How to Apply
**PLEASE NOTE: Organizations need to submit requests for funding at least 2 weeks before the actual date of the program/event to allow time for payment processing, if your funding request is approved.**
- Submit the SPAC Request Form via OrgSync.
- All submissions must be received by 11:59pm on the Tuesday prior to the next committee meeting. Committee Meetings are held on Tuesdays at 1pm, every other week. Any applications submitted after 11:59pm on the Tuesday prior will be reviewed at the next scheduled committee meeting.
- SPAC Chair will review applications for completion and share the materials with committee members for initial review. If an application is determined to have insufficient information, it will be reopened to allow the applicant time to make revision and resubmit the request for the following SPAC meeting
- The SPAC Chair sends a confirmation email to each applicant notifying them that their SPAC funding request has been received and will be discussed and voted upon at the next SPAC Meeting. In the interest of making sure that all questions and concerns posed by committee members surrounding the funding request are addressed before voting occurs, each organization is invited (and encouraged) to send one delegate to attend this meeting.
- The Committee meets and reviews all completed applications. If an organization selects to send a delegate to the meeting, he/she has an opportunity to present their request in person and answer any questions posed by committee members before voting takes place.
- During voting, requests are either approved or denied and a total dollar commitment is assigned. All approvals require at least 2/3 vote of approval based on the number of voting members present, with at least more than half of the SPAC members present being UTC Staff.
- SPAC Chair will communicate with applicants on the committee's decision and advise any approved groups on the processes for spending, reimbursement and other fiscal processes.
- Approved organizations have 2 weeks following the date of the program to submit the follow-up report. Organizations who do not submit a follow-up report will be ineligible for future funding for the remainder of the current academic semester.
- Organizations not approved for funding can appeal the committee’s decision. The appeal must be submitted in writing within five (5) business days of receiving the notification email to the Vice Chancellor for Student Affairs. Once received, the Vice Chancellor has ten (10) business days from the date the written appeal was received to issue a decision.
- Approved organizations have 2 weeks following the date of the program to submit the follow-up report. Organizations who do not submit a follow-up report will be ineligible for future funding for the remainder of the current academic year.
REMINDER! Only registered, good-standing student organizations are eligible for SPAC funding.
Applications for SPAC Funding will be evaluated on the following criteria:
- Applicant is a registered student organization recognized by the university
- Application was received within SPAC Review Timeline
- SPSF Fee Accordance (Is there an entrance fee or requirement?)
- Location Accessibility (Is the event on or off campus? Does this event/program consider ADA and other accessibility concerns?)*
- Duplication (Is this program a duplication of another event/program held this academic year?)
- Budget (Fiscally responsible budgeting, used in accordance with SPSF guidelines)
- Program reinforces mission of student organization
- Program supports the University’s educational mission
- Longevity (Is this a sustainable program?)
- Safety & Risk Management (Is this event/program in compliance with the University Code of Conduct and presents little to no safety risk to participants?)
Frequently Asked Questions (FAQ)
Q: How far in advance must I request SPAC funds for my organization?
A: Organizations should to submit requests for funding at least 2 weeks before the actual date of the program/event to allow time for payment processing, if your funding request is approved. You may submit requests as early as you'd like in the current semester. We cannot guarantee funds for programs for the upcoming semester until enrollment is verified.
Q: What is the total budget available to student organizations?
A: Every year will depend on UTC enrollment numbers and the number of students who have chosen to Opt-In.
Q: Is there a limit to the number of times I may request funds, or the total dollar amount requested?
A: There is not a limit, but the total SPAC budget, amount requested and previous requests will be taken into consideration.
Q: Can I commit funds or spend money and then ask SPAC for reimbursement?
A: No. Reimbursement requests WILL NOT be accepted. We also WILL NOT transfer funds to organization/departmental accounts. All program spending must have prior approval from SPAC before these funds can be used and all orders/purchases will be handled by staff in the Office of the Dean of Students. We encourage you to do your best research early and receive estimates or quotes as often as possible though.
Q: I'm not familiar with Aramark/UTC Dining or ordering through a third-party vendor. Can you help?
A: Visit our Resources for Student Organizations page for more details.
Q: What is eligible for SPAC funding?
A: All SPAC programs must follow University Fiscal Policy. Sample programs and expenditures may include, but are not limited to:
- On-Campus Food for Events/Meetings through UTC Dining
- Off-Campus Food for Events/Meetings
- Rental Fees
- Performer/Speaker Fees
- Promotional Items through a Third Party Vendor
- Graphics/Printed Materials through UTC Graphic & Mail Services
Click HERE for a list of programs that have been sponsored in the past.
Q: Where can I find guidelines on University Fiscal Policy?
A: All University of Tennessee System Fiscal Policies can be found at: http://policy.tennessee.edu/fiscal_policy/