Annual Allocations occurs once each year from late Winter to Mid-Spring Quarters to allocate funds to RSOs for their events and programs planned for the following year. AnnAl is a companion funding body to SGFC, and each event can only be funded through one or the other.
Annual Allocations happens on a strict timeline that you should make sure to review so that you don't miss any required components of the application process. Though the Community Service Fund is a separate funding committee and funding pool, both Annual Allocations and CSF Annual allocations will be run through this single process.
In order to be eligible for Annual Allocations funding your RSO must:
- Be an RSO with "Active" status in Blueprint. If your RSO is searchable in Blueprint without logging in you are "Active". See your RSO Advisor for questions about your RSO Status.
- Be at least 1 year old. RSOs approved this academic year will not be eligible for AnnAl. You will be able to secure funding for next year through SGFC.
- Request funds for events that fall within the purview of the committee. For instance, sports clubs have a separate funding body so are ineligible to apply for AnnAl. If you have questions about what is eligible for funding you can contact your advisor or the Annual Allocations committee.
- Complete an online training session to be released 10th Week of Winter Quarter. The training should take approximately 45 minutes, and each RSO must complete this training by the end of Spring Break.
- Sign up for an attend an AnnAl advisor meeting during Second, Third, or Fourth Week. To sign up for these meetings you must have completed training. Meeting sign-up links will be emailed out the First Week of Spring Quarter.
- Submit a budget via the online request system at rsofunding.uchicago.edu by the posted deadline.
- Submit a printed copy of your budget to the Student Activities Center by the posted deadline.
How to Apply
Preparing to Apply
Thoroughly review this page, the Overview, Training Materials, and Timeline for details about the eligibility requirements and the process for applying. Also, make sure to review the SGFC Guidelines and Cost Guide as the AnnAl committee will follow these guides when reviewing budgets.
When you're ready to start building a budget, visit http://rsofunding.uchciago.edu, login, and click on the "Review/Submit a Budget" link on the left. If you are registered as a member of multiple organizations each should show up on this page.
Updating your RSO Profile
Double-check to make sure the information in your RSO Profile is up to date, including your budget contacts and account information. This profile will serve as a header to your entire AnnAl request.
Once your profile is updated you are ready to start adding your event budgets. Each event/program/project will be submitted as an individual budget.
Your organization's budgets from last year will be pre-populated on the assumption that many of them are for annual events. You can update or delete your pre-populated budgets. Last year's budgets will already contain your budget descriptions, line-items, and allocation amounts from last year. You will need to include new date/time information for your event as well as complete the "Spent This Year" and "Request Amount" fields.
These budgets are not automatically submitted to the committee. You must open and update or delete each one.
Adding a New Event
Click "Add Event" under the Annual Allocations section to start entering a new budget. You should submit budgets for events/programs you have planned for next year about which you know enough to put together a thorough budget. Each event/program should be added to your budget a separate event.
Enter your Budget Information
Please provide all requested information and answer the questions on the Funding Request as fully as possible so that the committee can accurately understand your request. The budget you enter should be detailed and itemized. Take some time to think and make sure you are including all expenses for the event; don't forget things like publicity costs and room fees! If you are going to conduct fundraising for an event or sell tickets, don't forget to include that income in your budget.
We hope that many of the fields are self-explanatory, but here are some notes about individual fields you may find helpful.
- Event Ranking – Think carefully about the priority ranking of your budgets, as the committee will use these rankings to determine which budgets to fund if they don't have the capacity to fund all of your items. Items they cannot fund will be eligible for SGFC next year.
- Description – This field should convey the nature and purpose of your event/program. You can enter as much information as you need to make sure the committee can understand your event/program.
- Anticipated Admissions – Any amount you expect to raise through ticket sales or event registration fees. This amount needs to be included as an income line in the budget as well (with a negative total so that it is deducted from your expense total).
- Other Fund Sources – Let the committee know what other sources of funding you have for the event as well as how much fundraising you are committing to undertake toward the cost of the budget. These amounts need to be included as income lines in the budget as well (with negative totals).
- Member Notes – Here you can add any additional comments you'd like to pass along to the committee.
- Request Last Year – If you applied for SG funds for this item previously (AnnAl, SGFC, or CSF) this field is the amount you requested.
- Granted Last Year – The amount of funding you received for this item for this year.
- Spent This Year – The actual amount you spent on this item when putting on the event/program this year.
- Request Amount – These are your estimates for what you think the item will cost in the next year. This is the amount of funding you are asking from the committee. All of your income toward the event/program should be entered as line items with negative totals in this field.
Save your Budget
You should now save the event budget using the "Save and Continue" button at the bottom of the form. You can come back to saved budgets and make adjustments up until your budget has been submitted. Remember that saved budgets have not been submitted to your advisor or the committee.
Attach Quotes and Documents
Once your request form is complete and has been saved, attach any quotes or documentation you would like to submit with the Supporting Documents tool. Quotes are required for airfare, and short bios of speakers are required when requesting funds for honoraria, but quotes for other expenses are also helpful. Attach any quotes you have to help the committee see how you came up your budget numbers. Uploaded documents should be named to correspond with the event to which they pertain.
Add More Events or Finish and Submit
At this point, you can go on to add additional events to your request by repeating the steps above, or you can finish up and submit.
Print your Budget
Once all of your events are entered and complete make sure to click "Final Review & Submit Request". At this point, you need to print your request (before clicking "Submit Budget Request"). A printed copy must be turned in to the Student Activities Center (RC001) the day following the budget deadline.
Submit your Budget
After you have printed your completed budget you are ready to submit it. In the "Final Review & Submit Request" page, you need to click "Submit Budget Request". Until you've clicked this submit function, your budget is simply saved, and not passed along to the committee. Failure to submit saved budgets will result in a late budget, which may not be considered by the committee.
Budget Presentations and Committee Review
Once the deadline has arrived, all submitted budgets for groups who have met all of the Annual Allocations eligibility requirements are available to the committee. The committee will meet over several days during 5th Week.
Unlike SGFC, not all organizations will make a presentation to the committee. Only RSOs in the Purple Category of the RSO Advising Model will be scheduled a time to meet with the committee. For other organizations, careful completion of your application and the use of the optional Budget Workshops will be key to making sure your plans and concerns are understood.
The AnnAl committee is selected from the student body by Student Government, and consists of student government representatives, RSO representatives have drawn both undergraduate and graduate/professional student populations.
Announcement of Funding Decisions
The committee's funding decisions will be available to you in the funding website at the stated time. Note that the deliberation and decision announcements are different for Community Service Fund AnnAl events.
You can review your allocations by logging in, and on the bottom of your RSOs funding page selecting "View Final Allocations".
You will have the opportunity to appeal any decision reached by the committees. If you feel your budget, priorities, or revenue sources were misunderstood by the committee, we recommend reaching out to your advisor and the committee chair right away. Formal statements of appeal (based on the originally submitted budget) will be due to your Advisor and the Committee Chair in the week following the announcement of funding decisions according to the posted deadlines.