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Frequently Asked Questions

When are applications due?

Applications are due at least two weeks* before your event.  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 two weeks out. 

*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.

Do you have any tips for applying? What do you look for in applications?

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 have you 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)

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

Is there anything funding cannot be used for?

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.

When will I receive a decision on my funding request?

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 within ten business days of 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 before we can make a decision.

How many times per year can my organization receive funding?

Organizations can apply for funding up to twice in a semester, but they can only receive funding for two events per academic year.

What if my organization needs our funding early to make purchases?

If your organization does not have the funds to pay for items upfront, you can request that the Student Engagement Fund pay your invoice(s) directly or transfer funding to your organization’s account. (Note: We cannot disburse funds early to an individual, only to an organization’s account). These requests must be emailed to studentengagementfund@virginia.edu, with the subject line “Early Disbursement: [Your Organization Name]” at least two weeks before the funds are needed. Please read through the full Funding Criteria and Details page for more information on disbursement.

What if my event is postponed or canceled?

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.

What if we do not end up needing all the funding we received?

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.

Can we apply for reimbursement funding after an event has already occurred?

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.

What are examples of funding requests that you have denied in the past?

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.

How much can I request for my organization?

There is no minimum or maximum amount for which you can apply.  In 2022–2023, the average amount requested was $2,460 and the average grant given was $1,237.