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Purpose of Policy
This policy aims to ensure the timely and fair consideration of requests for support while providing clear guidelines to Executive Committee members responsible for reviewing such requests. The policy is designed to promote transparency, accountability, and alignment with the goals and of DCOMP.
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Eligibility
To be eligible for support, the following criteria must be met: Requester: The individual or group seeking support must be a current member of DCOMP.
Activity: The activity must be broadly beneficial to DCOMP. Priority will be given to activities that increase DCOMP membership.
Funding Limits: Requests of up to $10,000 will be considered. The total amount awarded per year is capped at $25,000. For context, DCOMP’s annual revenue is approximately $33,000, with travel awards typically totaling $8,000–$10,000.
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Application Process
Requests for support must be submitted via email to the Secretary/Treasurer and should include the following information:
Requester Details: Name(s) of the individual(s) seeking support and confirmation of their DCOMP membership status.
Activity Details: Type of activity, date, brief description, and participants involved.
Amount Requested: The specific funding amount being requested.
Justification: A clear explanation of how the funds will be used and how the activity benefits DCOMP.
Deadline for requests will be April 15 and October 15. Requests should be submitted in advance of the activity. Decisions on requests will be made within 1 to 2 months of these deadlines, ensuring adequate time for consideration.
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Approval Process
Requests will be reviewed at the earliest possible DCOMP Officer’s Meeting after each application deadline. Approval will be determined by a consensus vote of the Officers group, which includes the Chair line and Secretary/Treasurer. The following criteria will guide approval:
The activity must broadly benefit DCOMP.
Opportunities to gain new DCOMP members will be prioritized. For example, travel awards should be combined with DCOMP membership incentives.
Officers with a conflict of interest in the request will abstain from voting.
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Receiving Funds
Funds will be disbursed on a reimbursement basis. Recipients must submit appropriate receipts to the Secretary/Treasurer, who will arrange for the transfer of funds.
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Acknowledgements
It is expected that DCOMP’s support for the activity will be acknowledged in any materials produced, such as publications, presentations, or promotional materials related to the activity.
This policy ensures that requests for support are handled consistently, transparently, and in alignment with DCOMP’s goals and financial capabilities.