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2018-2019 Policy Manual 2018-2019 Policy Manual

2018-2019 Policy Manual - PowerPoint Presentation

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2018-2019 Policy Manual - PPT Presentation

Last Revised June 2017 Please read carefully Table of Contents Introduction to the Multicultural Council MCC Grant Introducing the MCC MCC Program and Grant Board Grant Overview Mission Alignment ID: 781787

grant mcc event hearing mcc grant hearing event application program council funding board msc administrator amp students student multicultural

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Slide1

2018-2019 Policy Manual

Last Revised June 2017. Please read carefully.

Slide2

Table of Contents

Introduction to the Multicultural Council (MCC) GrantIntroducing the MCC

MCC Program and Grant Board

Grant Overview

Mission Alignment

Program and Event CriteriaFunding Guidelines MCC Funding Policy Grant LogisticsWhat the MCC Funds/Does not Fund

Application Process

Grant Access

Application Deadlines

Application and Hearing Schedules

How Decisions are Made

Phase 1: Staff Review

Phase 2: Program and Grant Board Hearing

Who makes up the council?

Preparations for the hearing

Phase 3: Discussion and Written Decision

Appeal Procedure

Award Requirements

MCC Logo

Contact Information

Slide3

Introduction to the Multicultural Council Grant

(MCC)

Slide4

What is the MCC?

The Multicultural Council began in 1973 to Improve the cultural climate at the University of Wisconsin–Madison by increasing the number of events that celebrate and represent the cultures of students of color.

Provide opportunities for students of color to take on roles of leadership and programming experience.

The MCC is funded by the Chancellor’s Office and the Multicultural Student Center (MSC)

The MCC provides funding to Registered Student Organizations (RSO’s) at UW-Madison for programs which encourage and celebrate multiculturalism.

The Mission of the MCCThe MCC seeks to enhance campus climate for students of color by supporting on-campus events that:

Foster social justice & inclusion

Increase the retention & graduation rate of students of color

Provide significant leadership & decision making experiences for students of color

Student Organization’s primary responsibility is to Multiculturalism

Support the interests and needs of students of color and their allies

Encourage relationship building within/or across racial/ethic campus communities

Support events that seek to spread cultural awareness

Slide5

MCC Program and Grant Board

The MCC Program and Grant Board is composed of student representatives from registered student organizations affiliated with the MSC. Responsibilities of the MCC Program and Grant Board include but are not limited to:

Distribution of MCC funds for programs which embody the mission of the MCC and MSC Create and execute community-building events for students of color across campus

Advocate for the needs of their respective communities and its allies

Serve at minimum a semester term,

although one year terms are preferred

Slide6

Grant Overview:

(MCC)

Slide7

Mission Alignment

All events, programs, and student organizations funded by the MCC must also align with the mission of the MSC.The Mission of the Multicultural Student Center is as follows:

Collaboratively strengthen and sustain an inclusive campus where all students, particularly students of color and other historically underserved students, are engaged and can realize an authentic Wisconsin Experience.

Slide8

Program and Event Criteria

MCC Funded programs and events must meet one or more of the three criteria below:

Educational in Scope

: Social Justice Education, Cultural Education, Identity Exploration, and/or Academic Advancement.

Fosters Leadership Development

: Event Planning, Critical Thinking, and/or Problem Solving (for participants) And Professional Networking, Employment Seeking Skills, Exposure to career options, etc.Fosters Community Development: Relationship Building [within & across racial/ethnic communities], Heritage & Awareness Observations.

Slide9

Funding Guidelines

(MCC)

Slide10

MCC Funding Policy

To meet eligibility requirements for the MCC Grant, RSO’s must be in good standing with CfLI and

meet one or more of the following criteria:

The RSO has already received an ASM Event Grant for that semester

The RSO has already applied for an ASM Event Grant for the semester and is on the waitlist for an ASM hearing

ASM is out of funds for the academic yearThe RSO is applying for funding for items ASM can not provide such as food and beveragesThe RSO has applied for ASM funding within the semester

For details and information about additional campus funding sources, visit the Student Organization Resource and Policy Guide located on the Center for Leadership and Involvement’s website:

http://www.guide.cfli.wisc.edu/org_finances_funding.htm

.

Disclaimer: Failure to comply with State, University, and MCC Funding Policies can result in loss of Grant and/or Grant privileges for the next semester.

Slide11

Grant Logistics

MCC Specializes in small budget eventsMCC can fund up to 100% of an events

RSO’s can not receive more than $1,500 in a fiscal year (July 1, 2018 – June 30, 2019)

75% of attendees must be UW-Madison Students since m

ajority of the funds awarded must solely support programming for UW-Madison Students.

Slide12

What can I use the MCC funds for?

The MCC will fund:

Food: Must be approved by MCC Grant Administrator

The following you must apply to ASM first then MCC.

Printing through University Services (i.e. Student Print)

Space Rental (on-campus only)Equipment Rental Lodging (at State Rate)Honorarium

A University Contract and W9 form must be signed by payee and submitted to the MCC Grant Administrator within a month of event

International payees must provide proper documentation of appropriate Visa status at least four weeks before the event

The MCC

won’t

fund:

RSO’s not in good standing under CfLI (i.e. suspended or under investigation)

Events located off-campus

Home-cooked foods or potlucks

Store bought items

Events where alcohol is available

Travel/Transportation

Fundraising Events

Re-useable Supplies (i.e. paper plates, decorations, etc.)

Awards (i.e. prizes, trophies, plaques, etc.)

Reimbursements

For more details contact the MCC Grant Administrator

Slide13

Application Process

(MCC)

Slide14

Accessing the Grant

RSO’s must have an account on WIN to apply:

Access to the grant by following the steps below:

1) Begin by visiting win.wisc.edu

2) Click on the red “Sign In” box on the upper right hand corner

3) Enter your UW Net ID and password 4) Scroll down to “campus links”

5) Select the “Multicultural Council Grant”

6) Scroll down to “Forms”

7) Select “Multicultural Council (MCC) Event Grant Application”

8) Complete Application and Submit

Application:

https://win.wisc.edu/submitter/form/start/13978

Slide15

Application Deadlines

Grant Application must be submitted at least 30 Days

before your event.

Hearing must fall

at least 2 weeks before

the event so that proper award and vendor notification can be made and University Contract can be produced, signed, and processed for payment. For early fall events (September10th -September 28th) applications must be submitted by August 19th

2018.

Spring Event hearings will start on December 6

th

2018.

For Hearing Schedule, please reference the next slide according to semester.

For Further information on how to apply to the MCC application, please reference the MSC website:

https://msc.wisc.edu

NOTE: University checks can take up to

7 weeks

to process, honorarium payments may not be ready on the event date.

Slide16

Application Deadline Example

If your organizations event is on October 20th you would need to apply by September 19th to make the 30 day deadline for the grant application. However, to be heard at least two weeks prior to your event, you would need to be heard on September 26th, and to be heard on a certain day, you must apply at least 10 days prior to that date so you would need to

apply by September 15th to make both deadlines.

Slide17

Early Fall 2018 Application & Hearing Schedule

Group Applies by:

Application will be heard on:

Sunday August

19, 2017

Wednesday August 29, 2017

This hearing will be a special session made up of MSC Professional Staff and the MCC

Grant Board Administrator.

Slide18

Fall 2018 Application & Hearing Schedule

Group Applies by 11:59pm on:

Application will be heard on:

Sunday, September

2

Wednesday, September 12, 5pm Sunday, September 16

Wednesday,

September

26, 5pm

Sunday, September

30

Wednesday, October 10,

5pm

Sunday, October 14

Wednesday, October 24, 5pm

Sunday, October 28*

Wednesday, November 7, 5pm*

Sunday, November 25**

Wednesday,

December 5, 5pm**

*Last

hearing for Fall Funding

**Beginning hearings for Spring Funding

Slide19

Spring 2019 Application & Hearing Schedule

Group Applies by 11:59pm on:

Application will be heard on:

Saturday, January

12

Tuesday, January 22, 5:45pm Saturday, January

26

Tuesday,

February 5, 5:45pm

Saturday, February 9

Tuesday,

February 19

,

5:45pm

Saturday, February

23

Tuesday, March 5, 5:45pm

Saturday, March 16

Tuesday, March 26, 5:45pm

Saturday,

March 30

Tuesday,

April 9, 5:45pm

Slide20

How Decisions are Made

(MCC)

Slide21

Phase 1: Staff Review

Upon Submission, MCC grant applications undergo two phases.

During Phase 1

, applications are reviewed by the MSC Staff, including but not limited to the MSC Program and Grant Board Advisor and the MCC Grant Administrator for:

ASM Requirements

Mission AlignmentPolicy Compliance

Successful applications will move on to

Phase 2: MCC Program and Grant Board Hearing.

Scheduled hearing will be determined by date of submission of the application (see hearing schedule).

Slide22

Phase 2: Hearing-Presentation

Phase 2

is composed of a grant hearing and review of submitted materials by Program and Grant Board. RSO’s are asked to send 1-2 representatives to give a brief presentation including the following:

Program Overview, Structure, & Goals

Mission of RSO and its alignment with MCC

Additional information such as budget breakdown and marketing plan

Grant applications and presentations are scored by the board using a rubric on the following criteria:

MCC Mission and Program and Event Criteria Alignment

Quality of Budget

Quality of Presentation

Quality of Programing

Campus Participation

Slide23

Who Makes up the Council

The Multicultural Council is formed by representatives from registered student organizations housed under the Multicultural Student Center.

In addition to the Council, the following individuals will be present at the hearing:

Grant Administrator

Ensures policy compliance

Coordinates payment with the Financial Specialist

Monitors Budget

Organizational Developmental Specialist

Oversees the Multicultural Council and all processes

Maintains neutrality

Serves as primary contact for appeal process

For more information on the council please visit

www.msc.wisc.edu

Slide24

Preparation for the Hearing

Multicultural Council Hearings are held bi-weekly on Wednesdays from 5-7pm in the MSC Classroom.

Hearing dates are set by the Grant Administrator based on submission date of application (See application and hearing schedule)

Invitation to present at hearing is sent via email to the primary contact listed on the application

Before the Hearing

Representatives from RSOs must arrive 10 minutes prior to their scheduled hearing

Prior to the hearing, representatives must sign-in and be briefed by the MCC Grant Administrator

RSOs must bring any additional supporting materials such as letters of support, price quotes, etc. to the hearing to be considered

Slide25

Preparation for the Hearing Continued…

Representatives from RSOs are expected to deliver a 5 minute presentation describing:

Program Overview, Structure, Goals

Mission of RSOs and its alignment with the event

Additional information such as budget breakdown and marketing plan

Answer all questions from council membersApplication discussion occurs after each presentation.

Funding decisions including revisions or postponement of final decisions are made by a majority vote of the council.

Slide26

Phase 2: Hearing- Discussion &Decision

MCC Program and Grant Board members will discuss whether to fully or partially fund the grant application. The Board will reach a decision based on the following:

Program Overview, Structure, & Goals

Mission of RSO and its alignment with MCC

Additional information such as budget breakdown and marketing plan The Board reserves the right to:

Partially, fully, or not fund any items presented in the grant application or budget

Add stipulations to the award such as program changes and/or other adjustments

Postpone a funding decision until the next scheduled hearing

The MCC Grant Administrator will submit the final MCC decision in writing to the RSOs primary contact within 48 hours of the hearing.

Note: The MCC grant fund is a portion of the MSC annual budget and is governed by state and university statutes and guidelines. The MCC is an opportunity for students to learn to make sound fiscal and policy decisions. However, the MSC Director is ultimately accountable for how these funds are spent and at times may override the MCC in order to uphold sound fiscal practice and policy guidelines.

Slide27

Appeals

Grounds for an appeal

If low rubric scores are suspected to be given due to bias of an RSO or it’s eventThe grant in question is consisted with the mission, priorities, and policies of MCC

Significant changes in the status of the RSO or the event that effect the original application

Procedure

Appeal Letter sent to Organizational Development SpecialistWithin 48 hours of decision notification

Address in detail up to one page

Organizational Development Specialist will review & respond within 72 hours (excluding Saturday and Sunday)

Hearing Process

RSO will schedule a special hearing to last 10 minutes in addition to Q&A portion

Special Hearing board will render judgment then or postpone the decision

Please allow 48 hours to receive a final decision

Slide28

Award Requirements

Schedule a meeting with the Grant Administrator after the hearing

Submit a copy of all marketing materials to Grant Administrator for approval prior to posting at minimum a week before the event

Include MCC logo on all marketing materials (hard copies and electronic)

All marketing materials must state: “Free and Open to the Public”

Slide29

Award Requirements Post Event

Upon completion of your event, all grant recipients are required to fill out the MCC Event Evaluation Report within 10 days of your event.

MCC Event Evaluation Report can be found on

www.win.wisc.edu

under forms on the Multicultural Council Grant pageThe MCC Event Evaluation Report will ask for the following documentation: electronic form of event sign-in sheet, two high resolution photographs of the event, flyer, and itemized invoice of all expenses to be covered by the grant. Submission Deadline

All grant post event paperwork is to be submitted within 10 days of your event.

Failure to do so will result in the following:

Difficulty in securing funding next semester

Forfeit of grant award

No Invoice will be paid 30 days after an event or after the close of the fiscal year.

See MCC Grant Administrator for more information.

Slide30

MCC Logo

Slide31

Contacts

MCC Grant Administrator Shiloah Coley

mcc@studentlife.wisc.edu

Multicultural Student Center

716 Langdon St.

Red Gym, Second Floor Madison, WI 53706http://msc.wisc.edu Organizational Development Specialist

Arturo ‘Tito’ Diaz

Arturo.diaz@wisc.edu

(608) 890-0999

Financial Specialist, Division of Student Life

VACANT