The Stanford Fund Partnership

Office of Student

Activities

Introduction

Presented by:

The Office of Student Activities (OSA)

The Stanford Fund (TSF)

The Stanford Fund Partnership

Office of Student

Activities

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?

The Stanford Fund Partnership

Office of Student

Activities

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.

The Stanford Fund Partnership

Office of Student

Activities

Timeline

Quarter 1• Apply• Receive award

notice

Quarter 2• Earn award

• Letters• Event

shifts• Video/

other

Quarter 3• Receive award

• Spend• Retain for

later quarters

The Stanford Fund Partnership

Office of Student

Activities

Earning your Award

Goal:Thank TSF Donors

$40 / hour

Letter Writing• Attend letter workshop• Written over 2-week period• Quality standard required• 2 accepted letters = 1 hour

Work Event Shifts•Reunion homecoming•Community Day•Parents weekend•1 hour = 1 hour

Pilot Programs•Make a video•Thank-a-thon•Suggestions welcome

The Stanford Fund Partnership

Office of Student

Activities

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

The Stanford Fund Partnership

Office of Student

Activities

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 don’t expire – will rollover between quarters and years

• TSF does not fund retroactively

The Stanford Fund Partnership

Office of Student

Activities

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.

The Stanford Fund Partnership

Office of Student

Activities

Funding Categories (cont’d)

• 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

The Stanford Fund Partnership

Office of Student

Activities

Funding Categories (cont’d)

• 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.

The Stanford Fund Partnership

Office of Student

Activities

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

The Stanford Fund Partnership

Office of Student

Activities

Application Process

Confirm which quarter you should applyChoose a TSF Coordinator for your groupIdentify what you would like funded by TSFDevelop a budget for those costsEnter budget on myGroups2Request funding in TSF application

PREP

AR

EPL

AN

APP

LY

The Stanford Fund Partnership

Office of Student

Activities

Application Process

1) Events2) Line Items/

Detailed budget3) Responses4) Agreement

The Stanford Fund Partnership

Office of Student

Activities

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

The Stanford Fund Partnership

Office of Student

Activities

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).

The Stanford Fund Partnership

Office of Student

Activities

Budget (cont’d)

• Obtain and be realistic in your estimates - we know how much many of these things cost.

• Be specific- don’t 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@$150 for roundtrip airfare).

The Stanford Fund Partnership

Office of Student

Activities

Budget (cont’d)

• 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

The Stanford Fund Partnership

Office of Student

Activities

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

The Stanford Fund Partnership

Office of Student

Activities

Responses

• Responses should clearly describe the basics, i.e. who, where, what, when, why, etc.– Don’t write a novel:

• Should be no longer than one page• We don’t care about accolades. You’re all great!• Don’t include info about events you’re 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…

The Stanford Fund Partnership

Office of Student

Activities

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 don’t clearly establish when the event is to be held or the money is needed.

The Stanford Fund Partnership

Office of Student

Activities

After Applying

Application Review

Notification• Receive email• Check

mGroups2

Participate• Attend Letter-

Writing workshop(TSF contacts you)

• Write Letters• Events/pilots

Fundability

Availability

Reliability

First Quarter

Second Quarter

The Stanford Fund Partnership

Office of Student

Activities

Who to contact…

Theo Polan Amanda Rodriguez Kaara BaptisteFunding Advisor

Office of Student Activities

tpolan@stanford.edu

(650) 725-6810

Assistant Director

Office of Student Activities

amrod@stanford.edu

(650) 725-3768

Partnership Coordinator

The Stanford Fund/OoD

baptiste@stanford.edu

(650) 721-1150ASK ABOUT

Earning your award

Letter writing

Participation issues

Logistical/Budget Issues

Application Questions

Website Questions

Fundability Questions

Policy Issues

The Stanford Fund Partnership

Office of Student

Activities

Questions?

Thank you for coming.