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Allocation Request Process

The College of Engineering student organizations promote service, involvement and leadership through their activities, including travel to regional, national and international conferences, competitions and programs.  The College has developed a set of standards and requirements that student organizations must follow in order to request and receive departmental and Dean’s funding.
Below are the requirements and the process flow for these requests.
Graduate Students  must have complied with the following requirements:

  • The organization has created a budget which includes all necessary expenses.Budget preparation should include, where possible, provision for registration discounts (i.e. early bird,  sponsorships, or other methods of cost-saving).
  • The organization has notified and consulted with the faculty advisor, and obtained the advisor’s approval to move forward. The faculty advisor should be in agreement that the conference, program or competition is appropriate and suitable for the organization’s goals and charter.
  • The organization is currently registered with the Council of Student Organizations (COSO), which is responsible at the University level for establishing and maintaining standards and monitoring compliance with accepted practices and University of Miami rules.
  • The organization has applied for funding for the program from the Student Activity Fee Allocation Committee (SAFAC) ,which is a division of COSO.  SAFAC allocates money received from the UM student activity fees to promote and support worthy activities and programs of student groups.
  • The organization has engaged in fundraising in addition to any requests to SAFAC or other agencies for sponsorship, i.e. the organization must have actively attempted to raise funds by working together as a team for the goal.
  • The organization has required that each student who will participate contributes a portion of the total funds needed, for their participation, based on individual resources and needs and in consultation with the advisor.
  • The organization has met with the Engineering Advisory Board advisor, for the following processes to occur:
    • Confirmation that the program meets standards including relevance to educational goals, inclusion of students at all academic advancement levels (freshmen-graduate level ) and advancement of both the organization charter and CoE goals
    • Confirmation that all procedural steps above have been followed
    • Review of final budget worksheet including projected shortfall

Upon completion of the steps above, if and only if all requirements are satisfied, the student organizations are authorized to request funding from CoE department chairs.  The standard allocation formula is that if the Department Chair provides half of the departmental share requested, the Office of the Dean will then match that amount.

In situations in which students from multiple departments are participating in a program and are requesting support (affinity and honor organizations), the funding shortfall will be divided among all departments from which students are based, with each department only asked to provide support for majors within that department.

Unless there are extenuating circumstances, funding will be provided via reimbursements after the program is completed, and will be processed via the College of Engineering Office of Administration.  Funds from departments will be transferred to the CoE Administration office.

For questions or for further information, please contact:

Ann Helmers, Director
Career Services and Alumni Relations

Advisor, Engineering Advisory Board