Club Finance Council

HOW TO APPLY
Application Process

1. Complete the MANDATORY 2020-2021 CSI Grants Online Orientation (AggieLife)

Once completed, you will receive a confirmation email. The CFC Online Orientation contains the information you’ll need to successfully complete your CFC grant application and have the best chance of receiving funding. The CFC Grant Application can only be found at the end of the CSI Grants Orientation. Please upload the CFC Grant Orientation as a .pdf with your application on Submittable. Once you’re done, you should check out some sample grants here, and sample quotes here.

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Sample Quotes

Supporting documents consist of quotes, estimates, and/or reservation confirmations for the items you are requesting CFC funding. They must be attached to your grant application when you turn it in. A grant application that does not include supporting documents will not be funded. Quotes that are older than 60 days will not be accepted.Note that CFC cannot fund line-items that have already been paid for. Make sure that the costs listed on your quotes match up with the amount requested on your grant application. These are suggested quotes. Ultimately the CFC Board will determine if your quote is sufficient.

  • On-Campus Facility Rental: Many student organizations rent campus spaces for their events. Some examples of paid spaces include the ARC, some rooms in the Memorial Union, and the Student Community Center. Please note that there are rules regarding on-campus facility rentals.
  • Sample Off-Campus Facility Rental Quotes: These estimates will vary in their format, and sometimes will even be relayed via email. They must include a confirmation of the reservation and the cost estimate of the space.
  • Sample Equipment Rental Quotes: Student Organizations can request CFC funding for equipment rentals for their events. These may include things like vehicle rentals, camping gear, tables, chairs, A/V equipment, and much more. Students can rent A/V equipment on-campus through the ASUCD Entertainment Council.
  • Sample Service Quotes: Student organizations often need services rendered for their events. This may include things like having a photographer, paying for Custodial services, Grounds, Aggie Hosts, UCD Ticket Office, etc.
  • Sample Performance Quotes: Quotes for performers (DJs, Dance groups, singers, etc) for your organizations event must include an agreed upon price, and indicate that the price was agreed upon by the performer (or the performers booking agent.) This can be indicated by obtaining a quote on the performers official letter-head, providing a contract, or having an email sent from the performer.
  • Sample Travel Quotes: For travel expenses booked online (such as vehicle rentals, airplane tickets, train tickets, hotels, etc), proceed with the checkout until you have a cost estimate. A screenshot of the estimate page from check-out  will be accepted as a quote. Funding for these events would fall under the CFC Travel Cap.
  • Sample Registration and Ticket Quotes: Registration and ticket quotes may include the price-per-ticket, which you can then use to determine estimated total cost. If there are any group rates or discounts, those need to be factored into your estimate as well. If the registration or ticket costs are part of a travel-related event, then those costs would fall under the CFC Travel Cap.
  • ASUCD has provided information about their ASUCD Service Units, many of which provide services student organizations need for their events.

2. Fill out the CFC Grant Application

The CFC grant application is available at the end of the 2020-2021 Grant Application Orientation found on AggieLife. Please complete the application at least 30 days in advance of your event. Fill out the application electronically and then find a time to go to CFC Board Members’ office hours for intake. These take place on each week between weeks 2 and 7. You must now schedule an intake meeting using the link below. We may not process your application if you do not schedule an intake meeting.

Office Hours for Fall 2020 will be announced Week 1 of school.

You may also attend these hours to learn more about the grant from the CFC Board Members. You are also encouraged to schedule a meeting with the CSI Grants Student Manager csigrants@ucdavis.edu if you have questions or want to have someone take a look at your grant application before you turn it in. If you are applying for funding for more than one event, you’ll need to complete a separate application for each event. 

3. Schedule a time to go to CFC Office Hours for an intake meeting

Although you may submit a grant application at any time, Grant applications MUST be accepted through intake meetings held during the CFC Office Hours listed above. When you arrive, you will meet with a CFC Board Member who will go through your grant application with you, making sure you have completed everything on the Eligibility Checklist. Intake interviews usually last 15-20 minutes, and there may be a line.

Reminder #1: Only the student organization President or Treasurer can turn in a CFC grant application. The person who completes the application should also be the person turning in the application. You can bring other club members with you though!

Reminder #2: It is the responsibility of the APPLICANT to turn in a completed and accurate grant. The Eligibility Checklist is a tool to help you be successful, but any errors that result in a loss of funding are the responsibility of the applicant.

What to do if you Receive Funding

1. Get the results

All CFC applicants will receive an email within 2 weeks of their grant intake informing them of their application results from the CSI Grants Manager. These results will also be posted online on the CFC Main page and in Memorial Union 442. Be on the lookout for this email!

 

2. Getting the money for your event!

If your organization receives funding: When your application is accepted, you will receive your Finance Agreement via email.

You have 5 business days from when you receive your Finance Agreement to have your organization’s 3 officer’s sign the finance agreement and return it to Memorial Union 442. Once you turn in the finance agreement, Center for Student Involvement will initiate the transfer of your CFC funds into your organizations Agency Account. If you have questions about how your agency account works, come visit Memorial Union 442 and we’ll teach you.

If you do not return your signed finance agreement within 5 business days, your funding will be returned to CFC.

If your group received the funding and would like to decline the grant: E-mail both the CFC Student Manager (csigrants@ucdavis.edu) and the CFC program coordinator (jammartinez@ucdavis.edu) within 5 business days to inform us your organization is declining the funding.

 

3. Turn in your Expenditure Report, final receipts, publicity and complete the online CFC Feedback form

Within 10 business days (2 weeks) of your event/program/publications completion, you must: 

  • Complete your Expenditure Report
  • Upload your receipts
  • Upload photos of your event. We may not accept Expenditure Reports without photos.
  • Turn in a copy of your publicity/publication
  • Complete the online CFC Feedback Form

Please complete as much of the Expenditure Report ahead of time as possible. Your Expenditure Report Deadline will be written on your Finance Agreement. Failure to turn in your Expenditure Report in a timely manner may lead to your 3 officers transcripts being placed on hold, your grant money being returned to CFC, and/or will jeopardize your organizations ability to apply for CFC funding in the future.

 Note: If you received funding for an event that charged for participation (ticket sales, admission charge) you will need to bring in receipts for all your expenses and all your income) and you’ll need to complete the Ticketed Event form.