Student Organizations & Activities

Student Leaders
Student Funding

The purpose of the Student Organization Grant (SOG) is to enrich student life and increase student engagement through events and programming sponsored by registered student organizations at IUPUI. Allocated funds should benefit the IUPUI registered student experience and further the endeavors of intellectual development, cultural competence, and critical thinking.

  • Funding Guidelines

    Normally, proposals will be reviewed twice a month. You will receive a response within a week of review. Any questions regarding this process may be forwarded to the Student Development Funding Committee at SDFC@iupui.edu.

    The purpose of the Student Organization Grant (SOG) is to enrich student life and increase student engagement through events and programming sponsored by registered student organizations at IUPUI. Allocated funds should benefit the IUPUI registered student experience and further the endeavors of intellectual development, cultural competence, and critical thinking.

    1. Complete SOG funding request proposals must be submitted to the Student Development Funding Committee based on the deadlines listed and information included below.

    SOG Funding Request Deadlines for 2017 – 2018 Academic Year

    • Fall I: August 1 – September 30
      • Funding requests for events/programs taking place during August 1 – September 30 must be submitted by August 1 (the assigned semester deadline for fall I) or 45 days in advance of the event date, whichever date is earliest.
    • Fall II: October 1 – November 30
      • Funding requests for events/programs taking place during October 1 – November 30 must be submitted by September 1 (the assigned semester deadline for fall II) or 45 days in advance of the event date, whichever date is earliest.
    • Spring I: January 1 – February 28
      • Funding requests for events/programs taking place during January 1 – February 28 must be submitted by November 1 (the assigned semester deadline for spring I).
    • Spring II: March 1 – April 30
      • Funding requests for events/programs taking place during March 1 – April 30 must be submitted by January 1 (the assigned semester deadline for spring II).
    • Summer I: May 1 – June 30
      • Funding requests for events/programs taking place during May 1 – June 30 must be submitted by February 1 (the assigned semester deadline for summer I).
    • Summer II: July 1 – July 31
      • Funding requests for events/programs taking place during July 1 – July 31 must be submitted by April 1 (the assigned semester deadline for summer II).

    If any major changes are made (i.e., vendor, location, time) to an event/program that has been approved for funding, the Student Development Funding Committee must be notified immediately of these changes. This notification must be done through the submission of a new funding request at least 45 days in advance of the event/program date and include an explanation regarding the cause of the changes.

    If you need pre-payment (i.e., contracts signed, checks sent to non-IUPUI vendors (IUPUI Food Services not included), payment made to a speakers bureau), you will need to submit a completed proposal at least 45-60 days (60 days if the organization is request for speaker travel to be funded) in advance to guarantee the completion of this process before your event date. Please note, for large purchases and rentals, refer to the reimbursement and receiving payment section for additional time guidelines.

    No retroactive proposals will be approved.

    After October 1, no reimbursements will be distributed if your student organization officers have not completed their required trainings.

    2. Eligible organizations must be registered in The Den and in good standing with the Campus Center and Student Experiences as a student organization. Please note that all University Student Organizations (USOs) are ineligible to apply for SOG funding. Additionally, starting Fall 2017, any registered student organization interested in submitting a SOG funding request must attend an SDFC training session prior to submitting the request. Sessions will be held on the following dates:

    • Tuesday, August 29 at 2pm (Campus Center 307)
    • Wednesday, September 27 at 11am (Campus Center 050)
    • Wednesday, October 11 at 3pm (Campus Center 305)
    • Thursday, October 26 at 11am (Campus Center 305)
    • Thursday, November 9 at 4pm (Campus Center 307)
    • Wednesday, November 29 at 10am (Campus Center 305)
    • Wednesday, December 6 at 4pm (Campus Center 307)

    3. The proposed event/program and/or purchase(s) must be open and accessible to all IUPUI students, on a first-come, first-serve basis at no cost. Registered student organizations must abide by the non-discrimination policy: events and programs must be open to students without regard to arbitrary consideration of such characteristics as age, color, disability, ethnicity, gender, gender identity, gender expression, marital status, national origin, race, religion, sexual orientation, or veteran status.

    4. Events must also be planned and executed in a manner that appeals to a significant portion of the IUPUI student body as a whole, as opposed to merely the organization’s members. To that end, events should be held at or near campus to enable students to attend, in venues that will be generally accessible.


    5. All groups applying for funding must advertise their event through JagNews and The Den. Additionally, organizations should select a marketing plan that will reasonably advertise the event to IUPUI students, who may not be members of the organization. Examples of campus-wide marketing might include:

    • JagNews (required)
    • The Den (required)
    • Flyers
    • Banners
    • Social media
    • Listservs
    • Campus Center Digital Signage
    • Student Organization Newsletter
    • SDFC Calendar

    T-shirts and other tangible promotional items (such as giveaways) will not be funded as marketing. 

    A proposed marketing plan along with a narrative of the marketing plan should be included with the completed proposal through the submission process. Marketing materials including JagNews submission, flyers, banners, etc. must indicate the event was funded fully or partially with Student Activity Fees. For example: This event is partially or fully funded by Student Activity Fees. Also, starting fall 2017, student organizations will be required to include the SOG logo on all materials that will market the event/program that is funded.

    Marketing costs can be included in your proposal and marketing should be kept in house if possible.

    The Multimedia Production Center (MPC) can assist you with your marketing needs. The Multimedia Production Center (MPC) is a media lab created specifically for student organizations at IUPUI to help promote their events. Registered student organizations can promote their events in a variety of ways with the MPC via print and electronic ads. In addition, registered student organizations receive free design help and get free prints each semester to advertise their organizational events and programs. For more information on the typical print sizes and other services including email account creation and websites, please visit their website at mpc.iupui.edu.

    6. Student Activity Fees can be allocated towards:

    • Food
      • This includes both IUPUI food vendor (Chartwell’s Catering) and non-IUPUI food vendors
        • If ordering from an IUPUI food vendor, please note that:
          • The cost of linens, drinks, and applicable service charges will be covered.
          • The food purchase will be limited to $15.00 per IUPUI student per day, no exceptions.
        • If ordering from a non-IUPUI food vendor, please note that:
          • The cost of linens and drinks will NOT be covered.
          • The cost of delivery, tip, and any other applicable service charges will NOT be covered. These costs will be the responsibility of the organization.
          • The food purchase will be limited to $15.00 per IUPUI student per day, no exceptions.
      • If a student organization event/program is approved to have food funded, the student organization representative will be required to submit a hospitality form within the designated time frame dictated by Campus Center and Student Experiences staff. Failure to do so will result in loss of funding.
    • Decorations
      • If there are any orders from Amazon involved, purchases must be made by Campus Center and Student Experience staff.
      • The cost of linens will only be covered if utilizing Chartwell’s Catering.
    • Speaker fees and travel
      • Funding requests must be submitted at least 45-60 days (60 days if the organization is requesting for speaker travel to be funded) if speakers are involved.
    • Campus Security
      • Depending on where the event/program is held and the nature of the event, campus security may be required.
    • Audiovisual support for student organizations events/programs held on campus
      • This support is a service option available through The Campus Center, Event and Conference Services, and other venues on campus.
    • Other student organization programming needs pending they are in alignment of IU policies
      • If there are any orders from Amazon involved, purchases must be made by Campus Center and Student Experience staff.

    7. Student Activity Fees cannot be allocated towards: 

    • If ordering food from a non-IUPUI food vendor, please note that:
      • The cost of linens and drinks will NOT be covered
    • Paying for on or off campus spaces
      • Exception: Due to lack of suitable on campus facilities for club sports to conduct their organizational activities on campus, Student Activity Fees can be allocated towards paying for their use of off campus facilities.
    • Honoraria to IU enterprise staff or students for presenting programs for student activities or athletics.
    • Salaries or wages to IU enterprise staff or students for participating in student activities, organizations, or athletics (excluding campus security)
    • Personal subscriptions, personal memberships, or group memberships
    • Donations
    • Awards or gifts of any kind
      • Examples:
        • Cash awards or awards that can be easily converted to cash
        • Gift cards
    • Any event that includes or provides alcoholic beverages and/or any illegal substance/paraphernalia
    • Charities, scholarships, philanthropic efforts, fundraising, or any form of organizational/personal gain
    • Events not targeted towards IUPUI students
    • Events that are not free or open to the entire IUPUI student body
    • Off–campus advertising (including postage & envelopes)
    • Equipment or any items an organization wishes to keep after an event is held
    • Any photography/videography expenses
    • Contributions or expenditures in connection with any political campaign (including primaries) on behalf of any candidate for public office, or financial support of any kind to organizations whose activities consist substantially of lobbying or other activities designed to influence legislation
    • Direct or indirect support of litigation against the University
    • In violation of any IU, University, or SOG Funding Guidelines

    8. The SDFC has the discretion to subject proposals to partial funding or if the cost per IUPUI student is deemed excessive, or deny the funding request entirely.

    9. The SDFC has the discretion to require organizations to contribute funds to programming. Groups should be required to explain their group’s financial contribution to the event or if the group is not contributing financially, why no financial contribution is reasonably possible.

    10. No organization may receive more than $3000 in a given fiscal year (July 1 - June 30).

    11. Club sports may receive funding for equipment, uniforms (under the condition that they are in compliance with IU branding standards for self-governed student organizations (SGSOs)), practice fees (i.e. field time), or other sports related costs. The SOG grant will not cover the cost of club sports travel. Any club sports equipment or uniforms purchased must be housed with Campus Recreation.

    12. Any items purchased with Student Activity Fees are considered to be property of the University. Upon purchase and use, all items must be returned to the Campus Center and Student Experiences.

    13. New registered student organizations are only eligible for a first semester allowance ($500) until their second consecutive semester of operation. The $500 allowance will be deducted from the total annual allocation allowance for the registered student organization, and is not in addition. 

    14. This fund is for events and programs, not for regular organizational meetings. Call-out meetings and are considered events. Student organizations will be asked to provide a schedule of their regularly held meetings as part of the application process to ensure that the events and programs that funding is being requested for meets this criteria.

    15. After event completion, an evaluation needs to be submitted for the event. No new proposals will be reviewed until one has been completed.

    16. The SDFC may, at its discretion, request additional information from an applicant who has not otherwise provided sufficient information to approve the funding request. A failure to timely respond to requests for additional information may be additional grounds for denial of funding.

    17. All applications must provide a specific itemization of the items to be funded, with estimates as precise as is reasonably possible. This includes a list of the items the organization is requesting to have funded and a breakdown of the costs and quantities of each item. Please note that failure to include an adequate itemized budget will lead to the funding request being denied and the organization being asked to resubmit their funding request.

    • Examples of itemized budget:
      • If ordering food, the following are needed:
        • Vendor information
        • The proposed menu for the event/program
        • The cost(s) of each item on the menu
        • The quantity of each item on the menu
        • Total cost of proposed menu
      • If ordering decorations, the following are needed:
        • Vendor information
        • The proposed list of decoration items for the event/program
        • The cost(s) of each item on the list
        • The quantity of each item on the list
        • Total cost of decoration items

    18. A funding proposal is a written contract between the student organization and IUPUI; as such, if an organization does not adhere to the Student Development Funding Committee policy guidelines, this will be deemed a breach of contract. Therefore, the event/program will not be funded and funding to the organization will be suspended for the remainder of the academic semester or at least ten (10) academic weeks (summer session not included). An organization may not submit a proposal for an event occurring during the suspension period.



  • Student Development Funding Committee

    The Student Development Funding Committee (SDFC) will ensure all allocations meet the established guidelines, and will ensure that any allocation abides to the purpose of this fund.

    The Committee is comprised of four undergraduate students and two graduate students. Students are selected through a thorough application and interview process. The Student Development Funding Committee is advised by the Coordinator for Student Organizations.

    The committee will review proposals twice a month during the academic year and student organizations will receive notification of their proposal status within a week of review.

  • Student Organization Levels of Development

    Level I

    Organizations that adhere to the above guidelines and would like to submit a single event budget proposal. During online submission, the organization will need to submit a detailed budget for the entire event.

    Level II

    Organizations that adhere to the above guidelines and would like to submit a first semester allowance proposal. New organizations that have been in existence 1 semester or less, are only eligible for $500 until their second consecutive semester of operation.

  • Reimbursement and Receiving Payment

    • Payments will not be made until after all documents have been submitted.
    • Request for Payment form and an attendance check-in list must be submitted to the Campus Center and Student Experiences. If food is served, a Hospitality form  must be submitted along with an attendance sheet.
    • An event evaluation form must be submitted with reimbursement materials.
    • All receipts for reimbursement must be submitted to the Campus Center and Student Experiences with a W-9 form (IU employees; student hourly, staff, faculty; are not required to complete w-9 form) NO LATER THAN 15 DAYS after the event or June 1 of that academic year, whichever is sooner.
    • Original itemized receipts for reimbursement must have the purchaser's signature and proof of payments. The original physical receipt must be turned into CE 370. We can not accept scanned copies.
    • Some receipts cannot be paid by reimbursement, (i.e. large purchases and rentals) an invoice is necessary to create a Purchase Order from the University. It is the student organization's responsibility to obtain a signed vendor set-up form from the company/performer along with the invoice in order for us to process payment. In these cases, it may take up to 30 days to process these payments after the invoice has been submitted to the Campus Center and Student Experiences. It is advisable to have proposals with these types of expenses submitted 2 months prior to the event to ensure payments are timely.
    • All expenditures must comply with existing university policies and procedures.
  • Appeals

    Any appeals to a decision made regarding a proposal will be reviewed by the SDFC Appeals Official. Once your appeal has been submitted, it will be reviewed by the SDFC Appeals Official. You will receive notification of his decision within 2-3 weeks, and often much sooner. 

    Apply for an appeal here.

  • Breach of Policies

    A funding proposal is a written contract between the student organization and IUPUI; as such, if an organization does not adhere to the Student Development Funding Committee policy guidelines, this will be deemed a breach of contract. Therefore, the event will not be funded and funding to the organization will be suspended for the remainder of the academic semester or at least ten (10) academic weeks (summer session not included). An organization may not submit a proposal for an event occurring during the suspension period.