Academic Partner Grants Program

• Award includes an entire fiscal year of funding and can include multiple events and programs as applicable.
• Units can begin applying for funding for the next fiscal year beginning March.
• The Academic Partner Annual Grant will be the primary IUAA funding source for all academic partners.

Timeline

• March 1–April 15: Annual grant application window open.
• April 16–30: Application review.
• May 1: Award notification.
• July 1: Funds available.

July 1–ongoing: Post-award reporting within 30 days of event/program

• Award will provide funding for a single event or program, and is available to fund one-time or unexpected needs, new opportunities, and needs in excess of the annual award.
• Applications are accepted on a monthly basis throughout the fiscal year, and units will be notified by the last day of the month until the funding pool is depleted.
• Units are limited to requests of no more than $4,000 per application, and units are limited to no more than two rolling grant applications per fiscal year.

Timeline

• July 1–ongoing: Post-award reporting within 30 days of event/program.

The IUAA activates and supports the global alumni network – encouraging alumni to grow a lifelong connection with Indiana University and inspiring their ongoing generosity toward each other and IU. Our work supporting and engaging alumni embraces the core values of the IUAA:

• Collaboration: We work together to achieve common goals.
• Commitment: We serve each other, our alumni, and the university with professionalism and integrity.
• Inclusion: We work to create an inclusive culture that is committed to diversity, belonging, and equity.
• Pride: We share and celebrate the best of the past, present, and future of IU.

In addition to supporting our core values as listed above, we encourage units to embrace the following IUAA priorities when developing successful alumni engagement programming:

• Cultivate belonging. To ensure a welcoming, equitable, diverse, and inclusive community, we will challenge discrimination and our inherent biases.
• Deepen alumni loyalty. To build the alumni community, we will learn how alumni identify with IU and each other, and then offer relevant experiences that encourage stronger commitment.
• Strengthen alumni relations across IU. We will collaborate with IU stakeholders and support efforts to engage more deeply with their alumni audiences.
• Collaboration across units. Events that are supported by multiple entities and appeal to multiple audiences are generally a more effective use of funds and more successful.
• Utilize multiple funding sources. Programs often serve the needs and audiences of several constituencies and warrant support from multiple funding sources. We encourage units to explore the IUAA’s Sponsorship Policy.
• Innovative approaches to alumni engagement. We encourage units to create innovative approaches—keeping programing fresh and increasing return on investment.

Approved uses of IUAA Academic Partner Grants Program funds include event and program support such as:

• Food and beverage expenses.
• Facility rental fees.
• Audio visual expenses, including photography and videography.
• Marketing and communications, including printing, signage, invitations, and postage.
• Gifts, awards, and swag.
• Event tickets for alumni attendees.
• Keynote speakers (with a heavy consideration given to high-profile alums) including reimbursement of travel, hotel, meals and speaker fees. ^[1]
• Actual costs associated with alumni publications or newsletters, including printing and postage.

Examples of approved events and programs include:

• Alumni/student networking events in another city.
• Alumni receptions at Winter College, IU on Tour, or in another city.
• 50th anniversary awards celebrations for alumni.
• Alumni recognition dinners.
• Alumni board meetings and associated events. ^[2]
• Programs that support the Chartered Alumni Communities Program core campaigns:
  • “Welcome to” programs that engage new graduates as alumni.
  • Scholarship programs.
  • IU Day—an annual day of engagement, celebration, and support.
  • Annual IU Trustee elections.

Grant funds may NOT be used for:

• Staff salary costs to support alumni outreach or develop publications and marketing materials.
• Staff and student travel.
• Events in which the primary purpose is fundraising.
• Alumni travel expenses for board meetings.
• Capital expenditures.
• Software, licensing agreements, or content/resources for alumni (contact your liaison for more information).

Footnotes

1. Please note: The IUAA cannot prepay travel, hotel, meals, or speaker fees. Arrangements can be made to have payment available on-site if necessary. Please contact your liaison for details. ↩
2. Food and beverage costs for alumni board meetings are not a recommended use of grant funds. Requests for grant funds for this use must include a compelling reason and explanation in the initial application. ↩

How does an academic unit apply for a grant?

The application for the annual grant is available online. A downloadable application is also available to allow for offline work. Only online applications submitted using the provided form will be accepted.

What if multiple units are collaborating, who applies?

Each academic unit should apply for their portion of funding on a collaborative event. Schools are encouraged to work jointly on the application and submit identical information.

If applying for a rolling grant, each school may apply for up to a $3,000 grant for the collaborative program. The $3,000 award limit per school/unit still applies.

How much funding is available?

IUAA has allocated $55,000 to the Academic Partner Annual Grant pool with an additional $20,000 for the Academic Partner Rolling Grant pool. Award eligibility amounts vary per school and are based on the total number of alumni.

A minimum base amount of $1,000 is available to all schools.

Rolling grant applications are limited to a maximum of $3,000. Schools may not receive more than $3,000 in rolling grant funding per fiscal year.

What types of requests are considered?

Events and programs that support alumni engagement, including:

• Alumni/student networking event in another city.
• Alumni reception at Winter College.
• IU on Tour receptions.
• 50th anniversary alumni awards celebration on campus.
• Alumni recognition dinner.
• Alumni board meetings and associated events.
• Programs that support the Chartered Alumni Communities Program.
  • Welcome To.
  • Scholarship programs.
  • IU Day.
  • IU Trustee election.

What can the funding be used for?

• Food and beverages.
• Facility rental fees.
• Virtual engagement events and related services.
• Audio/visual expenses, including photograph and videography.
• Facility and equipment setup fees.
• Marketing and communications efforts including printing, signage, invitations, and postage.
• Gifts, awards, and other IU swag.
• Event tickets for alumni attendees.

What types of requests are NOT considered?

• Staff salary costs to support alumni outreach or development of publications and marketing materials.
• Staff and/or student travel.
• Events in which the primary purpose is fundraising.
• Alumni travel expenses for board meetings.
• Capital expenditures.
• Software or licensing agreements for content and other resources.
• Food and beverage service for alumni board meetings are not a recommended use of IUAA grant funds. Requests for grant funds for this use must include a compelling reason and explanation in the application.

What are the key criteria to be evaluated?

The IUAA prioritizes funding work that supports and engages alumni while embracing its core values and priorities.

Values: Collaboration, commitment, inclusion, pride

Priorities: Cultivate belonging, deepen alumni loyalty, strengthen alumni relations across IU, utilization of multiple funding sources, innovative approaches to alumni engagement

When will I find out if my request has been approved? When would funding be available?

The evaluation committee reviews annual grant applications April 16–30. Schools will be notified of the grant award on May 1. Annual budgets are due June 1. Funding will be available at the start of the fiscal year: July 1.

What if my application is NOT approved?

You will be notified if there is further information needed or if there are questions about your application. The committee will provide a reason if the grant is not approved.

What type of reporting is required?

All events and programs supported by the Academic Partner Grant will participate in an IUAA satisfaction survey. Your satisfaction will be available to you 30 days post-event.

• Overall, how satisfied are you with your recent IUAA experience/event? (0-10 score)
• What are the primary reasons for the score you gave? (open ended)

A list of attendees, along with their contact data (specifically email address), is required to be submitted to your liaison the following business day after the program occurs.

In addition to the satisfaction survey, units should report on program(s) that were funded during the year. Reports are to be submitted 30 days following the program/event.

What if my event exceeds my grant?

We encourage schools to utilize non-IUAA funding sources when budgeting and planning for their fiscal year. Schools may apply for additional grant funding through the IUAA Academic Partner Rolling Grant.

Why does the IUAA need to know what additional funding sources we are using?

IUAA funding is one piece of the overall alumni engagement budgets and we encourage schools to consider multiple sources of funding and collaboration with other schools, units, and alumni communities. Securing additional funding sources provides evidence there is additional “buy-in” from other partners and funders.

What if I don’t have any planned events/programs. May I still apply?

The Academic Partner Annual Grant program is intended for programming that you can reasonably expect will happen as planned. If you would like to discuss your programming strategy, please contact Connie Billett at cbillett@iu.edu.

How will my fund balance be treated when applying for a grant?

Schools are encouraged to use existing fund balances in addition to grant awards and other partners to support programming.

• Funding requests will be reviewed by the grant committee—comprised of IUAA staff members appointed by the CEO of the Alumni Association.
• Funding is contingent on the event or program reasonably occurring as proposed. Applicants must notify their IUAA liaison if significant changes are expected that would impact the proposed event or program.
  • The grant committee may choose to withdraw or change the amount of funding from the previously approved request if the changes significantly alter the event from the original purpose.
  • The IUAA may request the return of funds for events or programs that are substantially different or inaccurately portrayed in the application, or if funds are used for purposes for which they are not allowed.
• Grant award notices will be delivered on or before May 1. The notice will include reasons why a request was NOT approved. If additional information is needed or changes need to be made, units will be notified by the IUAA and may resubmit the application within seven days.

Payments, reimbursements, and transfer of funds:

• All monies granted will be kept in the IUAA’s corporate account and will be distributed after the event is complete and receipts are submitted.
• Payments will only be made in amounts that are equal to or less than the amount of the grant awarded. Any grant funds not fully utilized will be refunded to the grant account and cannot be carried over to another event or be deposited elsewhere.
• Funds may be paid for goods and services directly with the vendor or reimbursement to an individual or university account.
• IUAA grant funds must only be used to pay for approved expenses.

Learn more about payments

• All programs awarded a grant will participate in the satisfaction survey initiative. Units will work with the IUAA to conduct satisfaction surveys within two days following a grant funded program or event. An Excel list of attendees with columns for Crimson ID, first name, last name, and email address – in that order – is required to be submitted to alumcomm@iu.edu the following business day after the program occurs.
• Your satisfaction score will be available 8 days after the survey is sent. This supports the “satisfaction” outcome measure detailed in the IUAA 5-Year Plan.
• Within 30 days following the event, program, or project, units should report on the program(s) that were funded during the year.