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Funding Guidelines

SCPF Funding Guidelines

I. Purpose

The SCPF offers financial and educational support for culturally significant programming and initiatives coordinated by students, faculty, and staff on campus. The purpose of SCPF is to advance cultural awareness and social justice education, and promote diversity, equity, and inclusion throughout campus. This fee specifically serves to support sociohistorical phenomena experienced and expressed by minoritized and traditionally underserved communities, which encompass social identities at the intersect, including diverse abilities, documentation status, ethnicity, gender, Indigeneity, nationality/global, race, religious, and secular identity, and tribal citizenship and affiliation. Events must be free and accessible to the entire campus. 

II. Applicant Eligibility

Any student organization affiliated with the University of Illinois and / or university program or department may apply for funding from the SCPF. However, student organizations are encouraged to utilize SORF first.

III. Funding Guidelines

1. Programs must meet the purpose of the SCPF as stated above.

2. Programs or events must be free to University of Illinois students, faculty, and staff and be presented within the academic year.

3. Requests for speakers or performers must include biographical and / or press release information.

4. Requests for professional entertainers more than $5,000 (performance fee plus expenses) must be co-sponsored by State Farm Center, Krannert, StarCourse, Illini Union or Illini Union Board (Student Code Section 2-507). Requests for exception must be made to the Coordinating Committee on Entertainment Events.

5. Speaker fees/Artistic/Professional Contractual Services payments must be made directly by a UIUC campus unit or student organization working directly with the Registered Student Organization Office, not by an individual student. A contract or letter of agreement must be signed by the payee and the organization/department being reimbursed for services. Speaker fee/lecture fee payments must be:

• for an individual (only those listed on the original application)
• no more than $5,000
• for participation in an activity for which that individual does not normally require a fee or perform to make his/her living (e.g. brief remarks, presentation, speech, panelist, lecture)

Payments that do not meet these criteria are considered professional services. Please see the University's policy regarding honorariums for additional information.

Individuals to receive payment for contractual services must complete a Vendor Information Form before payment can be made. Indicate on the SCPF application form must indicate whether the payee is not a U.S. citizen. Information on completing a vendor information form can be found on the OBFS Website.

6. Payments for speaker fees/artistic/professonal contractual services must be made directly by a sponsoring University department or by an RSO through their RSO account. Contracts or letters of agreement must be arranged, signed and approved by the RSO office or by a sponsoring University department before the event occurs. 

7. Please be aware that any entity (e.g. entertainers, caterers, etc.) that does business with the University is required to have adequate insurance coverage to protect both the vendor and the University in the event of a liability claim. SCPF funds may not be used to pay any vendor not in compliance with these policies. Please see Campus Risk Management for further details.

8. Requests for more than $3,000 require unanimous approval of all voting members present.

9. Applications for funding will be considered only for future events. Any events that have occurred prior to allocation hearings will not be reviewed by the SCPF Funding Board.

10. No more than 80% of a program’s budget will be funded. By the end of the event, each department/organization is responsible for covering all expenses for funded programs, services and activities utilizing resources in the unit's current account. Applications that have indicated other sources of funding (e.g. SORF) will receive greater consideration.

11. All advertisements, flyers, brochures, newsletters, etc., of events funded by the SCPF must have the following phrase printed on them: PAID FOR BY THE STUDENT CULTURAL PROGRAMMING FEE. Failure to do so may result in the withdrawal of funding.

12. There must be at least one staff member and minimum of six (6) students present during the hearings to have quorum. Allocation meetings can only occur if quorum is met.

13. The SCPF Student Advisory Board will make funding recommendations to the Vice Chancellor for Student Affairs based on the event applications submitted and presented during the allocation meeting. The Vice Chancellor for Student Affairs will make the final approval. Funding is NOT guaranteed until the Vice Chancellor gives final approval. Any commitments made by the applicant prior to final approval are at the risk of the applicant.

IV. Funding Restrictions

What the SCPF will not fund includes, but is not limited to:

1. Projects, activities, or services found in violation of state law and/or university rules, regulations, policies, and procedures or activities

2. Strictly social events and dances

3. Gifts (any form of recognition) and/or Giveaway items unless the giveaway item is directly linked to the educational purpose of the program.

4. Food UNLESS integral and culturally relevant to the program

5. Events that are proselytizing in nature

6. Closed events

7. Expenses to attend conferences

8. Travel for UIUC students/faculty/staff

9. Postage

10. Publications/printing not also in English

11. Political endorsements

12. Expenses for fund raisers

13. Equipment purchases

14. Wages or salaries

15. Events held off-campus (beyond 10 miles of Turner Student Services Building)

16. Purchase of alcoholic beverages or any activity or communication which incorporates a reference to alcoholic beverages or promotes or is supported by an alcoholic beverage manufacturer, distributor, sales organization or vendor

17. Payments to members of a campus organization for services rendered to that organization

18. Honoraria and/or salary or service payments to University faculty, staff, and/or students

19. Purchase of any book, video, or DVD that is available at the Urbana campus Undergraduate Library unless directly linked to the educational purpose of the program.

V. Application Procedures

OIIR Porgramming Fund Request

  • OIIR professional staff representative can request up to $10,000 for programs held throughout the academic year.
  • Applications must be completed online through the WebTools form. These will be emailed to the OIIR directors at the beginning of the semester.They can be submitted at any time until the Monday before the last Fall allocation meeting.
  • Attendance at the assigned allocation meeting may be required if the board has questions or concerns about the request.
  • Applications do not have to give specific budget information for each program, but SCPF funds must be spent in alignment with the SCPF guidelines. Purchases outside the guidelines can result in removal of funds.
  • Award of one-time budget request does not prohibit future requests, but future requests would need to follow the event request procedures.

Event Requests

  • Any student organization affiliated with the University of Illinois and/or univesity program or department may apply for an event request.
  • Applications must be completed online through Involved at Illinois 5 p.m. on the posted submission deadlines.
  • Any application submitted beyond the deadline and/or outside of the designated event date frame must be resubmitted for the correct funding period. Applications will not be held for future allocation meetings.
  • Attendance at the assigned allocation meeting may be required if the board has questions or concerns about the request.
  • Each student organization and university program, unit or department is limited to five applications per semester. (NOTE: The last allocation hearing in April will count for the following Fall Semester. The last allocation meeting in December will count for the follwoing Spring Semester). 
  • Only one application per event will be considered. Any duplicate applications submitted by more than one unit or organizaiton will not be considered for funding.
  • The funding committee reserves the right to refuse any incomplete applications for review. Submitting a detailed budget for your event is important. The Advisory Board will make allocation decisions based upon the line item expenses listed in the application budget.

VI. Submission Deadlines and Allocation Meetings:

One-time requests must follow the application and allocation schedule located on the website here.

VII. Reimbursement Procedures:

1. Funds will be disbursed after approval from Vice-Chancellor of Student Affairs.

2. Any significant changes to the program should be reported to the SCPF via email. These include but are not limited to changes in date, program structure, speakers, or budget. Certain changes may require re-submission of the application.

  • For OIIR programming requests, a summary report would be provided by May 31. Unused funds will be returned to SCPF starting June 1.
  • For event requests the following must be provided within 30 days:

Itemized receipts: all receipts must be intact, clean and legible as to show necessary expense information (Store name, itemized amounts, tax, total amount, etc.). Personal expenses should not be included on receipts; if personal expenses are included, the individual is responsible for figuring the eligible reimbursement amount (including tax). Each receipt should be taped to an 8.5” x 11” sheet of paper and include the payor's name. Please do not tape over the type on the receipt as it removes the ink on the receipt. Non-English language receipts must be translated into English for reimbursement. 

Final report: This includes the final report form, copies of publicity, and the vendor information form if using artistic/professional/outside vendor.

Unused funds must be reimbursed to SCPF.

All purchases made outside the SCPF guidelines may prohibit future funding requests and/or require full reimbursement to SCPF of funds awarded.

VIII. SCPF Appeals Process:

The SCPF policy provides any registered student organization, university program, or department with the right to appeal and request a second meeting on any denied allocation decision. The SCPF Advisory Team will then review a decision pertaining to specific allocation(s). This process is to give applicants an additional opportunity to present any clarifying information to the Advisory Board that they believe proves that the application in question should have been funded under SCPF policy.

Submission of a new application is required to fund a different item, expense, or other application change not included in the original SCPF application or meeting.

In order to file an appeal, please email: scpf@illinois.edu, with the follwoing information and "REQUEST FOR APPEAL: [Hearing Date and Application Number]" in the subject line. If the appropriate information is not provided, the SCPF Advisory Board is under no obligation to move your appeal forward.

  • Name of Applicant:
  • University of Illinois Affiliation:
  • Name of Organization:
  • Phone:
  • E-mail:
  • Funding Period of the Original Request
  • Description of Original Request
  • Brief description of why an appeal is sought

Requests for appeals will be submitted to the Director of OIIR. The Director will coordinate with the VCSA's Administrative Assistant to provide the VCSA with a comprehensive appeals package comprised of the original SCPF application, an up-to-date SCPF financial ledger, and communication outlining SCPF allocation decisions.

The applicant requesting an appeal may submit any documenation to the VCSA, which they believe would justify a reconsideration of the application's request for funding and/or allocated amount. The VCSA will notify all members of SCPF leadership with their final determination within 14 business days from the appeal submission date.