Phonathon Funding Request Packet
Forms and Instructions
for 2005-06
Includes:
Process (1 page)
Criteria (1 page)
Other Guidelines and
Important Information (2 pages)
Funding Information* (2
pages)
Budget worksheet* (1
page)
Qualification Checklist (1
page)
Redemption Clause (1
page)
*Must be filled out by
organization representative.
Phonathon Application Process
Step 1: Each
organization must meet the criteria listed on the criteria sheet. If you feel you do not meet the criteria contact
the Phonathon Director Ben Allen at (benallen@uky.edu). The criteria checklist is concerned with
events starting with Freshman Orientation; any items not checked for a calendar
year from date of Phonathon Request submission will
mean the denial of Phonathon funds.
Step 2: Fill out the Phonathon
Funding Request Packet and submit to ESC mailbox, located in the Dean’s office. This must be done 3-4 weeks before the
event has occurred.
Step 3: The Phonathon Director will fill out the Qualification
Checklist. He or she will determine
whether or not your organization will be granted the opportunity to request
funding at an ESC meeting. Once the checklist
is completed, he or she will mail it to your organization’s campus address (with
approval or denial) within 2 weeks of packet submission.
Step 4: Following request approval by the Phonathon Director, the organization will need to give a
2-5 minute presentation at the ESC meeting on the date stated on the approved
Qualification Checklist.
Step 5: Following a
presentation at the ESC meeting, the ESC Executive board will evaluate the packet
and presentation. The Executive board
will discuss the packet with Dean Lester or Associate Dean Hancher,
who will have final approval. Outcome
will be determined within one week of presentation at the ESC meeting.
Note: The ESC EXEC
Board consists of the following ESC officers:
President, Vice President, Secretary, Treasurer, Phonathon
Director and FESC Coordinator.
Criteria to Receive Phonathon
Funds
Each student organization
must be active in the Engineering Student Council. To be considered active, you must:
1.
Have a representative at a minimum of two-thirds of the ESC meetings.
2.
Participate in one of the following committees: Spring Career Fair, Golf
Scramble, Spring Picnic, Engineers Day, Fall Retreat, or Publications.
3a. All organizations, excluding Honor Societies and
Graduate Student Organizations:
Participate in
Freshman Orientation:
3b. Honor Societies and Graduate Student Organizations:
Help
with tutoring 6 times per semester.
All student organizations:
4.
Have up-to-date information on file by September 14th. This includes:
5.
Be represented at the ESC Fall Retreat.
6. Send a representative
to the Alumni Homecoming Event.
7. Participate in Engineers
Day:
8. Submit end-of-year updates to the ESC President by April
25th. This includes:
a. Summer
contact information for the coming year’s officers.
b. Updated College of Engineering Student Handbook entries.
9. Submit a summary within two weeks of completion of the
event to be used in Quadrangle: It should include how the money was used for the
event, how it benefited your organization, and please include pictures, awards,
etc.
Note: If your organization
does not meet the stated criteria, please see the redemption clause at the end
of this packet and contact the Phonathon Director.
Other Guidelines
1.
Only registered student organizations may request funding. The amount received by each organization may
differ depending upon the organization’s size, involvement in College of
Engineering events, and services performed
2.
All funding request bills must be legible (preferably
typed), and filled out correctly. You cannot substitute a
different format in place of this application. It is available on the ESC’s web site at http://www.engr.uky.edu/~esc/phonathon.
3.
All funding request bills must include an itemized budget of
all expenses. Note
the items you are requesting ESC funding for and those items you will purchase.
4.
The ESC Executive Board will review and approve all requests
presented at an ESC meeting. A representative must
appear in person at the meeting and give a 2-5 minute presentation. The time and date for the representative to
speak will be give upon approval of the submitted Phonathon Request Packet.
For more information please review the Process on page 1 of this packet.
5.
Phonathon money is donated by
College of Engineering Alumnus. Due to the many important events that need
funding, there are certain items that ESC will not approve funding for. These
items include:
·
Food
and beverages (excluding cases of large meetings, special speakers etc.)
·
Non-university
printing services
·
Subscriptions
·
Taxes
·
Management
or consulting fees
·
Organizational
membership dues
·
Personal
gifts, donations, or contributions
·
Financial
aid or scholarships
·
Expenses
incurred prior to ESC approval
6.
You must give proper credit to sponsors. Have “Funded Partially by Engineering Student
Council using funds donated by College of Engineering Alumni” displayed at
event, or hand out.
7.
ESC is not
responsible for expenses that exceed the approved allocation.
8.
Funding Request Packet must be handed in a month before date
of event
If
you have questions or need assistance, call the ESC office at 257-2873 or email
Phonathon Director Ben Allen at benallen@uky.edu.
Title of Request:
_______________________________________
Amount Requested:
____________________________________
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Organization Info: |
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Organization: |
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Campus Address: |
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City, State, Zip Code: |
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Contact Info: |
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Name: |
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Day Phone/Night Phone: |
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Advisor Info: |
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Name: |
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Phone: |
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Email Address: |
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Event Details: |
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Date: |
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Who will be involved with the event? (For example:
members only, engineering students, general public, etc.) |
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If the event is
conference, please list all attendees: |
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Describe your funding request in detail. Include specific descriptions of
the items you request Phonathon funding for. (Include mission and purpose of event)
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Have
you tried to request funding from your department or the Engineering Alumni
Association? |
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Explain
the benefits of your project(s) or event(s) to the University of Kentucky
campus community and/or the College of Engineering. |
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List
and describe activities, events and service projects your organization has
been involved with during the past two years excluding mandatory College of
Engineering Events as listed on Criteria Sheet. |
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Requested Funding From Engineering
Student Council Phonathon |
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Total Requested Funding |
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Please use the below lines for any further explanation of
expenses (if necessary):
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Qualification Checklist
Will be filled out
by ESC Phonathon Director
YES NO Have a representative at a minimum of two
thirds of the ESC meetings.
YES NO Participate in one committee
YES NO Participate in Freshman Orientation (non honor
societies)
Or
YES NO Help with tutoring 6 times a semester (honor
societies and grad student orgs)
YES NO Information on file is up to date by September
14th. This includes:
o An
updated list of officers with phone number and e-mail addresses on file in the
ESC office
o A
roster of membership in the ESC office
o Copy
of organizations by-laws or constitution on file in Dean’s office
YES NO Be represented at the
ESC Fall Retreat.
YES NO Send a representative to the Alumni Homecoming
luncheon
YES NO Participate in E-Day
YES NO End of the year updates must be given to ESC
by April 25th , including:
o Summer
contact information for the officers that will be in office in August.
o Updated
College of Engineering Student Handbook entries
YES NO Submitted information for quadrangle for all
events that used Phonathon funds
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Approved Please be ready to present your Phonathon
Funds Request ESC meeting on _________ _____________________________ |
Denied Reason: |
If you have any question please
contact Ben Allen at benallen@uky.edu or 229-7504
Redemption
Clause
If one
of the criteria was not satisfied then the organization must complete the
redeeming task before request for Phone-a-thon funds will be considered.
If
the organization was not represented at two thirds of the ESC meetings then
two members of organization must sign contract to attended the rest of the
years ESC meetings
If
rep is not on a committee then they must immediately join the committee
selected for them by the EXEC board.