Out-of-Meeting Funding Information

Goal

This policy, in support of appropriately planned and organized student activities in the College of Engineering, seeks to establish a set of guidelines for the purposes of (Out-of-Meeting) funding allocation.

Out-of-Meeting Funding Background

The College of Engineering Career Connections Fair provides all funding for student activities and is coordinated by Engineering Career Services (ECS). Revenue from Career Connections will be approximately distributed as follows:

  • $40,000 to Polygon Engineering Student Council

a. 40% Guaranteed funding for CoE student organizations which volunteer at Career Connections

b. 40% ECS Fund allocations toward student organization applicants (Out-of –Meeting funding)

c. 10% In-Meeting funding for CoE student organizations (requests < $500)

d. 10% Polygon budget

  • $20,000 to Engineering Career Services (ECS).

The proposal review committee is composed of six members: Three students from Polygon Engineering Council, the Student Leadership Center Director, faculty/staff representative from the Engineering Career Services (ECS) and the Academic Dean or a designee. Students on the funding committee are to be elected at Polygon elections, held at the end of each semester.

The funding policy presented here provides a structure to evaluate and fund activities sponsored by student organizations in the College of Engineering. If planned appropriately and organized under the guidance of faculty or staff, student functions and projects in the College of Engineering promote leadership and teamwork, provide multidisciplinary experiences, and allow organizations to meet goals in a focused endeavor. Additionally, student functions and projects in the CoE prepare students for their future careers through synthesis of multidisciplinary skills in a group environment.

Organization with the SLC and Faculty

In collaboration with the College of Engineering and Polygon Engineering Student Council, organizations must coordinate student activities through the Student Leadership Center (SLC). Organizations are encouraged to consult their appointed faculty advisor when planning student activities.

Proposal Consideration

Student organizations in the College of Engineering receive funding on the basis of event type. The priority list order is direct a reflection of the effect the event has on students of the CoE, The University of Wisconsin, and the community. In general, funds are granted according to the following priority scale (1 possessing highest priority).

  1. Attending regional/national conferences
  2. Hosting regional/national conferences
  3. Competitions
  4. Outreach/ Community Service Events
  5. Project Supplies
  6. Office Supplies
  7. Banquets*
  8. Social Events*

*Funds will not be awarded for food or refreshments.

Requirements for Receiving Funding

In order to qualify for funding in an upcoming semester, organizations must perform the following tasks during the current semester:

  1. Attend Polygon elections, held at the last general meeting of each semester.*
  2. Attend two-thirds of the general meetings.* Dates and times of all general meetings are posted at the beginning of the semester.
  3. Submit an accurate Funding Application and budget to the Polygon Sr. Funding Committee Member. The Sr. Funding Committee Member receives applications at polygonfunding@gmail.com. See the Funding Application page for additional information.
  4. Display Polygon disclaimer on any publicly distributed materials funded by Polygon. This includes fliers and emails for events for which an organization received funding. The disclaimer can be found here.

*New organizations are exempt from criteria 1 and 2 for their first full semester. After an organization’s first semester, election/general meeting attendance criteria (1 and 2) apply.

Application Notes

Please be mindful of the following items when processing your organization’s funding application.

  • Large funding proposals (Out-of-Meeting funding) must be submitted to the Senior Funding Committee Member no later than the deadline of each semester. The deadlines are as follows:

Fall Semester: 11:59 PM on the 3rd Friday of classes

Spring Semester: 11:59 PM on the 2nd Friday of classes

Funding applications are received at polygonfunding@gmail.com.

  • Optional interviews with student Funding Committee members will be conducted during the week following proposal submission deadline (please watch for email notifications).
  • The proposal for function or project must be sponsored by a recognized engineering student organization in the College of Engineering with the approval of their designated faculty advisor. All organizations must be registered with both the Center for Leadership and Involvement (CfLI) and the Student Leadership Center (SLC).
  • The Funding Committee looks highly on your organization seeking other sources of income besides Polygon (e.g. corporate sponsorship).
  • Career Connections volunteers must attend their shifts with the intent to work assignments under the discretion of ECS in order to qualify their organization for funding.
  • The Funding Committee does not fund food and refreshments.
  • The proposal is an online electronic form and can be found here. Contact the Funding Committee at polygonfunding@gmail.com with any questions or concerns about the funding application.

Last Revised: September 2, 2010