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This page outlines the rules and procedures that COSO organizations must
follow in order to get funding for their events and publications.
The documents on this page are provided in Adobe's PDF format, for which you will need
Adobe's Acrobat Reader program. If you don't have Acrobat Reader installed on
your computer you can download it here, free of
charge, in order to view and print these documents.
Full details on all monetary aspects for COSO organizations is covered in
the Student Organization Financial Procedures Guide. A copy of the guide is
provided here for downloading:
Funding Applications
In addition, most requests for funding must be submitted on the following
COSO Event Funding Proposal application, depending on what kind of thing you
are looking to fund, either an event or a publication. For organizational
expenses, please request on the proper expense form (see the Treasurer
and Financial web page for help).
COSO groups may submit funding applications at any time. They may be for a
single event, a term's events or for an entire year. In any case, applications
are due in the Collis Center & Student Activities Office in 303 Collis
Center by noon on Fridays (see the funding policies on the Event Proposal form
for specific deadlines). Funding applications must be handed in at the Collis
Center & Student Activities Office. Funding applications will NOT be
accepted via e-mail.
COSO meets and reviews proposals each Wednesday during the academic terms.
Usually, proposals are reviewed the Wednesday following their submission but at
times COSO's agenda becomes too full and some proposals may be put off until
the following week. The COSO decisions on funding are generally made available
immediately following the weekly meetings.
COSO must be visibly listed as a co-sponsor on all advertising for events
they financially sponsor. COSO reserves the right to retract funding if this
expectation is not met.
Any time an organization receives funding from COSO, the organization is
required to submit an Event
Review (PDF download) to COSO. The Event Review form must be
completed and returned to the Collis Center & Student Activities Office by
12 noon of the Friday following the event. Failure to do so by the stated
deadline will result in a 10% retraction of the amount your organization was
funded.
Frequently Asked Questions
Where can I get a funding application form?
Funding forms can be downloaded, and printed, from this web page. Already
printed forms are available in the Collis Center & Student Activities
Office in 303 Collis.
The office is open weekdays from 8 a.m. to 4:30 p.m.
Where do I turn the funding application form in?
Funding forms are required to be turned in at
the Collis Center & Student Activities Office in 303 Collis. E-mailed
applications will not be accepted.
Is there anyone who can help me fill it out?
Any COSO member will be happy to assist you in
filling out the form. You should contact them via blitz to arrange a
meeting.
Will I get to talk to COSO about my idea?
Yes, you will receive an invitation to come to
the COSO meeting to talk about your proposal. The meetings are at 3 p.m. in 212
Collis. At 2:45 p.m. a sign-in sheet for the meeting is posted in 303 Collis
and students arriving to be at the COSO meeting should sign-in immediately.
COSO will see student guests in the order that they sign in.
When will I find out if I get the money?
Generally you will receive a decision within
about 5 minutes of your meeting with COSO.
Anything else I should know?
It is very helpful if the person attending the
COSO meeting is familiar with the proposal and the proposed event.
Travel Funding Policy
COSO groups are welcome to submit proposals
for travel funding. In general, COSO will use these guidelines when considering
proposals.
For travel to ACADEMIC COMPETITION - funding
may include up to transportation, housing and competition fees.
For travel to CONFERENCES - funding may
include up to transportation, housing (use dorm housing when possible) and
registration fees.
For travel for ENRICHMENT - funding may
include up to ground transportation by bus or car. Note that enrichment
includes trips to festivals, marches, performances, and the like.
Sources of Funding
If you have questions of where to start with
funding. Please speak with Eric Ramsey in Collis 303.
Fundraising
Student organizations are permitted to fund
raise for themselves and for charity within college guidelines (see below for
policy).
DARTMOUTH COLLEGE FUNDRAISING POLICY FOR STUDENT
ORGANIZATIONS
The College understands there may be situations where student
organizations[1]
have needs that are greater than can be met by the usual on-campus funding
sources. In these cases, student organizations are permitted to raise funds
under the following guidelines. You represent Dartmouth College and should in
all ways present yourself and your organization in a professional manner.
EARNING MONEY
Organizations are encouraged to earn money and in some cases are able to use
the DA$H[2] system
to support sales. To learn more about using DA$H see the administrator in
charge of DA$H in the department that recognizes your organization (e.g. DCAD
for club sports). We don’t have any system to support credit card sales by
student organizations. Checks should be made payable to Dartmouth College.
Remember to deposit all cash and checks immediately by bringing them to Pat
Moss in Student Activities.
- Sales locations – recognized student organizations
may sell from tables only at the Hinman Post Office area, the Collis lobby, or
the Thayer lobby. To reserve any of these tables blitz Collis
Reservations. It’s prohibited for an organization to represent a
non-Dartmouth vendor. A typical example of this would be an organization
staffing a table to get students to sign up for credit cards in exchange for
some payment to the organization. Please note: This is a privilege
reserved for student organizations.
- Use of the Dartmouth name - Any items with the
Dartmouth name or its “indicia” (means logos, essentially) must be approved
before they are printed. Inquire at the Office of the General Counsel for
approval. The office is upstairs over The Gap.
ASKING FOR MONEY
- From Alumni/ae and Parents – This one’s a big
no-way, no-how. As you will come to appreciate when you have graduated, the
College does not allow broad-based solicitation of the alumni/ae and parents by
student organizations. However, if you have specific people who have shown an
interest in your organization you are welcome to keep them informed, via paper
or electronic mail, about what your organization has been doing. If this should
spark an interest in one of them and an offer of a check you may accept it.
Checks should be made payable to Dartmouth College. Bring the check immediately
to your recognizing department for deposit. Remember to send a prompt thank-you
note.
- From Local Businesses – You are free to ask local
merchants for donations by check or of merchandise. Bear in mind that the
vendors on Main Street have probably had hundreds of requests so try to be
professional, ask to speak to a manager, have something written to show them,
and remember to follow-up with a thank-you note in five to seven days.
- From National Corporations – Pay attention here,
local offices or stores of national (or international) corporations may be
approached at the local level. An example would be asking the store manager at
Staples for a donation. This is ok. If you want to ask a national corporation
at the corporate level for a donation you must first submit to the Director of
Collis Center & Student Activities, Joe Cassidy, a list of the corporations
you would like to contact. The list will be reviewed by the College office of
Corporate and Foundation Relations to check for any ongoing College affiliation
with the corporation. In the past there has been very little overlap and you
will likely get the go-ahead to make your requests.
NOTE: Bring all gifts to your recognizing department where they will see
that the gifts are properly recorded, and that a tax receipt is sent to the
donor. Remember to send a prompt thank-you note.
THE FINE PRINT – This is just an overview. There are lots
of special situations regarding fundraising. See Eric Ramsey, the Associate
Director of the Collis Center & Student Activities, with any questions.
[1] Student
organizations are defined as clubs and organizations that have been approved
through a formal recognition process by one of the following recognizing
departments: Rockefeller Center, Dartmouth Athletics, Student Life,
Outdoor Program, Student Activities, Residential Life, or the Tucker
Foundation.
[2] DA$H is the
student accounting system whereby students can charge meals and other expenses
on what is, essentially, a debit card.
ABSOLUTELY NOT
Don’t print anything with Dartmouth or its logos without
prior permission from the Office of the General Counsel.
Don't sell in College-owned residences.
Don’t solicit alumni or parents.
Don’t represent a non-Dartmouth College vendor.
The fine print – This is just an overview. There are lots of special
situations regarding fundraising. See Eric Ramsey, the Associate Director
of Collis Center & Student Activities, with any questions.
Contracts
Dartmouth students are absolutely prohibited from signing contracts on
behalf of organizations. Contracts for speakers, vendors, and services should
be brought to Collis Center & Student Activities Office (Collis
303) for review. After that they will be forwarded to the College
attorneys for more review. Allow three weeks for this process.
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