Sonoma State University

AS High Activity Grant Process Statement Policy

Background

Funded with student fee dollars by the Associated Students (AS) of Sonoma State University to enrich the lives of students, the High Activity Grant system has been developed to make funding available for RSO’s (registered student organizations) that conduct a high volume of financial activity to pursue their interest.

Eligibility

For an RSO to be eligible for the High Activity Grant program they must have at least 10 transactions in the previous fiscal year in their AS maintained trust account.  The AS VP of Finance may choose an alternate year to use to measure base number of expenditures for eligibility if the campus has been closed for more than 4 weeks or drastically altered university functions due to emergency situations.  The intent is to measure the number of transactions an RSO has had in the most previous full fiscal year.


RSO’s that accept funds from other sources of category II fees on the campus are not eligible for the High Activity Grant Process.  These include but are not limited to AS Grant Program and Instructionally Related Activity (IRA) Funds.  The only exception are RSO’s that receive programming grants from the AS Grant program.

Viewpoint Neutrality

Activities and expenses funding provided under this policy is intended to be available for all eligible registered student organizations. Funding decisions made by the Associated Students under this policy must be made in a viewpoint neutral manner and adhere to the policies described herein. 

  1. Applicability
    1. This viewpoint neutrality requirement shall be applicable to all activities and expense funding provided under this policy and made available for request by an eligible RSO. This viewpoint neutrality requirement only applies to the funding decision-making process. Individual activities and expenses funded under this policy may maintain, advocate, or promote a particular view or ideology.
  2. Scope of Viewpoint Neutrality Requirement
    1. This viewpoint neutrality requirement pertains only to funding requests for activities and expenses that will be engaged or involved in expressive conduct or speech.
  3. Funding Decision-Making Process
    1. Requests for funding for activities and expenses funded under this policy must be considered in a viewpoint neutral manner. Funding decisions cannot be based upon or awarded on any consideration of the viewpoints or ideology expressed, communicated by, or associated with the requesting student or RSO or the activities and expenses for which funds are being requested.
  4. Objective Criteria
    1. Requests for funding for activities and expenses involving expressive conduct and/or speech shall use and adhere to the viewpoint neutrality requirement that mandates an objective criterion based upon, but is not limited to, whether the requesting student organization is registered and in good standing with the University; the RSO meets the eligibility requirements of this policy; and, whether the funding requested will be used for an authorized purpose under this policy. 
  5. Funding Limitations
    1. Funding to an RSO can be used in support of activities and expenses that maintains, advocates, or promotes a particular view or ideology. However, funding under this policy shall remain subject to all other applicable AS and CSU Auxiliary policies and procedures, including California State law, which prohibits funds being used to support or oppose any candidate for political office or ballot measure proposed to the people of California or the United States as mandated by Education Code section 89300 and California Code of Regulations Title 5 section 42659.
  6. Written Decision for Denial or Lesser Amount
    1. Individualized funding decisions by the VP of Finance and the AS Executive Director, or their designee,  that deny a funding request or approve less than the requested amount require the issuance of a written explanation describing the reasons for its decision within five (5) business days after the decision is made.
  7. Appeal Process
    1. A student or RSO whose funding request was denied by and/or received less than the requested amount shall have the right to seek a review of the decision by submitting a written request to the AS President and Executive Director within five (5) business days after the student or RSO receives the written explanation describing the reasons for the decision. The AS Senate shall conduct a public hearing within twenty-one (21) business days after receiving the request. In advance of the public hearing, the AS President shall submit the request to the SSU VP of Student Affairs or designee for review and will accept an administrative recommendation, if one is offered. The AS Senate shall review the request, any administrative recommendation provided, allow the student or a representative from the RSO to offer any further information for the AS Senate to consider, and make a decision within fourteen (14) business days after the hearing by issuing a written decision. The decision by AS Senate shall be final.

High Activity Grant Application Process

Only the President or Treasurer of a RSO may apply for high activity grant funds. An RSO may not apply for grant funding when “frozen” or on probation of any kind as an organization.  The AS Vice President of Finance and the AS Executive Director, or their designee, will review all grant submissions. A grant will require the signature of both the AS Vice President of Finance and the AS Executive Director (or designee) before it is approved. All grants and their outcomes will be presented to the AS Senate on a regular basis. 

High Activity Grants are awarded for the upcoming fiscal year.  RSO’s shall submit application materials for the upcoming fiscal year in a timeline issued by the AS VP of Finance.  RSO’s shall be notified of the decision status of their high activity grant application for the upcoming year no later than two (2) weeks after the published closure date of the application.

Grant Tiers

Grant funds are split into 3 funding tiers:

  • Tier 1 – for organizations that collected between $2,500 and $12,500 in individual member dues in the year used to assess high activity eligibility – the maximum grant allowed to be awarded in a given year in this tier is $2,500.
  • Tier 2 – for organizations that collected between $12,501 and $25,000 in individual member dues in the year used to assess high activity eligibility – the maximum grant allowed to be awarded in a given year in this tier is $5,000.
  • Tier 3 – for organizations that collected more than $25,000 in individual member dues in the year used to assess high activity eligibility – the maximum grant allowed to be awarded in a given year in this tier is $7,500.

Authorized Use of High Activity Grants

The high activity grants are to be used to operate the particular RSO.  Subject to the restrictions listed below, RSO’s may use high activity grants funds on operations, travel, supplies, equipment, coach and staff support, organizational and league dues, and other expenses associated with operating the particular RSO.

Items Not Eligible for Funding: 

  1. Alcohol
  2. Illegal drugs, activities or supplies
  3. Weapons or firearm ammunition
  4. Food
  5. Direct donations or contribution (A service or product must be rendered for all monies disseminated)
  6. Retroactive Funding
  7. Grants, compensation, or wages without a contract in place approved by the AS Business Office.
  8. Cost of promotional items that honor, thank or congratulate an individual or group
  9. Clothing and items perceived as personal property
  10. Enrollment in university courses, academic requirements, or the supplementation of cost associated with an academic activity
  11. Legal services or bail bond
  12. Duplication of services which the University provides for free or at a discounted rate
  13. Emergency requests due to lack of recognized status at time of need
  14. Intramurals
  15. Travel costs for an individual traveling alone or separate from the rest of the organization
  16. Items or travel that is related to a student’s current employment, professional development tied to their on-campus job, etc.
  17. Items or travel that is related to an individual’s job hunting, interviewing or individual future employment
  18. Membership for an individual
  19. Any supply that individually costs more than $50
  20. Items or travel that is required for officers of the RSO from a national or international parent organization 

Submitting Requests and Forms 

Forms will be completed in a form and process approved by the AS VP of Finance and may request various forms of supporting documents.  If all requested information is not presented by the time of the grant application review funding will be denied in whole.