhance services where student need is evident. Those areas eligible for enhancement are athletics, career development and placement, childcare services, health services issues and education, personal counseling, and student activities.
Requesting Organization/Group/Individual - Registered Student organizations, executive organizations, individuals, departments and/or units, and/or ad hoc groups may propose projects for funding consistent with the principles and purposes of these funds. Please indicate which of these categories best describe you or your group. Funding proposals should come directly to the Student Services by the proposal deadline date.
Contact Person(s) - No more than two individuals should be identified. The Allocation Committee will contact these individuals should additional information be needed or to notify of funding decisions.
Other Sponsoring Organization(s)/Department(s) - Weight will be given to those proposals in which multiple clubs, organizations, and groups were involved. This is to ensure that the maximum possible number of students reap the benefits of this fee.
Completing a Proposal:
In addition to a cover sheet, the committee requires the submission of a written proposal including a detailed budget. The proposal should include all pertinent information such as:
n Specific type of program/service/event/purchase
n Time and date if applicable:
Student Activity Fee money must be utilized within 3 months of receiving the allocation. However, in the event your project is scheduled for a time beyond that period, you are required to provide documentation (a contract/letter of agreement/invoice from supplier) verifying that plans for your project/event are being implemented. If your money is earmarked for a spring 2008 event, documentation of plans must be provided or the allotted sum goes back into the overall fund for any allocation.
n How many people will be served
n Name of speaker or artist along with information about their background and qualifications
n Amount for honoraria, travel, lodging, meals
n Publication strategies
n Facilities and equipment needs
n Evidence that multiple suppliers have been contacted to assure the best possible price where appropriate
PLAN AHEAD!!!!!
n Monies cannot be spent until funding packet is picked up
n It takes at least 10 working days for payment of any type - Please do not ask for exceptions
Be sure to include an explanation of how this program/service/event/purchase will enhance student life and the out-of-class experience or improve the educational climate at this campus.
SUBMIT 12 COPIES OF PROPOSAL TO STUDENT SERVICES, ROOM C-120 OLMSTED.
Questions?
Call or Email:
Dr. Felicia Brown Haywood, Director of Student Affairs
948-6180
Marques Stewart
948-6137 (SGA office)
STUDENT ACTIVITIES FEE (SAF)
Sample Budget and Information
Examples of budget information follow to assist you. Provide a detailed budget of the event and a breakdown of all costs.
Example #1- Conference
Conference Trip |
Per Person |
Number of Persons |
Mileage |
Total |
Registration |
$75.00 |
6 |
$450.00 |
|
*Transportation |
6 (2 vehicles) |
200 x .485 |
$194.00 |
|
**Meals |
-0- |
-0- |
-0- |
|
Lodging |
2 rooms x 3 nights @ $100 per night |
6 |
$600.00 |
Total for conference $1244.00
Funds from other source - 200.00
Total From SAF $1044.00
*Transportation costs: provide cost of airline, bus, train, or mileage. (All Travel MUST be booked through University). Please show contact information with appropriate transportation provider and accurate estimates of travel costs.
**The SAF Committee has determined that meals off campus are not underwritten by the student activities fee funds to allow for more activities.
***Please provide cost of lodging (number of rooms per night, cost of rooms, the total of number of rooms, and nights needed.)
****Provide documentation of the conference -- a brochure, Internet citation, etc.
Example #2 - Lecture Program
Speaker's Fee/Honorarium |
$850.00 |
Travel: Roundtrip air from Boston to Middletown (All travel must be made through University Travel Services). |
$650.00 |
Lodging (1 night, Marriott @$100 per night) |
$100.00 |
Meals for speaker (evening before lecture & Breakfast the following day) |
$50.00 |
Reception (open to campus community) |
$300.00 |
Publicity (posters/flyers, etc.) |
$50.00 |
Total for lecture program $2,000.00
Money from other source - 1,000.00
Total from SAF $1,000.00
Note: You are encouraged to seek funds from additional sources. Please indicate the sources on your proposal.
*Student activities fee funds will pay a speaker's fee. It cannot pay an honorarium for a Penn State employee.
**Student activities fee funds cannot pay for gifts or awards.
***Please provide speaker's bio/information with proposal.