Overview

Student activity fees are mandatory fees collected from students to support a wide range of student-centered programs and initiatives at American University. These funds are used to finance student organizations, campus events, and other activities that enhance student life. The term sweepings refers to unspent or unused student activity funds that are reclaimed at the end of the year. These funds are pooled together and then redistributed to student organizations and programs through a student-led allocation process, as outlined below.

What is the Sweeping Process?

The Sweepings process provides a transparent, equitable, and efficient process for Student Affairs departments, Recognized Student Organizations (RSOs), and departments seeking co-sponsorships with the Division of Student Affairs to request additional funding for programs aimed at improving student retention and engagement. This process ensures that unused funds are allocated strategically and responsibly to programs that demonstrate clear potential to enhance student retention and engagement. 

Guidelines

Since this is a reallocation of student fees, events funded or partially funded by sweepings allocations cannot charge students to attend/participate. All approved proposals must follow the CSI purchasing process to access the approved funds. Funds will remain in the Budget Advisory Committee’s account and will not be transferred. Only amounts and items approved through BAC sweeping process will be approved as charges in Workday. No contracts should be signed and approved prior to funding confirmation.

Funding Process

Step 1: Announcement of Funding Availability
The Budget Advisory Committee (BAC) will release a call for funding proposals each October. This announcement will include the submission deadlines, and application guidelines. Since this is the inaugural year, funding proposals are being released in May.

Step 2: Submission of Funding Request Proposal
Departments and recognized student organizations interested in requesting funds from sweepings must submit a detailed proposal. Events must be sponsored or co-sponsored by units within the Division of Student Affairs. Only university departments and recognized student organizations may submit requests. Requests must be for programs and events that are high impact, programs that advance student thriving and engagement, and must be open to the general student population and be free for students to participate.  The proposal must include the following items: 

1. Program Overview 
2. Budget Breakdown 
3. Impact Assessment 
4. Timeline 
5. Evaluation Plan 

Step 3: Review and Evaluation
The BAC will convene each spring and evaluate proposals based on the evaluation rubric that will include the following: 

1. Alignment with Goals 
2. Budget Justification 
3. Impact Potential 
4. Feasibility 
5. Assessment Plan 
6. Innovation

Step 4: Funding Decision
Decisions will be communicated to departments by July 1^st of each year. Approved programs may receive full or partial funding based on availability. The decision of the BAC committee is final.
Submit a Proposal Here