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How to Apply

The FSILG Cooperative, Inc. (FCI) is in a position to help all apllicants. You can always start by contacting Scott Klemm, Executive Director, FSILG Cooperative, Inc. at sklemm@fsilg.coop or 617.452.4053. He can provide advice and direction. Also, there are now a number of IRDF Policies to provide guidance on applying for loans and grants. Please review them. Applications that are not complete by the deadlines noted will not be accepted.

Of all the IRDF funding programs, the Educational Operating Grants Program may be the easiest – and certainly the quickest – to navigate. There are six steps to complete:

1. Measuring
The first step in your application process is to make sure you have current, accurate floor plans for your house in the INSITE system. These should already be in your FSILG's "locker" at the FSILG Cooperative, Inc.(FCI). You may wish to review those plans and confirm the the classification of spaces - educational, non-educational, utility spaces, or mixed use. This information is used to calculate your educational area percentage. Your INSITE drawings & data are in your FCI locker and always available by request. If they should be revised, see the FCI and they start the space reclassification process. Approved changes will not, however, go into efftect until the following fiscal year.

2. Expenses
Next, you will need to determine which expenses are eligible.

First, only operating expenses are eligible. Capital (e.g. debt, major construction) and programming (e.g. recruitment, social) are not eligible. The eligible operating expense categories are further narrowed due to IRS rulings. The expense sheet and FAQ have more information about the particular included and excluded expenses.

Second, operating expenses are divided into two categories. Expenses that are attributable to a particular space (e.g. replacing a light fixture in the library or kitchen) are considered assignable. Expenses that are not attributable (e.g. roof maintenance) are non-assignable. For the purposes of this program, maintenance supplies and services used in small amounts (e.g. light bulbs or minor repair work) throughout the house are considered non-assignable.

Eligible, non-assignable expenses are multiplied by your educational area percentage to determine the grant amount. The expense spreadsheet should be used to assemble these expenses. Documentation for these expenses must be retained for three years, but should not be included with the application.

Eligible, assignable expenses in educational areas (e.g. replacing a light fixture in the library) are grantable. Documentation for these expenses (receipts and cover sheet) must be retained for three years, and also must be included with your application.

Assignable expenses in non-educational areas (e.g. fixing the sink in the kitchen) are 0% grantable.

3. Application
Once you have your floor plans and have determined your expenses, you should complete the IRDF Educational Operating Grant application forms available the FORMS section of this web site. Most of the information on the application will be from the previous two steps. For Part A, Section 1, be sure to put your house corporation information in (a) and your undergraduate house information in (b). And be sure that officers from both groups sign the final page of the application.

4. Attachments & Signatures
Be sure to include copies of all receipts for all work and purchased equipment for which you are to be grantable for educational or safety purposes. Receipts are not necessary for operating expenses, which are multiplied by your educational area percentage.

The application must be signed both by an Alumni Corporation and an undergraduate officer, preferably the Treasurer in both cases.

The FCI will attach copies of your INSITE plans and summary space assignment sheet and a copy of your 501(c)3, 501(c)7 or equivalent letter from the IRS. The items are kept in your FCI locker.

5. Examination
Once you have your assembled packet you should deliver it to the FSILG Cooperative, Inc. for examination. If your application is complete, it will be reviewed at the next IRDF Grant Advisory Committee meeting. If it is not complete, you will be contacted to assist in completing the application. Applications that are not complete by the deadlines noted in the IRDF Policies will not be accepted.

You may deliver it in person to:
FSILG Cooperative, Inc.
W20-020A
84 Massachusetts Avenue
Cambridge, MA 02139

Or mail it to:
FSILG Cooperative, Inc.
PO BOX 397068
Cambridge, MA 02139

The FCI staff will review it for completeness, date-and-time-stamp the application and file the original. Your application, with cover sheet, will then be delivered to the IRDF Grant Advisory Committee for review.

6. Review
The IRDF Grant Advisory Committee typically meets monthly to review grant applications. The committee includes several alumni and is chaired by Kevin Milligan of the MIT Office of the Vice-President for Finance. After review of your application, they make a recommendation to the MIT Treasurer. The FCI will contact you to let you know the status of your application and the amount of your grant. Once approved, the check from MIT will be sent to the address of record for the Alumni Corporation Treasurer.

 

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