Ohio Administrative Code › Title 3341 - Bowling Green State University › Chapter 3341-5 - Administrative Staff Policies › Section 3341-5-25 - Solicitation

Current through all regulations passed and filed through July 1,
			 2024
(A)
								Policy statement and purpose
To set out the policy governing
				solicitation activities on campus.
(B)
								Policy
Many campus groups and/or individuals
				seek funding support for activities that are not part of the standing functions
				of the university. The following guidelines are provided to expedite
				consideration of these requests.
(1)
									Individual,
			 departmental or college special activities: Individuals or groups seeking
			 funding for academic-related activities (such as conference attendance or
			 remuneration of speakers for campus events) must present a written proposal to
			 their departmental chair or director for consideration. Awards for such
			 requests are at the discretion of the chair or director. Requests that are
			 approved at the departmental level, but for which full or partial funding is
			 not available, may be transmitted to the college dean for consideration.
			 Requests forwarded to the dean must be accompanied by a written endorsement
			 from the chair or director.
(2)
									Requests approved
			 by the dean, but for which full or partial funding is unavailable, may be
			 transmitted to the provost and vice president for academic affairs when
			 accompanied by an endorsement from the dean. (If the activity, in whole or in
			 part, has a student affairs focus or component, the solicitation should be sent
			 to the vice president for student affairs.)
(3)
									Guidelines for
			 funding proposals at the departmental or college level suggest inclusion of
			 a:
(a)
										Brief
			 description of the activity or program to be supported;
(b)
										List of
			 coordinating individuals and participating internal and external
			 organizations;
(c)
										Timeline for planning and
			 implementation;
(d)
										And a budget itemizing and justifying costs to the
			 extent possible.
(4)
									Requests that are
			 denied can be revised and resubmitted for further consideration at the
			 appropriate level.
(5)
									University-wide special activities: If the activity, in
			 whole or in part, has an academic affairs focus or component, the solicitation
			 should be sent to the provost and vice president for academic affairs. The
			 provost will meet with the council of deans to determine whether the activity
			 is worthy of funding consideration and what each reporting academic affairs
			 unit will agree to contribute to the activity. The campus group or individual
			 will be informed of the decision and, if appropriate, the breakdown of funding
			 agreements. (If the activity, in whole or in part, has a student affairs focus
			 or component, the solicitation should be sent to the vice president for student
			 affairs.)
(6)
									Requests for funding for university-wide activities
			 must be accompanied by a written proposal including a:
(a)
										List of
			 participating university divisions and/or units and coordinating
			 individuals;
(b)
										List of participating external organizations and
			 coordinating individuals;
(c)
										Detailed description of the specific program or
			 activities planned;
(d)
										Timeline for planning and
			 implementation;
(e)
										Budget itemizing and justifying costs for staff,
			 supplies, services, equipment, etc.; and
(f)
										A list of all
			 individuals, within the university and the community, solicited for support.
			 (Copies of the written requests and any subsequent agreements must be submitted
			 with the request.)
(7)
									Applications for
			 funding must be made prior to official commitment and or implementation of the
			 event or program. Individuals and/or organizations that do not follow the
			 official procedure to secure funding in advance are ineligible for
			 support.
(8)
									Each individual, organization, and division named in
			 the request must receive a copy of the submitted proposal.
(9)
									No solicitation
			 for university-wide special activities should be made to individual campus
			 units. Campus groups and/or individuals whose planned activities are more
			 narrowly focused within the academic or student affairs divisions (e.g., an
			 individual college) may solicit funds internally from that unit. However, the
			 same general procedures should be followed.
Date: January 1, 2014