External Co-Sponsorship Process

Please thoroughly understand the following information before submitting your request:

The co-sponsorship process begins with the submission of a completed co-sponsorship application. This application must include all relevant information, such as event details, itemized budget, and requested monetary amount, if applicable.

Submission of this application form in no way guarantees approval of your request. It is vital that your organization takes the time to provide as much detail as possible in this application form. Your submission will play the largest role in the General Body's ability to decide whether to approve your co-sponsorship request. We strongly encourage each organization to make sure that all of the supporting documents, especially the itemized budget, are accurate and up-to-date.

Next, all members of the General Body shall receive and review the co-sponsorship application. At the VP of Auditing 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 your co-sponsorship request at a General Body meeting before voting. For this presentation, you will receive 5 minutes to present and hold a Q&A period about your application. During this time, you may have a slideshow presentation, a copy of your budget, and any other materials you deem 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 which you should attend. Please be prepared to send a representative to that meeting.

At least 70% of the RHA General Body must approve or deny a co-sponsorship request in order for further action to be taken. Please note that members of a requesting organization cannot be present during deliberations or voting.

Until the co-sponsorship is voted on, your application 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 Auditing 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. This form MUST BE COMPLETED within 3 weeks of the event's conclusion. No money shall be transferred after this deadline.

External Co-Sponsorship Policies

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

1. Organizations must be able to demonstrate and explain appropriate residential interest, need, and benefit from the proposed event.
2. Organizations may only apply for one external co-sponsorship per semester.
3. Organizations may only request up to $700, and no more than RHA's remaining external co-sponsorship budget for the year.
4. Co-sponsorship application forms for any event must be submitted in-full at least three weeks in advance of the event. If a co-sponsorship application is received within three weeks of the scheduled event date, the VPAF reserves the right to deny the application before it is brought to the General Body for a vote.
5. All information to be presented to the RHA General Body must be included in the application, including event details, itemized budget, and advertisement details. Slideshows and graphics, if needed for the presentation, must also be submitted in advance with the co-sponsorship form.
6. Organizations must complete a Post-Event Evaluation form after the event in order to receive funding.
7. All marketing materials must prominently feature the RHA Logo.
8. Organizations may not apply for a monetary co-sponsorship from any of the RHA 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.

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Organizations requesting a co-sponsorship through this form may NOT be affiliated with RHA or the Office of Residential Living and Learning. Affiliated organizations should instead utilize the Internal Co-Sponsorship process.

For any questions or concerns, please contact the VPAF at rha-finance@case.edu.