The Department of Student Affairs provides funds to student clubs or organizations that provide campus-wide programs at Caltech. The Student Affairs Program Fund is intended for social, cultural, and recreational events and activities that encourage participation from the student community. Our goal is to assist student organizations not only with funding for their programs, but also to help with ideas, support, planning, and organization. The general guidelines for acquiring funding are listed below. In order for a funding proposal to be submitted, the student organization must first register with ASCIT (online form). If you have questions about the funding process, please contact one of the Student Affairs departments listed below.

Student Affairs Program Fund Policy

General Guidelines

1. In order to be eligible for Student Affairs Program Funds, clubs or organizations must be open to all interested undergraduate and graduate students. Clubs also need to have a web page listed on the Caltech Web Site and register with ASCIT Registration Form.  The club or organization must have a Student Affairs Department or the Caltech Y sponsor their event.

2. Student Affairs is interested in funding those activities that have an impact on the Caltech community and that encourage student participation. Clubs and/or organizations are required to report statistics that indicate participation in the program.

3. Student Affairs Program Funds cannot be used to purchase alcohol or pay for bartending services.

4. Programs that are funded must be well advertised to the entire Caltech community. Advertisements should include not only flyers on campus, but also announcements in The California Tech, the GSC Newsletter, and the @Caltech calendar.

5. A proposal needs to include a clear, coherent and complete budget for the current year, and a financial report of the past year. If financial statements are unclear or vague, it is unlikely that they will be funded.

6. By the end of the term in which the event took place, the Student Affairs Program Fund Committee needs to receive a follow-up report that lists attendance, dollars spent, and an evaluation of the success of the program. Any funds not used for the proposed program will be returned to the Student Affairs Program Fund.

Student Affairs Departments

Athletics	(626) 395-6146	penunuri@caltech.edu
Career Development Center	(626) 395-6361	career@caltech.edu
Counseling Center	(626) 395-8331	allene@its.caltech.edu
Fellowships and Study Abroad	(626) 395-2150	fellowships@caltech.edu
Graduate Studies Office	(626) 395-6346	gradofc@its.caltech.edu
Health Center	(626) 395-6393	allene@its.caltech.edu
International Student Programs	(626) 395-6330	oip@its.caltech.edu
Minority Student Education	(626) 395-6207	jblack@caltech.edu
Performing and Creative Arts	(626) 395-3295	demuth@caltech.edu
Office of Campus Life	(626) 395-6194	reslife@its.caltech.edu
Undergraduate Dean’s Office	(626) 395-6351	rosel@caltech.edu
Student Affairs	(626) 395-3662	jyoung@caltech.edu
The Women’s Center	(626) 395-3221	wcenter@cco.caltech.edu

Funding Proposals

Funding Guidelines:

There are many clubs and organizations organized by undergraduate and graduate students on campus. The following information is provided in order to facilitate requests for funding for programs. In order to be eligible for Student Affairs Program Funds, the organizations and clubs must be open to all students.

We also encourage all clubs and organizations to pursue additional forms of funding. ASCIT, GSC, the Caltech Y and the Alumni Association all provide funding to student organizations on campus. In addition, the Student Investment Fund provides money to purchase durable equipment. Clubs that compete as a school team in athletic events should contact the Athletics department and student houses should contact the Office of Campus Life.

The Student Affairs Program Funding Committee has provided guidelines that will be used when evaluating the funding proposals. Please take the time to read through them. Having a complete proposal will be important in order to receive funding.

Proposal

It is important that the proposals be written clearly and succinctly. We have created a Word template outlining all of the information you need to include in your proposal. The budget should include all items needed for the program being planned. In order to be considered, the student club or organization must have sponsorship by a Student Affairs Department or the Caltech Y. This means discussing the program with a staff member in the department, receiving their signature on the funding proposal, and having them accompany the club representative to the Funding Committee meeting. Funding proposals need to be submitted at least three weeks before the event is to take place.

Financial Report

It is critical that the proposal include a clear, coherent and complete budget. Specific items should be listed with the exact cost or as accurate an estimate as possible.

Funding Proposal Form

Please print out the proposed funding form and return to the Caltech Y or Student Affairs Department which will be sponsoring your program proposal.