Applications are due at least 30 days before your event. This allows us time to review your application, communicate any questions or concerns we might have, and then get a final decision to you.
We accept applications on a rolling basis and review requests every other Wednesday, in the order in which they are received. Because of the high volume we receive throughout the year, we cannot accept funding requests for events that are less than 30 days out.
To ensure we can make a funding decision in a timely manner, please provide as much information as possible in your application. The most frequent follow-up questions we ask are regarding:
- Other sources of funding you have received
- Marketing plans to reach a broad audience
- Vendors or other budget specifications (i.e. if your budget just lists “food,” we will inquire about which caterer you’re using or where you are purchasing from)
- A budget that does not add up correctly or that does not use our template properly
When reviewing applications, we consider the following:
- Positive impact to the University community
- Reaching a broad spectrum of students
- Inclusive to all undergraduate students, without barrier (i.e. does not require a fee or membership to attend; accessible to all)
- Budget breakdown (i.e. cost per attendee)
- Detailed budgets
Funding will not be granted for the use of: honoraria/speaker fees, travel/lodging, transportation/gas, alcohol, or prizes and awards (e.g. gift cards, trophies, etc.). Also, we generally do not grant funding for swag (e.g. t-shirts), unless they are deemed integral to the event or program.
We review funding requests every other Wednesday, in the order in which they are received. You can expect to receive a response to your request approximately two weeks after submitting your application. In most cases we will have a decision for you in our initial e-mail, but sometimes we will have clarifying questions or request more information.
Organizations can apply for funding up to twice per semester, but they can only receive funding for one event per semester (two events total per academic year). Note: Priority is given to organizations who have not yet received funding for this academic year.
If your organization does not have the funds to pay for items upfront, you can request that the Student Engagement Fund pay an invoice directly or make a purchase for you with the grant funds. These requests must be emailed to studentengagementfund@virginia.edu, with the subject line “Early Disbursement: [Your Organization Name]” at least 14 days before the payment is due. Please read through the full Funding Terms and Conditions page for more information on disbursement.
Note: Organizations who receive early disbursement are still required to submit a post-event documentation report within 30 days of their event or program. Failure to do so could result in your organization’s inability to receive future funding.
If your event is postponed, please notify us as soon as possible. As long as the date is the only element of the event changing, your funding decision will not change and you do not need to submit a new application.
If your event is canceled, the granted funds will be returned to the Student Engagement Fund pool. You can submit a new application if your organization decides to host a different event during the year.
We will only reimburse for the amount spent. Any remaining funds in the grant will be returned to the Student Engagement Fund pool. If you received early disbursement of funds, we will reach out to you to coordinate a reimbursement to SEF.
We are not able to provide funding for events retroactively. We recommend applying at least four weeks in advance of your event. This allows us time to review your application, communicate any questions or concerns we might have, and then get a final decision to you.
Funding decisions are made on a case-by-case basis. In the past, we have generally denied requests that are inaccessible (e.g., high cost to attend or too far off-Grounds), exclusive (e.g., members-only), costly (e.g., a budget that breaks down to $75/person), or do not have UVA students as the target audience.
There is no minimum or maximum amount for which you can apply, but you may review funding data from the past two academic years, for reference:
| Academic Year | Average Amount Requested | Average Amount Granted |
|---|---|---|
| 2022–2023 | $2,460 | $1,237 |
| 2023–2024 | $4,303 | $1,800 |