External Co-Sponsorship Process

Please read through the following information carefully before submitting your request:

The co-sponsorship process beings with the submission of a completed Co-sponsorship application. The application must include all relevant information, including event details, itemized budget, and requested monetary amount, if applicable. Submission of this application form in no way guarantees passage of your request. It is vital that your organization takes the time to provide as much detail in this application form as possible. Your submission will play the largest role in the General Body's ability to decide how they would like to vote regarding your co-sponsorship. We strongly encourage each organization to provide us with as much information as possible and to make sure that all of the supporting documents, especially the itemized budget, are up-to-date.

Next, all members of the General Body shall receive and read the co-sponsorship application. At the VP of Audit and Finance's discretion, voting may occur either virtually on during a General Body meeting. The General Body may also vote virtually to discuss a Co-sponsorship at a General Body meeting.

Your organization may be invited to present at a General Body meeting before voting. For this presentation, you will receive 5 minutes to present and hold a Question and Answer period about your Co-sponsorship request. During this time, you may have a PowerPoint presentation, a copy of your budget, and any other materials necessary to present. If you are selected to present, we will contact you at least one week in advance with the General Body meeting date and time at which you may need to present. Please be prepared to send a representative to that meeting.

At least 70% of the General Body must choose to pass or deny the co-sponsorship in order for the action to be taken.

Until the co-sponsorship is voted on, your application form on CampusGroups will be on hold. The organization will be immediately updated on the application status of the co-sponsorship (pass, denied, or hold). This communication will be through the VP of Audit and Finance.

In the event that a monetary Co-sponsorship application is passed, the organization requesting the money must also complete a Post-Event Evaluation form after the event to provide feedback about program impact and RHA contribution. Upon successful completion of this form, the money shall be transferred to the organization's speedtype account. The form MUST BE COMMPLETED within 3 weeks of the event's conclusion. No money shall be transferred after the fact.

External Co-Sponsorship Policies

Failure to adhere to the below policies will result in denial of your request:

Organizations must be able to demonstrate and explain appropriate residential interest, need, and benefit from the proposed event.

Organizations may apply for only one external co-sponsorship per semester.

(NEW) Organizations may only request up to 15% of the maximum external co-sponsorship budget for the year.

Submissions for co-sponsorships must be submitted in full through the application form at least three weeks in advance of the event. If the event is within three weeks of receiving the application, the Vice President of Audit and Finance reserves the right to deny the application before it is brought to the General Body for a vote.

All information to be shown to the General Body must be included in the application submission, including event details, itemized budget, and advertisement information. Powerpoints and graphics, if needed for the possible presentation, must also be submitted.

Organizations must complete a Post-Event Evaluation form after the event in order to receive funding.

All marketing materials must prominently feature the RHA Logo.

Organizations may not be Residence Life-related. Residence Life-related organizations may instead utilize the Internal Co-Sponsorship process.

Organizations may not apply for monetary co-sponsorship from Community Councils. A monetary co-sponsorship is to be defined as direct funding used for the execution or planning of an event or program. Ticket sales, manpower, and marketing provisions are not considered monetary.