SPAC Guidelines

Student Programming Allocation Council (SPAC)

Funding Policies, Procedures, and Guidelines Mission

The Student Programming Allocation Council (SPAC) is intended to provide support for Recognized Student Organizations at the University of Missouri - St. Louis (UMSL) for opportunities to which they might not otherwise have access. Our purpose is to provide partial financial support for student organizations to program on campus. While we provide this assistance to student organizations, we also encourage them to seek other sources of support in order to be financially self-sufficient. Student organizations should never rely solely on SPAC funding to cover 100% of their expenses . Rather, the purpose of SPAC funding is to support and encourage student groups as they contribute to the student experience at UMSL.

Overview

The Student Programming Allocation Council  (SPAC) comprises a minimum of five (5), but no more than seven (7) current University of Missouri - St. Louis (UMSL) students. In addition to general committee members, the SPAC will be chaired by the student program manager of student organizations in the Office of Student Involvement. The current Student Government Association (SGA) Treasurer will serve as Vice-Chair of the SPAC. The Director of the Office of Student Involvement, or their designee, shall serve as the advisor of the Student Programming Allocation Council  (SPAC).

SPAC funding is available only to recognized student organizations at UMSL, verified by the Office of Student Involvement. Additionally, the student organization must be in good standing with the University (i.e. not on disciplinary probation, suspended, etc.). Inactive and pending student organizations, and Student-Led Department Functions by the Office of Student Involvement are ineligible for SPAC funding.

Student groups can request up to $2,000 of programming funds per semester, but the cost of one single event may not exceed $1,000.

Examples of Programmatic Funding Requests:

• Guest speakers, presenters, or educational workshops
• Cultural celebrations and heritage month events
• Leadership development programs or conferences
• Wellness and mental health initiatives
• Campus-wide social events and community-building activities
• Awareness campaigns and educational tabling events
• Service projects and community engagement programs
• Performances, showcases, and student engagement activities
• Collaborative events with other student organizations

Examples of Items That May Support Programming:

• Event decorations and supplies
• Marketing and promotional materials
• Speaker or performer fees
• Educational materials and handouts
• Facility or equipment rental costs
• Food or refreshments (when permitted under funding guidelines)
• Event giveaways that support participation and engagement

Budget Submission Timeline

To better support student organizations in planning meaningful and impactful programming, the Student Programming Allocation Council (SPAC) is transitioning to a semester-based allocation model. Organizations are encouraged to meet with their executive boards and advisors in advance to strategically plan events and funding needs for the upcoming semester.

Spring Semester Funding Requests

Applications Open: October 1 at 8:00 a.m.
Applications Close: The Monday following Fall Break at 11:55 p.m.

Fall Semester Funding Requests

Applications Open: March 1 at 8:00 a.m.
Applications Close: The Monday following Mirthweek at 11:55 p.m.

Organizations should submit requests during the appropriate funding cycle for events and programs taking place within that semester. Early planning and timely submission will help ensure your organization is prepared to maximize available funding opportunities.

Review Process

During each funding cycle, the SPAC Council will meet bi-weekly throughout the budget submission period to review funding requests and make allocation decisions. Organizations are encouraged to submit requests as early as possible to allow adequate time for review and follow-up, if needed.
Any funds that are not used within the deadline of the budget period will be returned to SPAC.

How to Submit a SPAC Funding Request

To submit a funding request, use SPAC Budget Proposal Form in Triton Connect and complete all required sections. To ensure a smooth review process, please have the following information prepared before beginning your submission:

Required Information

1. Submitter Information
   • The budget proposal must be submitted by the organization's Treasurer. The Treasurer serves as the primary contact regarding funding requests and budget-related questions.
2. Total Amount Requested
   
   • Indicate the total dollar amount your organization is requesting from SPAC for the semester.
3. Detailed Budget Request
   
   • Provide a clear and thorough breakdown of how the requested funds will be used.
   • Include specific expenses, estimated costs, quantities, vendors (if known), and a description of how each item supports your organization's programming goals.
   • Strong budget requests explain the purpose of each expense and demonstrate how the funding will directly benefit students and enhance the campus experience.
4. Organization Dues Information
   
   • Indicate whether your organization collects membership dues and provide any additional information requested regarding dues collection.
5. Supplemental Documents
   
   • Upload any supporting documents that may assist the council in reviewing your request, such as event plans, vendor quotes, estimates, contracts, sponsorship information, or other relevant materials.
6. Budget Stewardship Questions
   
   • Organizations will be asked to reflect on previous SPAC allocations and explain how past funds were utilized.
   • Be prepared to discuss how your organization responsibly managed prior funding, the impact of funded programs, and how future allocations will support your organization's mission and goals.
7. Funding Acknowledgement Agreement
   
   • At the conclusion of the form, an authorized representative will be required to sign an agreement acknowledging that:
   • Submission of a funding request does not guarantee funding.
   • Organizations may receive partial funding or less than the amount requested.
   • Funding decisions are determined by the SPAC Council based on available resources, request quality, and alignment with funding guidelines.

Important Approval Requirement

Submission of the budget proposal by the Treasurer does not automatically constitute a completed application. After the Treasurer submits the request, the proposal must be approved through the Triton Connect workflow by:

• The organization's President
• The organization's Advisor

A funding request will only be considered fully submitted once both approvals have been received. It is the responsibility of the organization to ensure all workflow approvals are completed before the published deadline. Requests that remain pending approval after the deadline may be deemed incomplete and may not be considered for funding.

Submitting a complete, detailed, and timely proposal will help the SPAC Council effectively evaluate your request and make informed funding decisions that support student engagement and campus programming.

Specific Limitations and Restrictions

SPAC will not consider funding for and will deny any requests which include the following:

• Alcohol or events that involve alcohol
• Expenses for general operations or team development
• Transportation to/from an off-campus event (e.g. shuttle transportation, taxi, rental, car, mileage, )
  
  • This does not include or apply to transportation for a guest speaker/performer, or transportation to attend a conference or other team development activity that is outside the Louis Metro area.
• Gift Cards or Vouchers
• Private parties or exclusive programs
• Payroll/salary stipends paid to student group members/officers in compensation for their service to the student group in their role
  
  • This does not apply to services provided by an individual outside of the scope of their role with the For example, if your student group Advisor serves as the keynote speaker for a conference your student group is hosting, you may request to pay the advisor a small honorarium for that speech
• Events that are not intended for Students (e.g. department gatherings, alumni receptions)
  
  • SPAC funding can be used for an event that is co-sponsored by both a student organization and another entity (e.g UMSL office/department, local alumni organization, etc.) -- but the student organization requesting the funds must show that they are actively involved in the planning and facilitation of the event. 

Student organizations may provide awards and gifts as part of their programs and activities. However, prizes are not permitted because they require the collection of personal and tax information from recipients.

• Awards are items given to recognize a person’s accomplishment, achievement, performance, or participation. Examples include recognizing the winner of an organization’s leadership award, honoring an outstanding member, or recognizing an achievement.
• Prizes are items of value given as the result of a Game of Chance or Contest of Skill, whether or not participants are required to purchase a ticket or chance to participate. Because prizes require the collection of personal information, including a recipient’s tax identification number, student organizations may not provide prizes at their events or programs.
• Gifts are non-cash items given to show appreciation or gratitude. Gifts are not based on performance or the completion of a service and are not negotiated with the recipient in advance. Examples may include thank-you gifts for speakers, volunteers, or participants.

When planning an event, student organizations should consider whether an item is an award, prize, or gift before purchasing or distributing it. If you are unsure how an item should be classified, contact the Office of Student Involvement before making the purchase.

Documentation

Double-check all documentation before attaching it to the budget. Sometimes pieces of information can get cut off during the collation and printing process, and if that information is vital to the funding of the requested item and is missing, SPAC will not be able to accept this as a valid form of documentation.

Be proactive -- if the information you need is not yet available online or in print (i.e. for a future event or conference) ask the event coordinator for a communication on letterhead or an email that shows they are speaking on behalf of a valid organization. Request the necessary information such as prices, dates, and If they do not have those details, ask for an estimate. If the conference/event is annual, the SPAC may consider last year’s information if nothing else is available.

SPAC wants as much information as possible, such as where items are from, the exact cost, and how many of each item is needed. Requests with insufficient information will be

Fundraising

Student Programming Allocation Council (SPAC) funds can not be used to pay for an event where revenue will be generated for the student organization or any philanthropic organization/means.

Additional Considerations

Student organizations that are recently inactive or no longer recognized by the Office of Student Involvement (OSI) are not eligible to receive funding from the Student Programming Allocation Council (SPAC). If a group has recently regained recognized status, they will be ineligible for SPAC funding for one academic semester. After this waiting period, these reactivated student organizations will be eligible for SPAC funding, subject only to the standard restrictions outlined in this document.

These rules and guidelines are not all-inclusive and may not address all possible uses of funding. The Student Programming Allocation Council reserves the right to approve or deny funding based on their best judgment in cases where no specific rule or guideline applies or to their discretion.