EJC Wants to Advocate for YOU

The Instructionally Related Activities (IRA) grant is effectively giving your club free money for supplies (not food), competitions, conferences, and travel.  In order to request the funds on your behalf, we need information about your club activities.  We will use your past, current, and future funding needs along with highlights of your various activities to explain how critical it is that ASI continues to award this grant to us so that you can succeed in your academic career.

When we apply for the grant, we explain what you have accomplished in the past as well as what you plan to do in the future. 

To help reduce the number of forms needed, we are making the assumption that your needs from this year (July 1, 2018 – June 30, 2019) will be the same as next year (July 1, 2019 – June 30, 2020).  If you have a new event or the needs will be different, please complete an event report form with the future event date.

What do we need from you?

For each event, please use the form below.

Club Event Report Form

The form above has the following fields, for reference:


  • Contact Name and email (someone to contact for addition information)
  • Event Title
  • Event Date
  • Event Description & Highlight  (What was the event? If it was a competition, did you win an award?)
  • Number of Attendees (How many students participated?)

Expenses (cost for)

  • Supplies
  • Registration
  • Travel/Lodging
  • Mileage
  • Total Expense (This can include expenses not listed above, such as food, room reservations, etc.)

Fund Sources (how were the event expenses paid)

  • ASI DOC Funding
  • IRA
  • SAD
  • UEI
  • Fundraising (company donations, sweatshirt sales, etc)
  • Out of pocket

If you report an event where funds do not match expenses, the lower amount will be taken and any potential IRA funds will be distributed proportionally to your club based on this number.  There should be no fund source that is missing from the form, since "fundraising" and "out-of-pocket" are options.  It is critical that you report correctly.

For example, if event A was reported as costing $100 in supplies and the funding, from all sources, was reported as $0 you will receive $0 from the upcoming IRA grant for that event.

Frequently Asked Questions

We have a competition in the spring, but we buy supplies for each meeting as we prepare for the competition.  Do we need to complete a form for each meeting?

No.  Use a single form for the event and include the supplies used during the meetings as you prepare for the event.

We are not sure of the final cost for the event.  What do we put for the expenses?

Provide an educated guess.

Is there a general rule of thumb for the expected fund sources? 

Typically, the events are funded 33% IRA, 33% ASI DOC, and 33% fundraising.  The goal is to have 0% out of pocket.