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.

Of all the IRDF funding programs, the Educational Operating Grants Program may be the easiest – and certainly the quickest – to navigate.

There are seven steps to complete:

1. Measuring (4-6 hours)
The first step in your application process is to make sure you have current, accurate floor plans for your house in the INSITE system. You should contact the FSILG Cooperative, Inc. if you do not have plans. Once you have accurate plans you will need to review those plans and identify which spaces are solely educational, which are non-educational, which are utility spaces, and which are mixed use. This information will be incorporated into the INSITE system and used to calculate your educational area percentage. Your INSITE drawings & data are available by request.

2. Expenses (4-6 hours)
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 100% 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 (1-2 hours)
Once you have your floor plans and have determined your expenses, you should complete the "Initial Application for Grant For Educational House Operating Costs from MIT Independent Residence Development Fund" document. 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 sign the final page of the application.

4. Attachments (1-2 hours)
Be sure to include all required attachments:

• Receipts for all work for which you are claiming 100% grantable
• Copy of your 501(c)3 or 501(c)7 letter from the IRS
• Copy of your INSITE plans and summary sheet

5. Examination (2-4 days)
Once you have your assembled packet you should submit it to the FSILG Cooperative, Inc. for examination. If your application is complete, it will be submitted to the FSILG Office for certification. If it is not complete, you will be contacted to assist in completing the application.

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

6. Certification (2-4 days)
Your application must be hand delivered to the FSILG Office, by FCI or by the house, where the staff will review it for completeness, attach a criteria report, date-and-time-stamp the application and file the original. Your application, with cover sheet, will then be delivered to the Grant Advisory Committee at the MIT Treasurer's office for review.

7. Review (15-45 days)
The Grant Advisory Committee meets at least once each month to review grant applications. The committee consists of Kevin Milligan (Property Office), Bob Ferrara (DSL/MITAA), and Tom Holtey (AILG). They will review your application at their next meeting and make a recommendation to the MIT Treasurer. They will contact you to let you know the status of your application and the amount of your grant.