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Most new groups will need funding for their activities.
Student groups may need to approach sources inside the medical school
as well as local and national foundations, companies and agencies. The
group will also need to establish some means of monitoring finances.
Developing a complete budget for student activities and
programs is the first step in obtaining funding. Different funding organizations
require different information, but a budget is a standard measurement
of projected activities and can be used to ensure that the group has the
funds it needs.
To develop a budget, list all of the items that are necessary
to complete the proposed activities. A standard budget for group activities
will depend on what the group plans for the course of the year. Budgets
should include typing and printing costs for student group newsletters,
transportation costs for field trips, rental costs for audiovisual materials,
refreshments, etc.
The group may want to start with an annual budget for regular
activities and later prepare a separate budget should the group decide
to sponsor a large seminar. In either case, the budget should list each
projected expense allowing some leeway for unexpected items and a reasonable
amount for each planned activity.
Most medical schools have some funds available to assist
student organizations. When approaching sources within the school for
funds, it is helpful to have on hand a budget and other information regarding
the activities for which funds are being sought. This could include a
list of group members, activities planned for the year, program outlines
or programs from the previous year. It is also helpful to have an idea
of how much funding other student groups have received from the same source.
If the group is planning a large conference or a number
of expensive activities, it is not realistic to expect the school to fund
all activities. However, the school may have some funds available. Departments
to contact might include the medical student council, office of the dean
and office of continuing medical education.
There may be other sources of funding available within the
school. Tell your friends about the group's planned activities and ask
around.
Funding sources outside the school might include local or
national foundations; pharmaceutical companies; state, local or national
geriatrics societies, such as the AGS student chapter fund; and local
nursing homes.
It is most appropriate to contact outside agencies to help
fund special events only. For regular activities, departments within the
school are more appropriate. In approaching outside organizations, it
is generally a good idea to call first and find out to whom the request
should be sent and if any special information is required. Follow the
call by a letter that clearly states the reason for the request, the amount
requested, the nature of the group and other supportive information. If
a large amount of money is needed, it may be wise to contact several organizations
and ask each to contribute a portion of the total amount.
When the group starts to consider funding, it
is also a good idea to set up an account that can be used for organizational
transactions. Most universities can arrange an account for this
purpose. If possible, it is helpful to have someone in the group
monitor the finances and keep records; if the group is small, this
won't take much time. If the group is large, this task can be shared
over the course of the school year.
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