Program Coordinating Council (PCC)
Funding Guidelines for Student Organizations
PCC is a central mechanism for requesting financial support from Student Affairs units at the university so that a student organization does not have to approach each individual unit, such as, Campus Recreation, The Career Center, Counseling Center, Illini Union, McKinley Health Center, Office of the Dean of Students, Office of Inclusion & Intercultural Relations, Office of Minority Student Affairs, University Housing, The Chancellor’s Office, and The Vice Chancellor for Student Affairs. The goal of PCC is to fund large scale educational events of interest to as many students as possible. PCC will accept proposals that improve the quality, style, and content of student life at Illinois primarily if it addresses a major policy or programmatic issue (i.e., free speech, affirmative action, safety, etc.).
Any registered student organization currently affiliated with the University of Illinois at Urbana-Champaign may apply for funding from PCC.
- Events must be free to UIUC students, occur within walking distance of campus, and take place during the academic year the funds are requested or for a request submitted in May it must occur immediately the following fall.
- Due to limited resources PCC will not fund more than 50% of the total program and demonstration of co-sponsorship and collaboration from other sources is highly encouraged.
- If you receive an award, all advertisements and other materials related to the event must stipulate that you have been co-sponsored by the Division of Student Affairs Program Coordinating Council. Failure to properly acknowledge Student Affairs may result in forfeiture of future funding.
- PCC reserves the right to refuse funding for programs that are NOT aligned with the mission of the University and Student Affairs.
- Requests for speakers or performers must include biographical and/or press release information or vita.
- Requests for professional entertainers more than $2,500 (performance fee plus expenses) must be co-sponsored by Assembly Hall, Krannert, StarCourse, or Illini Union Board (Student Code Section 2-507). Requests for exception must be made to the Coordinating Committee on Entertainment Events.
- Please be aware that any entity (e.g., entertainers, caterers, etc.) the does business with the University is required to have adequate insurance coverage to protect both the vendor and the University in the event of a liability claim. Please see Campus Risk Management for further details.
- Applications are due the first Tuesday of the month at least four weeks prior to the event. Events that have already occurred will not be considered. Application deadlines for the 2015-16 academic year are:
- August 4, 2016
- September 8, 2016
- October 6, 2016
- November 3, 2016
- December 8, 2016
- January 5, 2017
- February 9, 2017
- March 9, 2017
- April 6, 2017
- May 3, 2017 (for Fall 2017)
- RSO’s receiving an award will have thirty days to submit a final report and disbursement of award request. After sixty days all reimbursements will be taxed and therefore the full award amount will not be available to the RSO. All reimbursements will be made to the RSO and not to individuals. Contact PCC prior to making any purchases to see if we can make the purchase for you. This is the easiest way to obtain an award.
- Requests for honorariums should include all expenses related to travel and lodging. Honorariums will only be reimbursed to the RSO and not to individuals.
- Reoccurring events need to show enhancements, innovations, or increasing numbers of participants. Organizers must demonstrate that a unique need is addressed that is aligned with the Student Affairs strategic goals or address one of the strategic initiatives listed below.
- Complete the online application. PCC meets monthly on the second Tuesday to review applications. An RSO representative will be asked to attend the meeting to present the application. Applications will be accepted August through April for the current school year and in May for Fall events only.
- Up to 20% of food cost will be considered for funding if it is integral to the program; such as a Taste of India (or other ethnic group) or a cooking demonstration only if there is an educational component. Food for conference participants or receptions is NOT integral and will NOT be supported nor food for purely social events. Additionally, all food requests must meet university food safety policies.
Awards in excess of $2,000 are rarely awarded; however, it may be possible if the event meets at least three of the following additional criteria:
- Program demonstrates collaboration in the planning and execution stages among two or more RSO’s, groups, departments, etc.
- Educational component is clearly defined
- Closely aligned with one or more of the following Student Affairs strategic goals:
- Foster collaboration, discovery, and innovation
- Provide transformative learning experiences
- Make a significant visible societal and community impact
- Steward current resources and generate additional resources for strategic investment
- Alcoholic beverages will not be funded
- Food will only be funded if it is integral to the program such as a Taste of India (or other ethnic group) or a cooking demonstration with an educational component. Only 20% of total food cost will be considered. Food for conference participants or receptions is NOT integral and will NOT be supported
- PCC funds cannot be used to purchase gifts
- Strictly social events and dances will NOT be supported
- Events that are proselytizing in nature
- Closed events
- Travel or expenses to attend a conference or alternative Spring Break
- Publications/printing in a foreign language must be made available in English
- Political endorsements
- Expenses for fund raisers
- Equipment purchases
- Wages, or salaries are NOT allowed
- University policies supersede PCC guidelines
- If given an award, prior to making a purchase check with PCC because we may be able to make the purchase for you.
Questions can be directed to Belinda De La Rosa, Co-Chair of the Program Coordinating Council and Special Assistant to the Dean of Students at firstname.lastname@example.org or by phone at (217) 333-0050.