University Residence Hall Association

Sponsorship

If you have never worked with URHA sponsorships before, please read this page in entirety before continuing to the application. Otherwise, you may bypass this and continue to the application now.

Sponsorship Application here

The University Residence Hall Association has budgeted xxxxx (still pending) for sponsorship (from our SG1 programming, SG2 travel, and SALD checking account). Our goal is to use this money for the benefit of our residents, whether it goes towards URHA, Residence Hall Councils, Resident Assistants, or other programming bodies.

Explanation of SG2 Travel Account

Requests for money from the SG2 travel account will be treated the same as any other sponsorship request. However, the SG2 travel account may only be used on travel.

How are funding requests approved?

The URHA Senate holds the voting power of URHA, and all sponsorship requests must be approved by a majority vote of the Senate.

Article 4 of the URHA Bylaws states:

Article 4: Funding and Sponsorship

  • Funding requests from the Campus and Community Involvement account will have a cap of $250.
  • If a RHC or organization requests more than $250, they must name an individual through which they will use the DHFS Procurement Card (e.g.: Resident Assistants, URHA Executive Officer, or other authorized user).
  • All funding requests must adhere to the DHFS Sponsorship Guidelines.

A DHFS organization/individual should have no problem with any of these guidelines, except for perhaps Section 1, which limits requests from the URHA SALD account to $250.

Student organizations will be limited to requesting from the SALD account with the accompanying cap unless they have a bank account through the UT system (this does NOT include the SALD student bank). If the organization has such an account, funds can be transferred from the URHA DHFS account via Inter-Department Transfer. This account is not subject to the $250 cap.

The Division of Housing and Food Service serves as our parent organization. Therefore, we must abide by all DHFS policies, including their co-sponsorship policy. Any requests for funding and/or co-sponsorship that do not meet these guidelines will automatically be rejected before presentation to the Senate.

How to make a sponsorship request

In order to make a sponsorship request, you must submit a form (linked at the bottom of this page) by 11:59 PM one week before the second or fifth Senate meeting. Please be aware that your program must occur at least 5 business days after the date of your request (i.e. you can not request sponsorship at a meeting if the program occurs that same week).

You do not have to be present at the Senate meeting to make your request (a URHA Exec will make your request on your behalf), but it may be helpful as the Senators may have questions about your program and your request. If present, you will be given a 5-minute period of time to make a brief presentation and hand out materials that you believe Senators might find helpful. You will then have 3 minutes for Q&A. Afterwards, you will be asked to leave the room while the Senators discuss and vote on your request. If necessary, you may leave after the Q&A section. You will be notified five days after the sponsorship meeting via email if your request was approved.

The Order of Presentations:

  • Resident Assistants and Student Organizations will present at the beginning of each meeting, after the minutes are read.
  • Residence Hall Councils will present at the end of the meeting, after announcements.
  • Programs will be presented in the order they were received.

What happens if my request is approved?

RA, RHC, or DHFS related request

If your sponsorship request is approved, a URHA Executive will need to sign your DHFS Program Planner or write your SALD check. For quicker processing, please bring 2 copies of your completed program planner to the meeting so that it can be signed immediately. After your program, you will need to provide a copy of your receipt to URHA either by campus mail, regular mail, or by dropping it off at our office.

Student Organization request

In accordance with the URHA Sponsorship Policy, you are required to publicize your event to residents as follows:

  • Produce 190 flyers to be used to advertise in the halls. You must divide and label them in the following manner: Jes East-35, Jes West-40, WCR-65, WRH-50. Please deliver them to Anna Villarreal, either by campus mail (mail code: E1800) or directly at the Division of Housing & Food Office in Kinsolving. These flyers will be placed in all common areas (such as lobbies) and distributed to each Resident Assistant. Flyers must clearly show that URHA is a sponsor of the program.
  • Submit one slide to be shown as an advertisement on the Residence Life Information Channel. You will not be subject to the listed fees. The slide must clearly show that URHA is a sponsor of the program.

At the completion of your program, turn in your receipts to the VP of Finance & Administration. At that time, the requested funds will be transferred into your account if using the URHA DHFS account or a check will be written from the SALD account as reimbursement.

Failure to adhere to the URHA Sponsorship Policy will forfeit your sponsorship request.

To ensure there is clear communication between URHA and the organization requesting sponsorship, both parties will sign a contract. The requesting organization will agree to adhere to the URHA Sponsorship Policy acknowledging that failure to do so will result in loss of sponsorship, and URHA will agree that if the policy is followed, all approved monetary funds will be reimbursed.