Transcript msc.wisc.edu

2013 Policy Manual
Revised July 2012. Please read and review carefully. MCC policies and processes have changed
significantly.
Table of Contents
Mission…………………..…..pg. 3
MCC Grant Basics…………..…………..pg. 4-8
Deadlines………………..……..pg. 9
How to Apply……………..………..pg. 10
Hearings…………………..…..pg. 11-12
Submission & Hearing Schedules……………..………..pg. 13-14
MCC Structure………………..……..pg. 15-16
How Decisions are Made………………..……..pg. 17-18
Appeals……………..………..pg. 19-20
Award Requirements…………………..…..pg. 21
MCC Logos………………..……..pg. 22-23
Submission and Printing……………….pg. 24
Contact…………………..…..pg. 25
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Mission
Founded in 1973, the Mission of the MCC is to enhance the
campus climate by supporting on-campus events that:
• Foster Social Justice & Inclusion
• Support the retention & graduation of Students of Color
• Provide significant leadership & decision making experiences for
Students of Color
• Speak to the interests and needs of Students of Color and their
Allies
• Encourage relationship building within and/or across racial/ethnic
campus communities
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MCC Grant Basics
• All Grants must align with MSC & MCC Mission
• MCC specializes in small budget events
– Total event budget must not exceed $7000.00 ($7k)
– Maximum MCC award is $5000.00 ($5k, single event/grant)
• MCC must fund a minimum of 70% of the event
• MCC can fund up to 100% of an event
– If the total budget is below $5k
– If doing so would not violate State/University/MSC/MCC policies
• No RSO can receive more than $7k in a fiscal year
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MCC Grant Basics (cont.)
Top priority will be given to on-campus events that embody at least two
of the four criteria below:
1.
Educational in Scope: Social Justice Education, Cultural
Education, and/or Incorporated into classroom education
2. Fosters Leadership Development: Event Planning, Team
Management, Critical Thinking, and/or Problem Solving (for
organizers and participants)
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MCC Grant Basics (cont.)
(Priorities/Criteria Continued)
3. Fosters Career/Professional Development: Professional
Networking, Employment Seeking Skills, Exposure to career
options, etc
4. Fosters Community Development: Relationship Building
[within & across racial/ethnic communities], Heritage &
Awareness Observations, Participation in Campus-wide events
(Welcome Week, Homecoming, Parents Weekend, etc)
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MCC Grant Basics (cont.)
MCC cannot/does not fund:
• Student Groups that
- do not have or lost their RSO status (Current Academic Year)
- host an event while they are suspended or under investigation
• Less than 70% of the total event budget
• Food or Beverages
• Events where alcohol is available or allowed
• Travel/Transportation
• Fundraising Events
• Supplies (eg. pens, paper plates, decorations, etc)
• Awards (prizes, gift cards, cash, trophies, plaques, etc)
• Reimbursement for funds spent prior to grant award
• Honoraria
- without a University contract; signed and submitted at least 4 weeks before the event
- for International persons without documentation of appropriate VISA status
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MCC Grant Basics (cont.)
MCC can/does fund:
• Printing (on-campus only)
• Space Rental
• Equipment Rental
• Lodging (only @ current state rate)
• Honorarium
- if your grant application was submitted at least 45 days before your
event
- if a University contract and other required documents (e.g. W9
Forms) are signed by the payee & submitted to the MCC Advisor at
least 4 weeks before the event
- if international payees provide us with documentation of an
appropriate VISA status at least 4 weeks before the event
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Deadlines
Grant Applications must be submitted at least:
• 30 Days before your event (No Honorarium Request)
- your hearing must be at least 2 weeks before the event
- so that proper awardee and vendor notification can be made
• 45 Days before your event (With Honorarium Request)
- your hearing must be at least 4 weeks before the event
- so that the University Contract can be produced, signed and
processed for payment.
- so that the check payment will be ready on the day of the event.
NOTE: University checks can take up to 6 weeks to process.
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How to Apply
• See, Submission Deadlines & Hearing Schedule
– http://msc.wisc.edu/council/schedule.php
• Your RSO must have an account on WIN.
• Access the grant by completing the following steps:
1) Click MCC Event Proposal Form
o
https://win.wisc.edu/form/start/4094
2) Click the green "Log In" button
3) Enter your UW Net Id and Password
4) Complete Form
5) Submit Form
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Submission and Printing
1) Please click next in the lower right corner
2) On the next page click Submit for Approval
3) After your grant has been submitted your application will appear in your
My Submissions section of your WIN page, which you should be
automatically directed too.
If you are not automatically redirected, you can always to to your WIN page
and select My Submissions.
1) Once on your My Submissions page you should see your MCC Event
Form submission
2) To print select the PDF icon located on the right side of your grant title
on the my submissions page
3) After your grant appears click File and then Print
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Hearings
1. MCC hearings are on (alternate) Wednesdays
- @ 6:15pm, MSC Conference Rm. (Red Gym, South Mezzanine)
2. Hearing date, is based upon date of submission (See Schedule)
- electronic notification will be sent to the Primary Contact(s) listed on the
application
3. RSO Rep(s). signs in upon arrival
- no more than two reps. per org should attend
4. Chairperson will call meeting to order
5. RSO Rep. must be present when your name is called
6. Bring 2 Copies of your full application
- plus supporting materials (Quotes, Letters of Support, etc)
7. Prepare/Deliver a 5 min. Presentation
- program: Goals, History, Relevance, Mission Alignment, etc.
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Hearings (cont.)
8. Answer all questions from council members
- RSO Rep. may stay or leave once their Q&A is over
- RSO Rep. may not add any information once the Q&A is over
unless a MCC member yields them time.
9. Council will discuss applications after all presentations
10. Council will make funding decisions
- council may postpone a decision on an application, until the next
scheduled hearing
11. Council will adjourn
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Fall 2012:
Submission & Hearing Schedule
If you submit before…
Your hearing will be on…
August 14
August 29
August 28
September 12
September 11
September 26
September 25
October 10
October 9
October 24
October 23
November 7
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Spring 2012:
Submission & Hearing Schedule
If you submit before…
Your hearing will be on…
January 8
January 23
January 22
February 6
February 5
February 20
February 19
March 6
March 15
March 20
March 19
April 3
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MCC Structure
• (10-13) enrolled students
- undergraduate, graduate, or professional
- (1) representative from each RSO’s housed @MSC
- (3) at-large representatives (open to any enrolled student)
(See MSC staff for application)
• Term, 1 year (May be re-elected/appointed)
• Leadership
- student grant administrator (MSC Student Intern)
•Assists RSO’s in the application process
•Mentors Council Members
- MCC advisor (MSC pro-staff member)
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MCC Structure (cont.)
• MCC uses Robert’s Rules of Order (Modified)
- council may not conduct official business without a quorum
• Chairperson
-grant administrator is default chairperson
-any member can volunteer to chair a hearing
(grant admin will assist if needed)
• Recording Secretary
-grant admin. is default (if another member is serving as Chair)
- any member can volunteer to record minutes
• Advisor
-mentors grant admin.
-ensures policy compliance
-coordinates payments with the Financial Specialist
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•monitors Budget
How Decisions are Made
Successful MCC grant applications are screened three times
Stage 1
• Reviewed by MSC Staff (MCC Advisor, Grant Admin, etc)
• Scored on a Rubric
– Mission Alignment, Policy Compliance, MCC Priorities
– Must receive 70/100 to move forward to a hearing
– Feedback is offered to improve grant quality
Stage 2
• Reviewed by MCC members @ Hearing
• Scored on a Rubric
– Educational Scope, Leadership Development, Community
Development, Budget, Presentation, Document Quality, &
innovation/creativity
– Must receive 75/100 points to move forward to a discussion of
award amount
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How Decisions are Made (cont.)
After each round, the person(s) designated as the primary contact on the grant
application will receive electronic notification concerning the status of the grant
Stage 3
• Council members discuss whether to fully or partially fund the grant request and
why.
• Council reaches a decision on the amount of the grant award
- relying upon:
• MCC Mission
• MCC Priorities
• Funding Restrictions, etc
• MCC reserves the right to zero fund, partially fund, or fully fund line
items in the budget presented.
Note: The MCC 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 19
Appeals
Grounds for an appeal
• Low rubric scores are based upon erroneous assumptions, or a
bias against the RSO or its event.
• The event/grant in question is clearly consistent with the mission,
priorities, and policies of MCC
• Significant changes in the status of the RSO or the event that
effect the original application.
NOTE: Appeals will only be considered for grants that were
unsuccessful (less than 75/100 score on the rubric) @ stage two in
the review process
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Appeals (cont.)
Process
• Appeal Letter sent to MCC Advisor
- within 48 hours of (stage two) decision notification
- address (in detail) at least one of the four “grounds for appeal”
• MCC Advisor reviews & responds in 3 business days
Hearing Process
• Convene , MCC Appeal board for a hearing
- if MCC Advisor believes an appeal is warranted
- appeal board consist of 5 MCC members
- RSO presents their case (10 minutes)
• Deliberation & Decision
- A majority vote is required for decision
- Appeal board may render Judgment then or postpone decision,
because more information is needed
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Award Requirements
All
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MCC Grant recipients must:
Meet with the Grant Administrator within 48hrs of approval
Supply all vendors with a copy of the MCC Award notice and Vendor Information sheet
Submit a copy of all marketing materials to Grant Admin. for approval
- prior to posting
- a minimum of four business days prior to the event
Include the current MCC logo on all marketing materials (hardcopies or electronic)
- there are versions specifically designed for use with web/electronic documents (.png)
and
others for hardcopies (.jpg).
All marketing Materials must state: “Free and Open to the Public”
If you are hosting a free “Ticketed” Event
- MCC shall receive 10 % of the tickets for distribution
If you are hosting an event w/ reserved seating:
- MCC members will be provided seats in the reserved section
Complete the MCC Event Evaluation/Report (within 30 days of your event)
Submit all invoices to Grant Admin within 10 days of your event
- no invoice will be paid if 30 days or more pass after the event
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- no invoice will be paid after the close of the fiscal year
MCC Logos
Hardcopy/Print Documents (JPG)
Click on image to open file. Right click, save image
Color:
Black & White :
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MCC Logos
Web/Electronic Documents (PNG)
Click on image to open file. Right click, save image
Color:
Black & White :
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Contacts
MCC Grant Administrator
608-262-4503
[email protected]
MCC Advisor
608-268-2513
Vacant
Multicultural Student
Center
716 Langdon Street
Red Gym, Second Floor
Madison, WI 53706
http://msc.wisc.edu
Financial Specialist,
Division of Student Life
608-890-2754
mliebmann@studentlife.
wisc.edu
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