Below is the calendar for when students should be applying for programming funding for each week of the quarter as well as a helpful chart listing when you should be filing forms, applying for funding, making requests, etc.
What are Programming Funds?
Programming funds are granted for events that are open to the entire undergraduate student body at UC San Diego. Some examples of events that have received programming funds include general body meetings, study jams, concerts, speaker events, and cultural shows. For the 2021-2022 academic year, A.S. will fund virtual, hybrid, and in-person events.
A.S. will only fund virtual events for Week 0-2; Week 3-5 will have Outdoor/Virtual/Hybrid events funded.
What are the requirements to receive Programming Funds?
The following list includes all the information you must gather before your event and document in your funding application.
What are the Maximum Funding Allocations?
Virtual Event Attendance
- The applying student must be a principal member of a registered student organization.
- Estimated number of students attending your event.
- Price estimates for all items. If you seek funding for tip/tax, it must be listed and provided by the vendor, not self-calculated.
Room confirmation/temporary hold clearly showing the following:
- Name of event
- Name of Student Organization
- Date and time of event
Should your expected attendance be higher than the room capacity listed, A.S. will only fund your student organization for the room capacity. For example, if your event will have 300 students, but your room only holds 50, A.S. will only fund your event for an expected 50 students. For good practice, we recommend that you have all attendees pre-register for the event to ensure privacy and security.
Confirmation or proof of temporary hold that the room is reserved for said date and time.
Failure to attach room confirmation and/or Zoom/hosting information(meeting ID and Passcode)/proof of temporary hold will lead to automatic denial without the option of appeal. Google Calendar/Calendar events are not acceptable forms of confirmation. Should a facility use a calendar for confirmation, other documentation must be provided. Examples include but are not limited to: letterhead from the facility, an email with information and contact from the facility coordinator, etc. To ensure your documentation is acceptable, contact the Sr. AVP of Student Organizations.
If your event is occurring on Library Walk, each spot has a listed room capacity of 2. If your event is on library walk, please estimate the number of people who will actively engage with your event and list that instead. A.S. will not fund any off-campus events or venues.
Your event must be open and accessible to all UCSD undergraduate students in all ways.
Your event cannot charge admission, attendance fees, mandatory donations, or any other required fiscal contribution. No money given to your student organization by A.S. can go toward permanent items (this will be discussed in detail further). Failure to comply with these rules will lead to automatic denial of funding and penalization for student organizations found in violation.
For the 2021-2022 academic year the funding cap for virtual events will be $300, regardless of the expected attendance. You must ensure proper advertisement of the event on all applicable social media platforms and the login settings must be adjusted to only allow UC San Diego students for security purposes. All allocated funding for virtual events can be used for virtual games and ads for the event, as well as any similar items. Please contact the Sr. AVP of Student Organizations or A.S. Financial Controller, for any questions regarding what can be funded.
In-Person & Hybrid Event Attendance
To make funding convenient and equitable, A.S. uses a maximum allocation amount based on the event attendance. Each event's attendance maximum allocation is subject to change per quarter as UCSD campus policy is updated. The maximum funding allocation per event is $5000. A maximum of $250 of the total approved amount can be allocated towards flyers for promotion on campus:
Notes on Funding Allocations:
Expected event in-person attendance*….
- 1-25 undergraduate students
- 26-50 undergraduate students
- 51-150 undergraduate students
- 151-350 undergraduate students
- 351-500 undergraduate students
Student Orgs can request up to….
- Funding is based solely on the expected number of undergraduates attending the event. This estimated attendance is only for Undergraduate UCSD students.
- Attendance numbers are monitored through Post Event Evaluation Forms (See PEEFS) and visitations by Associated Students Office of Student Organizations and Finance and Resources. Significant failure to meet expected attendance may be met with penalization.
- A.S. will only fund up to the budget allocation for each quarter. Principal Members will be alerted as funding is running low.
- Hybrid events will follow the In-Person Event Attendance Allocation and receive an extra $50 toward their virtual options for the event.
- The Student Organization Funding Advisory Board will confirm your virtual screen option for Hybrid events to ensure it complies with event guidelines.
Price Estimates (Price Quotes and Invoices):
A price estimate is any written documentation from a vendor stating the cost of the good or service. Price estimates should be as detailed as possible, displaying the exact price for each of the goods or services as well as the vendor’s information. Price estimates for individual items are required in your programming application.
Any item lacking vendor documentation of price will not be funded. As such, if you seek reimbursement for tax, gratuity, or delivery fees, you must include a price estimate for this. These fees cannot be self calculated and must be included by the vendor.
Acceptable forms of price estimates include but are not limited to:
REMINDER: A.S. will not fund any rush fees for delivery. It is the responsibility of the student organization to ensure their application is submitted in time for delivery.
A.S. operates on the Majority Criterion policy, which means that A.S. may deny an entire Programming Funds application if too many items are unable to be funded.
- An email invoice from vendor
- Formal itemized documentation or receipt from vendor
- Photos of the menu with prices and selected items marked or circled in the image (Using this option will not account for tax).
A.S. advises that no student organization ever signs a contract with a vendor. If you require a price estimate but your vendor is requiring a signed contract, please contact the A.S. Office of Finance and Resources at firstname.lastname@example.org or the A.S. Office of Student Organizations at email@example.com to resolve this issue.
Notes on Room Confirmation:
- To restate, failure to attach room confirmation or Zoom/hosting information (Meeting ID and Passcode) leads to immediate denial without appeal.
- A.S. will not fund any off-campus events or venues.
Google Calendar/Calendar events are not acceptable forms of confirmation
- Should a facility use a calendar for confirmation, other documentation must be provided. Examples include but are not limited to: Letterhead from facility, email with information and contact from facility coordinator, etc. To ensure your documentation is acceptable, contact the Sr. AVP of Student Organizations.
- If your room confirmation status remains at pending, we will accept any proof showing the room/venue as pending and will expect to receive an official room confirmation two weeks before your event takes place.
FUNDING REQUEST PROCESS
Applying for Programming Funds:
Multi-Day Event Applications:
- Visit as.ucsd.edu
- Hover over the finance tab on the top and select Apply for Funding
- From this site, hover over the finance tab and select login
- Enter your Student SSO information
- Click Create New Programming Application: You cannot create a new application until you have first completed the A.S. funding quiz. If you get to this page without having completed the A.S. funding quiz, simply complete the quiz and follow the directions as listed.
- Enter all information as requested including details about your event and items you are requesting for funding. Upload room confirmation documentation and all supporting price estimates for each item.
- Submit your application by your event date’s deadline (see Programming Deadlines on page X).
A.S. understands that some events last several days. For these multi-day events please submit a new funding request for EACH day using the prior steps. All documents must have the correct date listed for the event. All other rules apply.
Additional Information for Applying:
SYSTEM ERROR DISCLAIMER:
- Funding Requests must be submitted no later than six weeks prior to the event or by the event date’s application deadline (see Programming Deadlines on page X) . A.S. will only review applications on A.S. working days.
- The automated server that hosts the application closes on Fridays at 11:59pm. Please be aware that the SUBMIT button must be clicked prior to the 11:59pm deadline. Failure to submit by the deadline due to timing issues is not a valid excuse. The online system will automatically log you off should you remain on the page for too long. Failure to submit due to a log off error is not an acceptable excuse.
- The funding system will only accept price estimates as an image or PDF. Please DO NOT submit documentation as a word document or an excel spreadsheet.
- A.S. may contact your student organization with requests for extra information. If so, ensure that this information is submitted prior to 5pm on the Wednesday following contact. You are now able to edit the applications online. Please confirm with the Sr. AVP of Student Orgs when you have completed the changes requested.
- You will automatically be emailed when the application is being processed, when comments are added, or when information is requested. You can also check your application status online using the funding website.
- It is the responsibility of the student organization to properly submit a funding request. A.S. is not responsible for the submission of incomplete or incorrect funding requests. Please double check all information before submitting the application.
- No late funding requests will be accepted unless there is a verified system error. If A.S. cannot verify a system outage with the IT department, the student organization must provide sufficient and appropriate evidence showing the system error. It is up to the student organization to provide satisfactory documentation in instances where A.S. cannot verify the system outage. Failure to do so will result in a denial of a student organization’s petition for a late funding request submission.
- If you believe you are encountering a system error, please contact the Sr. AVP of Student Organizations at firstname.lastname@example.org and the Financial Controller at email@example.com ASAP explaining the error you are encountering. Attach evidence documenting the error to the email.
Timeline of Events for Programming Funding
Your application for programming funding will be reviewed by the Student Organization Funding Advisory Board (SOFAB) in the week following your submission. The following is the timeline of events post-submission:
Programming Funding Appeals Process:
- Friday of Funding Deadline Week: Student organizations must submit their funding requests by 11:59pm for the Sr. AVP Student Organizations to review their applications.
- Monday of Following Week: SOFAB will meet and review all of the funding requests and either approve the request, request the student organization to make necessary changes, or deny the request.
- Wednesday 5pm: Student organizations need to have submitted any documentation to address any questions from the Sr. AVP of Student Organizations/Financial Controller.
- Friday of Following Week: The Financial Controller will make the final approvals for the funding requests and results/allocations will be posted to the A.S. Funding Request Website.
Should you be dissatisfied with your allocated amount, you may be eligible to appeal the decision. Only programming funding requests can be appealed. If you have any questions with the following information, please contact the A.S. Office of Student Organizations at firstname.lastname@example.org.
Funding appeals are reviewed by the A.S. Finance Committee, not the A.S. Office of Finance and Resources.
You can find the appeals application and appeal the application on the original event funding application under the tab File Appeal.
- A completed appeal form must be submitted alongside any supporting documents no later than 15 A.S. working days before the event on the Funding Request Website. Application must be submitted prior to 11:59 PM on the aforementioned deadline. Only one application may be submitted for any particular event.
- A.S. will accept no late appeals. Appeal forms and supporting documents cannot be modified after the submission deadline has passed.
- Only items submitted with the appeal form will be considered when the appeal is reviewed. As such, all supporting documents must be attached to the appeal form. If statements in the appeal form cannot be correlated to documentation attached, it is highly unlikely your appeal will pass.
- If a TAP is required for your event, it must be started before submitting the appeal.
- Once a review is completed, your organization will receive an email with the results.
Appeals will not be reviewed under the following circumstances:
If your event has been postponed from the date listed in the initial request. (If your event is postponed due to an act of nature or campus emergency accommodations can be made.)
- If your initial funding deadline was missed.
- If your funding request is for $5.00 or less.
Event Funding Timeline
6 Weeks Prior
Step 1: Apply for Funding from AS
5 Weeks Prior
Step 2: Receive Funding Confirmation
Applications will be Approved or Denined
4 Weeks Prior
Approved Step 3: Begin TAP Process
Denied Step 3: Begin TAP and Appeal Process
- No less than 21 days prior to event
- TAP must be completed in order to subit an appeal
3 Weeks Prior
Approved Continue TAP Process
Denied Continue TAP and Appeal Process
2 Weeks Prior
Approved Finalize TAP Process
Denied Finalize TAP and Appeal Process
1 Week After
Step 6: Submit Reimbursement REquest to SLBO
Step 7: Return Post-Event Evaluation Form (PEEF)
- No less than 14 days following event
- Within 10 AS working days following event
2 Weeks After
Please Allow a minimum of 3 Weeks for Processing
Expect a longer turnaround at the end of the school year
Please Note: From here on out, the phrase “A.S. working days” will be mentioned and will refer to a standard day of the working week, excluding all weekends, holidays, and academic breaks.
|For Events Between
||Apply for funding no later than
||In order to be reviewed by
|Nov 1 - 7, 2021 (Week 6)
||Fri, Sep 24, 2021 at 11:59pm
||Fri, Oct 1, 2021
|Nov 8 - 14, 2021 (Week 7)
||Fri, Oct 1, 2021 at 11:59pm
||Fri, Oct 8, 2021
|Nov 15 - 21, 2021 (Week 8)
||Fri, Oct 8, 2021 at 11:59pm
||Fri, Oct 15, 2021
|Nov 22 - 28, 2021 (Week 9)
||Fri, Oct 15, 2021 at 11:59pm
||Fri, Oct 22, 2021
|Nov 29 - Dec 5, 2021 (Week 10)
||Fri, Oct 22, 2021 at 11:59pm
||Fri, Oct 29, 2021
|Dec 6 - 11, 2021 (Finals Week)
||Fri, Oct 29, 2021 at 11:59pm
||Fri, Nov 5, 2021
|No AS funding for events from Sunday, Dec 12, 2021 to Sunday, Jan 2, 2022 due to Winter Break
|Jan 3 - 9, 2022 (Week 1)
||Fri, Nov 5, 2021 at 11:59pm
||Fri, Nov 12, 2021
|Jan 10 - 16, 2022 (Week 2)
||Fri, Nov 12, 2021 at 11:59pm
||Fri, Nov 19, 2021
|Jan 17 - 23, 2022 (Week 3)
||Fri, Nov 19, 2021 at 11:59pm
||Fri, Nov 26, 2021
|Jan 24 - 30, 2022 (Week 4)
||Fri, Nov 26, 2021 at 11:59pm
||Fri, Dec 3, 2021
|Jan 31 - Feb 6, 2022 (Week 5)
||Fri, Dec 3, 2021 at 11:59pm
||Fri, Dec 10, 2021
|Feb 7 - 13, 2022 (Week 6)
||Fri, Dec 10, 2021 at 11:59pm
||Fri, Jan 7, 2022
|Feb 14 - 20, 2022 (Week 7)
||Fri, Jan 7, 2022 at 11:59pm
||Fri, Jan 14, 2022
|Feb 21 - 27, 2022 (Week 8)
||Fri, Jan 14, 2022 at 11:59pm
||Fri, Jan 21, 2022
|Feb 28 - Mar 6, 2022 (Week 9)
||Fri, Jan 21, 2022 at 11:59pm
||Fri, Jan 28, 2022
|Mar 7 - 13, 2022 (Week 10)
||Fri, Jan 28, 2022 at 11:59pm
||Fri, Feb 4, 2022
|Mar 14 - 19, 2022 (Finals Week)
||Fri, Feb 4, 2022 at 11:59pm
||Fri, Feb 11, 2022
No AS funding for events from Sun, Mar 20, 2022 to Sun, Mar 27, 2021 due to Spring Break
|Mar 28 - Apr 3, 2022 (Week 1)
||Fri, Feb 11, 2022 at 11:59pm
||Fri, Feb 18, 2022
|Apr 4 - 10, 2022 (Week 2)
||Fri, Feb 18, 2022 at 11:59pm
||Fri, Feb 25, 2022
|Apr 11 - 17, 2022 (Week 3)
||Fri, Feb 25, 2022 at 11:59pm
||Fri, Mar 4, 2022
|Apr 18 - 24, 2022 (Week 4)
||Fri, Mar 4, 2022 at 11:59pm
||Fri, Mar 11, 2022
|Apr 25 - May 1, 2022 (Week 5)
||Fri, Mar 11, 2022 at 11:59pm
||Fri, Mar 18, 2022
|May 2 - 8, 2022 (Week 6)
||Fri, Mar 18, 2022 at 11:59pm
||Fri, Apr 1, 2022
|May 9 - 15, 2022 (Week 7)
||Fri, Apr 1, 2022 at 11:59pm
||Fri, Apr 8, 2022
|May 16 - 22, 2022 (Week 8)
||Fri, Apr 8, 2022 at 11:59pm
||Fri, Apr 15, 2022
|May 23 - 29, 2022 (Week 9)
||Fri, Apr 15, 2022 at 11:59pm
||Fri, Apr 22, 2022
|May 30 - Jun 5, 2022 (Week 10)
||Fri, Apr 22, 2022 at 11:59pm
||Fri, Apr 29, 2022
|Jun 6 - 10, 2022 (Finals Week)
||Fri, Apr 29, 2022 at 11:59pm
||Fri, May 6, 2022
No AS funding for events from Sat, Jun 11, 2022 to Sun, Sep 18, 2022 due to Summer Vacation
|Mon, Sep 19 - Sun, Oct 30, 2022
(Fall 2022 Week 0 to 5)
|Fri, May 27, 2022 at 11:59pm
- Funding request applications must be submitted no later than 11:59pm on the specified application date.
- Organizations will be able to view final allocations within one week after the review process takes place. You will receive an email confirmation detailing where you can see the status of your funding request.
- Events occurring on or after Fall 2022 Week 6 can apply for A.S. funding beginning Fall 2022 during Week 0.
- No appeals will be processed for Fall Quarter Week 0 to 5 events.
Post Event Evaluation Form (PEEF)
All student organizations receiving A.S. funding for an event are required to submit a PEEF within 10 A.S. working days after the event ends. PEEFS can be found on your online funding application. Additional funding will be withheld from any student organization with outstanding PEEFS. A copy of flyers, posters, and other marketing must be attached to your PEEF with the A.S. logo clearly visible.
Paying For Your Event
In many cases, an off-campus vendor who is operating on campus, cannot be reimbursed. Instead, these vendors require purchase orders to be submitted. If you or your vendor has any questions on payment, your Student Life Business Office (SLBO) Fund Manager can answer all questions.
All vendor payments made through your SLBO Fund Manager require an official order/invoice from an approved vendor to your Triton Activities Planner (TAP) event.
- Catering and food orders exceeding $1,000 must be processed via purchase order by your SLBO Fund Manager.
- Catering and food orders less than $1,000 may be reimbursed or processed by your SLBO Fund Manager depending on the vendor. (Please contact your SLBO Fund Manager)
Non-Food Services (party rentals, photographers, etc.)
- All university-approved service vendor purchases of any dollar amount require a purchase order.
If you have any questions about how to make a purchase or receive reimbursement, please contact your SLBO Fund Manager or the A.S. Office of Finance and Resources before making any orders. Assistance is available to all student organizations, but once payments have been made, accommodations for mistakes are difficult and often impossible.
Description of Funding Statuses
When logged into the A.S. finance website ( https://finance.ucsd.edu), you can view the status of your application as it moves throughout the review process. The following are statuses you may see on your application and their explanations.
- Submitted: Application has been successfully submitted for review.
- Under Review: Under initial review by SOFAB.
- Changes Needed: Changes are needed to the application for approval. Details about what exact changes are needed will be stated.
- Approval: Initial approval by SOFAB. Still needs to be reviewed by the Financial Controller, after which the status will change.
- Final Approval: Final approved by Financial Controller. Funding application has been approved with stated funding amounts. An appeal may be filed.
- Denied: Denied after review by SOFAB and Financial Controller. Reasoning will be noted. An appeal may be filed (see page X for more details).
- Appeal Under-Review: Appeal is under review by the AS Finance Committee.
- Appeal Approved: Appeal approved by A.S. Finance Committee. Updated allocated amounts will be stated.
- Appeal Denied: Appeal is denied by A.S. Finance Committee. Reasoning of the Committee will be noted.
Important Event Planning Information
Admission Fees and the Sale of Items:
Per UC policy, A.S. cannot fund events that charge admission fees to undergraduate students in any form. Examples of admission fees include, but are not limited to: tickets for presale, guaranteed entry, or priority entry.
Furthermore, event attendees cannot feel obligated or pressured to donate funds in order to attend or while attending an event. If your event would like to collect donations you may, however the collections may not be near the entrance.
Student organizations are prohibited from charging any fees, even if the fee will be later refunded.
Student organizations may not, under any circumstance, sell items or services that A.S. Programming Funds were used to purchase.
If your organization is found to be in violation of this and is funded by A.S. Programming Funds, your funding may be revoked and your organization will be subject to penalty.
Change of Item/Service:
A.S. understands that the items funded may not be the exact same ones listed in your funding application. We use the idea of comparable goods to determine if the item change is acceptable. If the item change is comparable, such as two foods being interchanged, there is no issue switching which item is purchased, and your organization does not need to inform A.S. However, if the new item is not comparable to the original one, such as changing between a food item and a vendor rental, your organization must submit new documentation or vendor prices to A.S. and obtain A.S. approval before switching to the new item. Failure to obtain approval (when required) may result in withheld funds for non-approved items. All requests and documentation relating to non-comparable goods should be emailed to email@example.com.
- Acceptable: If you requested funding for hamburgers and instead purchased hotdogs.
- Unacceptable: If you requested funding for hamburgers and instead rented a mechanical bull.
A.S. will not adjust the amount of money given to an organization if they switch goods. For example, if you receive $35 for hamburgers and want to instead buy hot dogs, that is acceptable. However, A.S. is still only contributing $35 toward your purchase of hot dogs.
Performance Agreement Fees:
Performance Agreements are funded as contracts rather than reimbursements or purchase orders. When student organizations violate any portion of A.S. Funding Policies, A.S. cannot rescind Performance Agreements as they are contracts from the University. Therefore, when a student organization has used A.S. funds for performance agreements and violated a specific portion of A.S. Funding Policies, the student organization’s funding will automatically be rescinded for the rest of the academic year and the organization will be put on probation.
There is an Artist Agreement fee charged by UC San Diego when a student organization hires a paid performer for an event. A.S. has made arrangements to pay for this fee in an effort to reduce the financial burden placed on student organizations. Student organizations do not need to include this fee in programming funding requests. Please speak with an SLBO Fund Manager if there are questions pertaining to the payment of this fee.
Once your event has received A.S. funding, it cannot change. If you seek to change an event, please submit another funding request. For example, if you are hosting a Medical School Night and you change your event to a volunteer medical clinic night, those are two separate events. You are required to submit a separate funding request.
If your event simply needs rescheduling, please contact firstname.lastname@example.org before making any changes. Failure to obtain approval for any changes will result in A.S. rescinding funding. Event reschedules are possible, however the request for a new date must be submitted to A.S. and your CSI Student Organization Advisor in a timely manner.
Student Organizations that fail to host the event without warning A.S., CSI, and SLBO prior, will face consequences including the loss of funding for the remainder of the academic year. To notify of an event cancellation email the Sr. Associate Vice President of Student Organizations, email@example.com, your CSI Student Organization Advisor and your SLBO Fund Manager.
Any event that receives A.S. funding must be advertised to the UC San Diego undergraduate population. This may constitute emails, chalking classrooms, library walk, social media ads, etc. If A.S. feels as though your student organization did not make a good faith effort to advertise, further funding may be rescinded from your student organization. Any printed/digital/online promotional materials must show the A.S. logo in a clear and visible location. The A.S. Logo can be located at this link: https://tinyurl.com/FGASlogo.
Although student organizations can share the cost of an event, one student organization must be the lead. The leading student organization must request the A.S. funding for the event, fill out the TAP (as there can only be one TAP), make the space reservations, and be the point of contact for A.S. should issues arise. All reimbursements and funding will be sent to the leading student organization. Failure to abide by these principles may result in penalization for both student organizations. All other funding rules still apply. Please contact your SLBO Fund Manager and CSI Student Organization Advisor for help with co-hosted events.
Many student organizations host philanthropic events to try and bring change around the world. A.S. encourages these efforts and hopes to support in any way it can. When applying for funding, A.S. classifies philanthropic events into two categories: Awareness Events and Pure Philanthropic Events. Please observe the descriptions to determine which category your event falls into and how to proceed.
Rentals and Tech Fees:
These events are hosted with the specific intent of raising awareness for a cause or philanthropy. Students at these events must not feel pressured to donate. A donation box may be present, but it cannot be near the entrance or high traffic areas. An event cannot convey that it is a philanthropy with its name or advertising (ex: Fundraising for XYZ). These may not have an admission fee.
These events can receive Programming Funds from A.S. The money received does not need to be repaid after the event. However, any funding given to an awareness event must be used for non-permanent goods going directly back to UC San Diego students. Example: If your student organization is raising awareness for a food drive, any food purchased must be consumed at the awareness event and cannot be donated to the food drive.
Event Example: Student organization XYZ hosts an event called “Rainforest Deforestation Awareness Event”. XYZ hires a speaker to talk to the group about the issues in the rainforest and makes a call to action. No admission fees are charged. No mandatory donation box is present. Refreshments are provided to students. No funds are used to actually plant trees in the rainforest. This is an awareness event.
Pure Philanthropic Events:
A good way to define a Pure Philanthropic event is anything that doesn’t fit into the prior criteria. If the event pressures students to donate, the event has an active donation box at the door, or the event is actively contributing or donating to a cause, it is philanthropic. This includes any event that has an admission fee or charges students to participate in the activities at the event. These events can also be named whatever you choose.
These events cannot receive programming funding from A.S. Instead, they must seek out an IFPL (Interest Free Programming Loan) from A.S. These loans must be repaid to A.S. As long as the event does not violate federal, state, local, or university laws, there are no restrictions to the usage of funding. This money can be used to purchase prizes or giveaways for the events. If money is going to a charity or philanthropy, the organization being donated to must be a registered 501(c)(3).
Event Example: Any event that allows for students to actively participate in a charity drive or a raffle. Student organization XYZ was hosting an event called “Rainforest Charity Drive”. At the event there was an admission fee to participate, a raffle, a silent auction, and a donation drive. All prizes awarded were permanent items kept by students. This event cannot receive programming funds and must apply for an IFPL. The IFPL must be repaid after the event.
Student organizations seeking a grill or BBQ rental for an event can receive one free of charge (NOT available in Fall Quarter 2021 due to COVID-19). For more information, please contact the One Stop Desk at firstname.lastname@example.org or during desk operating hours on the third floor of the Price Center. Grill or BBQ rentals do not need to be listed on your application.
The University Centers Advisory Board (UCAB) allows student organizations to request a waive of all or partial tech fees (up to $500 per organization, per academic year) for CSI-registered student organization events that take place during the academic year (fall, winter, and spring quarters) and are held within the Price Center or Original Student Center. Not all events are guaranteed funding. Review the application process at https://universitycenters.ucsd.edu/ucab/tech-fee-subsidy.html.
As another reminder, no A.S. programming funds may be used to purchase permanent items. Permanent items are any items that an organization can reasonably use for more than one event or will be taken home by individual students from an event. For any questions relating to what is or isn’t a permanent item, please contact the A.S. Office of Finance and Resources (email@example.com) or the A.S. Office of Student Organizations (firstname.lastname@example.org). Any programming funding applications that include permanent items will have said items invalidated and unfunded.
Probation and Penalizations:
We hope that no student organization will violate the rules laid forth in the A.S. Funding Guide. However, if a student organization does violate these policies, A.S. reserves the right to penalize a student organization and remove its ability to receive further A.S. funding. The more violations that a student organization occurs, the harsher the penalty will be. These punishments can range from a warning all the way up to a denial of future funding. Violations and penalties are reviewed by the A.S. Financial Controller and Sr. AVP of Student Orgs. Student Organizations must contact the A.S. Financial Controller to review their appeal rights. In order to ensure events are following the rules, the A.S. Office of Student Organizations will randomly send A.S. employees to events. If you have any questions about a violation of rules, please contact the A.S. Office of Finance and Resources (email@example.com).
Triton Activity Planner (TAP)
Triton Activities Planner (TAP) is used by student organizations to plan events in collaboration with the Center of Student Involvement (CSI) Student Organizations Advisors and the Student Life Business Office (SLBO) Fund Managers. It centralizes all information and planning for events, including A.S. funding, as well as space reservations, purchase orders, reimbursements, performance agreements, security, etc.
A Triton Activities Planner (TAP) must be submitted for any on-campus event utilizing A.S. Programming Funds. If a TAP is not submitted, or if an event is cancelled on TAP, A.S. funding for the event may not be used and will be returned to A.S. Further, the SLBO is unable to process reimbursements for events without a completed TAP. All on-campus events require a TAP, with the exception of simple meetings, dance practices, and information-only tabling. Simple meetings are meetings that include just you and your members in an informal setting and DO NOT include:
If any of the above statements apply to your event, you MUST fill out a TAP.
- A.S. Funding
- The sale or value exchange of items or services
- Paid or unpaid speakers, performers, or services
- Amplified sound
- A reservation in a University Centers programming spaces including the Ballrooms, Forum, Plaza, Theater, Loft, Matthews Quad, SSC Multipurpose Room (MPR), etc.
- Reimbursement of food or other purchases
- Food provided and served to more than 25 guests
Please visit tap.ucsd.edu to complete your TAP. If you have any questions regarding the TAP process, please contact your CSI Student Organizations Advisor
DON’T FORGET – You must begin a TAP at least 21 days prior to your event date and complete it no later than 14 days prior to your event! LATE TAPs WILL NOT BE ACCEPTED. TAP deadlines are counted in calendar days, not A.S. working days.