Note: Service & Philanthropy grants and Club Sports grants are out for the semester and can no longer be applied for.


Introduction

Welcome! Thank you for considering funding through SGA’s Finance Division. Please note all grant funding is awarded on a first come, first serve basis. Completing an application should take no more than 15 minutes. Below you will find all the necessary information regarding grants.

NOTE: In order to obtain your organization account number and balance, please email Genevieve Sullivan gmsulliv@buter.edu.


Process

    1. 1. Complete an application (3 parts) – NOTE: you MUST use your Butler email address for all parts of the application.
      1.  – Presentation (via Google Slides)
      2.  – Budget (via Google Sheets)
      3.  – Grants Application (via Google Forms)
      • 2. Schedule a presentation time (via Google Sheets)
      • 3. Present a) Slides and b) Budget to SGA’s Finance Board (*Note: Presentation must be under 10 minutes and in a shareable link)
      • 4. Wait up to 5 business days for award notification
      • 5. If a grant is awarded, complete an Accountability Form via Google Forms. If a grant is awarded, submit a comprehensive scan of all relevant receipts to grants@butler.edu showcasing all incurred expenses covered by the grant. Be sure to label the scan with a) Name of club or organization b) Semester grant was awarded.
      • 6. Accountability materials (form and receipts) are due April 13th, 2017 OR within one week after the conclusion of your organization’s event (if Event grant). 
      • 7. Undergo an end-of-the-semester audit (no action necessary)

*All infractions will result in a penalty evaluated on a case-by-case basis

Application Instructions

There are 3 application parts. You must complete and submit ALL 3 parts of the application to be considered.

Part One

Access this sample presentation with your Butler Username and Password for reference. You must create your own presentation using Google Slides. Provide a) A brief description and mission statement of your club or organization b) The size of your club or organization c) The impact your club or organization has on the Butler community. Rename the presentation as the name of your club or organization. Share your completed presentation by copying shared link (allowing EDIT ACCESS) and pasting into your Grant Application (see Part Three below).

Part Two

Access this blank and sample budget with your Butler Username and Password. Upon opening, you will see a sample budget. To access the blank budget, navigate to the second tab (bottom left-hand corner of the document). ***IMPORTANT: Before filling out your organization’s budget, make a DUPLICATE of the blank budget by right clicking on the ‘Blank Budget’ tab and then clicking ‘Duplicate.’ Rename this sheet as the name of your club or organization. Complete the budget referencing the directions and guidelines on the right-hand side of the document. Share your completed form by copying shared link (allowing EDIT ACCESS) and pasting into your Grant Application (see Part Three).

Part Three

Complete this Grant Application. Be sure you have included links to both a) Completed Presentation and b) Completed Budget in your Grant Application. Submit finalized form.

NOTE: Upon final submission, you will be unable to edit your responses.

Schedule a Presentation Time

Upon submission of all 3 parts of your grant application, open the Finance Board presentation schedule and sign up for a 10-minute slot. At the presentation you will:

      1. – Present your slides (overview of organization)
      2. – Present your budget
      3. – Answer any questions from members of the Finance Board

*Note: All presentations are business casual or business formal dress. You may have up to 3 speakers and no more than 10 minutes to present your work.

Accountability Form (if awarded funding)

Please fill out an Accountability form via Google Forms demonstrating the use and impact of funding on your organization and the Butler community.

*Accountability materials (form and receipts) are due April 13th, 2017 OR within 1 week after the conclusion of your organization’s event (if Event grant). 

Submit Receipts (if awarded funding)

Please submit a comprehensive scan of all relevant receipts to grants@butler.edu showcasing all incurred expenses covered by the grant. Be sure to label the scan with a) Name of club or organization b) Semester grant was awarded

*Accountability materials (form and receipts)are due April 13th, 2017 OR within 1 week after the conclusion of your organization’s event (if Event grant).

Award Types & Amounts

      1. General Purpose

        1. May be used to cover any general organization and operational expenses incurred during the corresponding academic year
      2. Event

        1. May be used to cover any expenses incurred for a one-time event held during the corresponding academic year
      3. Club Sport

        1. May be used to cover any expenses associated with a Club Sport incurred during the corresponding academic year
      4. Diversity and Inclusion (D&I)

        1. May be used to cover any expenses that fall under the SGA Diversity and Inclusion Board’s mission statement incurred during the corresponding academic year:
        2. DIB is committed to promoting diversity within race, spirituality, gender and sexual orientation in order to foster tolerance while cultivating an open-minded environment. Through programming and campaigns, DIB strives to educate Butler’s community to appreciate and respect the difference in others, while being a support system for diversity organization and a voice of justice for all students.

  • * Note: SGA’s Diversity and Inclusion Board retains full discretion in determining if an organization qualifies for a D&I grant.
      1. Service & Philanthropy (S&P)

        1. May be used to cover any expenses that fall under the S&P mission statement incurred during the corresponding academic year: (insert)

*Note: SGA’s Service and Philanthropy Board retains full discretion determining if an organization qualifies for an S&P grant.

TYPE

BUDGETED EXPENSES

MAX ELIGIBLE AWARD

General Purpose < $999.99 Half of Budgeted Expenses
$1,000 – $2,999.99 $500
$3,000 – $5,999.99 $1,000
> $6,000 $1,500
Event < $1,999.99 Half of Budgeted Expenses
$2,000 – $4,999.99 $1,000
> $5,000 $1,500
Club Sports < $999.99 Half of Budgeted Expenses
$1,000 – $2,999.99 $500
> $3,000 $1000
D&I < $1,999.99 Half of Budgeted Expenses
$2,000 – $4,999.99 $1,000
> $5,000 $1,500
S&P < $1,999.99 Half of Budgeted Expenses
$2,000 – $4,999.99 $1,000
> $5,000 $1,500

Multiple Grant Awards

An organization may be eligible for up to 2 grants per academic year. They can be awarded either at the same time or at different times throughout a given academic year. An organization may receive a maximum of 1 grant per category (totaling a maximum of 2 grants):

Category I: General Purpose OR Event OR Club Sport

Category II: D&I OR S&P

Eligibility

      • – Must be a PuLSE approved organization
      • – Must be active for at least 1 month prior to applying for a grant
      • – Must demonstrate financial need
      • – Must demonstrate a positive impact on the Butler community

Guidelines & Restrictions

  1. 1. Budgeted expenses MUST exceed budgeted revenues (*Note: Revenues INCLUDE current organization PuLSE Office balance)
  2. i.e. Organizations CANNOT profit off an SGA grant
  3. 2. Grant funding is NOT retroactive (i.e. funding cannot be used for past expenses prior to submission), unless under extreme circumstances
  4. 3. Grant awards may NOT be used to:
  • – Provide financial support for political programs, parties, individual political candidates or direct lobbying efforts
  • – Provide contributions for any private person, group, association or business
  • – Pay debts and expenditures incurred from any previous year
  • – Purchase alcohol
  • – Infringe on guidelines established in the Butler University Student Handbook
  • – Pay for an event or expense not occurring in the current academic year

 


Contact

If you have any questions or concerns regarding the grants process, please email grants@butler.edu.

Disclaimer

The Finance Board of SGA has full discretion as to which organizations receive funding and the sum of funds awarded.