The University of Akron utilizes a portion of students’ general service fees to provide financial assistance to registered student organizations and other student activities on our campus. This fund is called the Extracurricular Activities Fund (EAF). The Extracurricular Activities Fund exists to encourage programs, activities, leadership development, and other diverse opportunities to direct the University student toward a more valuable college experience. The application process for an EAF grant begins with the explanation and distribution of budget packets in October. Grant requests are usually due in September with final allocations determined in October. The University’s fiscal year extends from July 1 to June 30.
Grant Request Policy
The Extracurricular Activities Fund (EAF) policies and guidelines for allocations and expenditures help to provide a framework for fair and consistent allocation from a limited source to an ever-increasing number of requesting organizations. In addition, the EAF process provides a method of ensuring that EAF monies are utilized to support the University's educational and developmental mission via co-curricular activities.
Guidelines and Conditions for Allocation Decisions and Procedures
A. The following criteria is taken into account in the determination of EAF allocations:
The size and composition of the organization and scope of the student body served by the grant.
Efficient use of past funding is a key consideration. Has the group expended their allocation in the manner previously presented to SOPAC Committee? Budget Services records are utilized in the EAF budget process.
Are the programs, activities, services, and related expenses in accordance with the purpose and objectives stated in the organization's constitution on file at the Office of Student Services and Support?
Are the programs, activities, and services of a true co-curricular nature, i.e., is the EAF an appropriate funding source? Would other sources by more appropriate?
Do the programs, activities, and services demonstrate sound financial responsibility? Are the expenses cited reasonable?
Was the grant request neatly and thoroughly prepared? Were all the required documents attached? Was it signed by all appropriate individuals? Were all questions answered? The SOPAC committee will give a 5% penalty to groups who poorly or improperly prepare their requests. Remember to number pages, use the correct form, provide descriptions of programs, check your math, answer all questions, and provide documentation.
What other funding sources does the organization have?
Are projects creative and innovative? Is the group realistic about the amount of funding being requested?
B. Requests for and expenditures, in the EAF process can only be for events or activities occurring during the fiscal year July 1 until June 30. In order to process all requisitions by fiscal year, all requests must be turned in to the Coordinator of Student Activities by the first Monday in October of each year.
C. All expenditures of EAF must be in accordance with all local, state, and national laws.
D. The financial records of all organizations receiving EAF monies may be audited at any time by the administrative team at The University of Akron Wayne College or by direction of the Senior Director of Student Life and Enrollment. Any improper use of funds may warrant disciplinary action.
E. All EAF grant requests must be typed and signed by all appropriate individuals and have pages properly numbered. These forms are obtained below:
For the Annual EAF Request process, student organizations are required to submit four (4) complete copies of the EAF funding request to the Coordinator of Student Activities by the Annual EAF Grant Request deadline. Generally, annual funding requests are due on the first Monday of October.
The Annual EAF Grant Requests are reviewed by members SOPAC (Student Organizations & Programming Allocation Committee). SOPAC members consist of two representatives of the Student Senate (President and Treasurer), Director of Business, the Senior Director of Student Life and Enrollment, the Coordinator of Student Activities, and a student body representative. Adviser(s) and/or student club representatives are strongly encouraged to attend the annual SOPAC meeting to help explain EAF Grant requests.
Review Committees base the initial recommendations on EAF regulations and the clarity and thoroughness of the submitted written request.
Following the review of the written request, the Coordinator of Student Activities will prepare written allocation recommendations and make those recommendations available to those groups that applied for funding.
For those student organizations that are satisfied with the initial recommendation, no further action is required. That recommendation will be submitted to the Senior Director of Student Life and Enrollment for review and final approval.
For those student organizations that wish to contest the initial recommendation, those organizations must contact the Coordinator of Student Activities to schedule a Review Hearing. This Review Hearing must be scheduled by the indicated deadline.
After this Review Hearing is conducted, the SOPAC committee reviews the original recommendations and revises the recommendation if revision is deemed appropriate. This final recommendation is made available to the organization and forwarded to the Senior Director of Student Life and Enrollment Management for review and final approval.
It is strongly suggested that those organization members participating in the Review Hearing be those students primarily responsible for the preparation of the EAF Grant Request.
If a group is unable to attend their scheduled Review Hearing, request for hearing schedule change must be received at least 24 hours prior to the initially scheduled hearing. If the change is rescheduled by this deadline, there will be no penalty to the organization. If this deadline is not met but the hearing is rescheduled during the posted review hearing period, a 10% penalty will be assessed to the final budget allocation of the organization.
If the student organization fails to attend any of the scheduled review hearings, the group is subject to funding denial by SOPAC.
Any member of SOPAC, who is an active member of an organization being reviewed, must remove himself/herself from committee deliberations until the recommendation of that group is finalized.
G. All monies allocated through the EAF process must be maintained in an EAF account.
H. Travel Requests and Expenditures:
All travel requests must be made by completing FORM IV - Travel Request Form. Complete one form per trip.
Groups must attach to their budget request printed material (most current) to explain the workshop, conference, convention, or competition to the EAF funding committees. These materials must be printed by the sponsoring national/local organization and not self-generated by the student group. Travel requests without this documentation cannot be funded. Required documentation cannot be accepted after your request has been submitted or at the hearing.
Travel requests may be honored if such travel is consistent with the purpose of the organization. The Senior Director of Student Life and Enrollment Management cannot fund travel that is predominantly pleasure, entertainment, social, or recreational in nature due to the limited funding available to groups. EAF monies are allocated for travel to professionally organized events. The required documentation will verify the nature of the travel.
EAF monies will fund a maximum of $1,000 per trip.
EAF monies may be allocated to pay for adviser's travel expenses provided that justification is furnished on FORM IV. Non UA student travel expenses will not be funded.
EAF will only provide travel expenses for three (3) organized trips, excluding local field trips, in one fiscal year.
The maximum number of students funded to attend a workshop, competition, or conference is five (5) persons unless extraordinary circumstances exist.
EAF funds will not cover late registration fees. Only the pre-registration fee will be considered.
Food will not be funded.
Lodging costs will be limited to a maximum of two (2) rooms per night. The Senior Director of Student Life and Enrollment Management reserve the right to not fund lodging costs.
Allocations and expenditures will only be made for reasonable transportation costs.
For rental vehicles, no more than two (2) cars or one (1) van will be funded. For private vehicles, reimbursement may be funded ($.30/mile) for no more than two (2) vehicle (cars).
Airfare is not funded within a 250 mile radius of The University of Akron.
Competitions for which a group must qualify cannot be considered until the group qualifies. After the budget submission deadline, the group may submit a Contingency Request or secure outside funding. Exceptions to this policy are permitted if granted by Senior Director of Student Life & Enrollment Management.
Should an organization request travel expenses for more than three trips, EAF will fund, if deemed reasonable, registration costs only for up to three individuals (or one team) for the fourth travel request and beyond. Lodging, transportation, and any other expenses will not be funded.
The three trip limit does not apply to local Field Trips or Tours . Requests for local field trips or tours must also be made on FORM IV and be accompanied by supporting documentation from the source of the trip, if possible, or from the group's faculty adviser. Past records will be checked to see if these activities have occurred.
Organizations must realize that EAF monies are limited and cannot act as the sole source of funding for travel. The organization and its members who travel must assume some financial responsibility for travel expenses.
I. Groups must cite at least 20% of their total expenses as income toward the EAF grant request. This 20% must be shown on FORM V - Summary Sheet. The Senior Director of Student Life and Enrollment Management will calculate the 20% income if the group fails to do so.
J. Misrepresentation or falsification of requests during the allocation process or the misuse of funds may result in the loss of future EAF funding. All student organizations and activities receiving EAF monies are equally bound to these guidelines.
K. The Senior Director of Student Life and Enrollment reserve the right to make exceptions when it will best serve the interest of the student body. The Senior Director of Student Life and Enrollment may modify these guidelines for emergency situations. All new guidelines will be equally imposed on all funded groups.