Conference Sponsorship Application 2017-2018 Due to upcoming breaks, any application that is submitted after December 4th, 2017 will be reviewed at a delayed rate, and any application for over $1,000 won't be reviewed until February 2nd. Note: If you are applying as an individual, proceed below. If five or more students of the same organization are applying for the same conference, or there is a total cost among students within an organization totaling over $2,500 for the same conference, please submit a Group Conference Funding Request Form. Application must be submitted at least two weeks before conference date to be considered. Purpose: To provide financial support of up to $750 for academic and leadership conference fees, assist in the leadership development of Chapman students and further the University s vision of supporting programs that extend beyond the boundaries of the classroom and work toward developing the whole person. Criteria: The SGA Conference Sponsorship will be awarded based upon the following criteria: Applicants must be undergraduate students at Chapman University. All applicants must be in good academic standing with the University. Applicants must demonstrate a financial need for the sponsorship. All application materials must be submitted at least (2) weeks prior to the conference date. Incomplete applications will not be accepted. Applications will also not be accepted after the attendance of a conference. Application Process: The SGA Allocations Committee shall determine sponsorship recipients based on the application materials submitted. Once all application materials have been received, please allow at least two weeks for a decision to be made. The applicant will receive notification from the Director of Finance once a decision has been made. Please submit the following application materials: Basic Information: Fill out basic student and conference information Résumé: Your résumé (limited to a two page maximum) should highlight your campus, community and/or leadership involvement, in addition to other service or work experience. Personal Statement: Submit a 450-500 word personal statement describing why you are interested in attending your selected conference and how it will assist in your leadership development. Briefly describe the activities you will participate in during the conference. Please also make clear your financial circumstances which warrant your need for financial assistance, and describe any other sources of funding you will receive. Faculty or Staff Recommendation: Provide (1) signed letter of recommendation from either a Chapman University faculty or staff member or an advisor who is familiar with your work and the conference. Conference Costs: Provide documentation that details the cost of the conference. For example, documentation includes proof of registration, airline ticket confirmations, and hotel reservation receipts. All "Other Costs" must be defined with explanation as to their necessity. Food costs listed in this section must follow the University per diem rate. Per diem rates are as follows: The Per Diem rate of $57.00 (low cost cities): Breakfast (11.40) Lunch (17.10) Dinner (28.50) The Per Diem rate of $68.00 (high cost cities): Breakfast (13.60) Lunch (20.40) Dinner (34.00) All requests for Per Diem must be accompanied by a full trip itinerary including any and all meals being provided by airlines, hotels, conferences, or institutions related to the excursion for which funding is being requested. Preparer's Information Contact Information [Required] - must be 10-15 digits long and may include only numbers, hyphens, and spaces. - name@myschool.edu First name: Middle initial: Last name: Email address: Phone number: Address: City: State: ZIP: Student ID Number [Required] - can not contain any punctuation. - can not contain any spaces. - must be between 7 and 7 characters. Class Standing [Required] - Select only one choice. Page 1 of 5 Conference Sponsorship Application 2017-2018
[ ] Freshman [ ] Sophomore [ ] Junior [ ] Senior Conference Information Name of Conference [Required] Beginning Date of Conference [Required] Ending Date of Conference [Required] Location of Conference [Required] Total Amount Requested [Required] (Maximum $750 per person) Use of Funds [Required] Please select those items for which you are requesting funding. [ ] Registration [ ] Transportation [ ] Lodging [ ] Food [ ] Other Registration Cost Information Registration Amount [Required] Membership Amount Any membership fees associated with attending the conference. Pre-Conference Registration Amount Any amounts being put towards pre-conference activities such as banquets, galas, etc. Other Registration Related Expenses Transportation Cost Information Total Flight Cost Page 2 of 5 Conference Sponsorship Application 2017-2018
Total Shuttle/Bus Cost per Person Total Rideshare/Taxi Cost Other Form of Transportation Name Other Form of Transportation Cost Lodging Cost Information Number of Nights [Required] Total Cost for Lodging [Required] Food Cost Information Total Number of Meals Needed During Trip [Required] This number should include all meals needed from the time you leave your place of residence for the conference to the moment you set foot back in your residence. Number of Meals Provided by Lodging [Required] Number of Meals Provided by Conference [Required] Other Cost Information Other Cost Name [Required] Other Cost Description [Required] Other Cost Amount [Required] Page 3 of 5 Conference Sponsorship Application 2017-2018
Document Upload Page Personal Statement [Required] Submit a 450-500 word personal statement describing why you are interested in attending your selected conference and how it will assist in your leadership development. Briefly describe the activities you will participate in during the conference. Please also make clear your financial circumstances which warrant your need for financial assistance, and describe any other sources of funding you will receive. Letter of Recomendation [Required] Provide (1) signed letter of recommendation from either a Chapman University faculty or staff member or an advisor who is familiar with your work and the conference. Resume [Required] Your resume (limited to a two page maximum) should highlight your campus, community and/or leadership involvement, in addition to other service or work experience. Conference Costs [Required] Provide documentation that details the cost of the conference. For example, documentation includes proof of registration, airline ticket confirmations, and hotel reservation receipts. Conference Itinerary All requests for Per Diem must be accompanied by a full trip itinerary including any and all meals being provided by airlines, hotels, conferences, or institutions related to the excursion for which funding is being requested. Other Costs All "Other Costs" must be defined with explanation as to their necessity Other Information Agreement I certify that the contents of this request do not violate any SGA or Chapman University fiscal policies. [Required] [ ] I Agree I certify that the information provided in this request is accurate. [Required] Please check below if the information is correct to the best of your knowledge. [ ] I Agree Page 10 All applications must be submitted at least two weeks before the event date or when the requested expense needs to happen. Any applications within two weeks of the date will not be looked at. Once the application has been submitted, it will be reviewed for completion and subsequently reviewed by the Allocations Committee. A decision on all requests under $1,000.00 will be rendered by the Allocations Committee within 2 weeks of a completed submission. If the request is over $1,000.00, it will be reviewed and decided upon at a full senate meeting, taking place every Friday from 1:00-3:00PM. Once a decision has been made, the Director of Finance will email you with a decision within four academic days. You then have four weeks from the event end date or when all purchases are completed to submit a check request on OrgSync with the correct receipts for the approved funds. After your check request is submitted, the SGA Finance team will have three weeks to process and send your request to Financial Services. Financial Services may take up to four weeks to finish processing your check. If the check request is not submitted within that four week deadline, there is no guarantee as to when you will receive your money. Any questions on the funding process, deadlines, or reimbursements can be directed to sgafinanceassistant@chapman.edu. Acknowledgement [Required] Clicking the "I Agree" button below signifies that you have read and understand the above deadlines, University Fiscal Policy, and agree to the terms of funding. - Select only one choice. Page 4 of 5 Conference Sponsorship Application 2017-2018
[ ] I Agree Page 5 of 5 Conference Sponsorship Application 2017-2018