Grant Application Policies & Procedures

STRUCTURE OF APPLICATION: Application for Grants may be determined by The Chi Psi Educational Trust, Inc. to assist with the scholarship, leadership, or educational development programming, and educational operational support, or educational capital improvement needs of an Alpha. An Alpha’s Dedicated Fund (DF) and/or other funds within The Trust may be available. Local Alpha Alumni Entities, in concert with the undergraduate Alpha’s written support, will fundraise and guide its own grant strategy.

The Trust shall hold and administer contributions to a fund subject to the provisions of applicable law, the Trust’s Articles of Incorporation and Bylaws, as amended from time to time, and the policies and procedures for the grants, which at the Trust’s discretion may change from time to time.

CONTRIBUTIONS: Contributions to the Trust, unrestricted or restricted for a specific Alpha’s DF or another fund, may be made by check, credit card, bank transfer, or by stocks, bonds, real property, or other financial instrument subject to approval of the Trust, pursuant to its Gift Policy.

DISTRIBUTIONS: The Trustees shall direct and monitor the distribution of the proceeds from funds to ensure that they are consistent with Trust’s tax-exempt status under section 501(c)(3) of the Internal Revenue Code as determined by the Trust and are only used exclusively for charitable or other exempt purposes (within the meaning of the Internal Revenue Code).

SCHOLARSHIPS AND FELLOWSHIPS: The Trust’s Education Committee and the Central Office Staff will carefully review data submitted by members, and, based on their criteria (academic performance, leadership activities, and other qualitative and quantitative criteria) for an award and the purposes outlined by donors who established named funds, will submit their recommendations to the Trustees who will have final authority for the granting of scholarships. The minimum scholarship award disbursement shall be $1,500.00.

SCHOLARSHIPS FROM DFs: The Trust’s Education Committee, Central Office Staff, representatives of the Alpha’s Alumni Entity, and active alumni, as appropriate, will carefully review data of undergraduate members, and, based on their criteria (academic performance, leadership activities, and other qualitative and quantitative criteria) for a scholarship grant, will submit their recommendation(s) to the Trustees who will have final authority for the granting of scholarships. The minimum scholarship award disbursement shall be $250.00.

LEADERSHIP PROGRAMMING GRANTS: The Trust’s Education Committee, Central Office Staff, representatives of the Alpha’s Alumni Entity, and active alumni, as appropriate, will carefully review data of undergraduate members, and, based on their criteria for a leadership programming grant, will submit their recommendation(s) to the Trustees who will have final authority for the disbursement of leadership programming grants. In furtherance of the Trust’s exempt educational purposes, leadership program grants will be made directly to the organization hosting the leadership program.

EDUCATIONAL OPERATING GRANTS: Alumni Corporations owning or leasing Chi Psi Lodges must execute a grant agreement outlining the educational percentage of their respective facility. Funds will be distributed upon approval of the Trustees, at the request of Alumni Corporations. Expenditures made in furtherance of the educational purposes as specified in the grant agreement and shall be charged against the DF first, then other funds will be considered, for disbursement. The maximum disbursement shall be the percentage of the educational area of the facility, as more particularly outlined in each respective grant agreement, multiplied by the total allowable expenses, and limited by the available DF balance or funds available from other funds. The Alpha Alumni Corporation will maintain records for such expenditures and may be required to submit such reports and additional records as outlined in the grant agreement. Distributions may be made for the following purposes:

  • Real estate taxes;
  • Casualty and liability insurance premiums associated with the property;
  • Utility costs;
  • Personal property taxes assessed on educational materials and equipment;
  • Costs directly attributable and allocable to educational areas; and
  • Other similar costs as deemed exempt and appropriate by the Trust.

EDUCATIONAL CAPITAL GRANTS: Alumni Corporations may apply for capital improvements that support its educational areas based on the percentage of the educational area of the facility.  Owned Lodges do not have any additional capital improvement restriction.  Non-owned Lodges will not qualify for capital grants except furniture in approved areas.

INELIGIBLE EXPENSES:  The following expenses are not typically funded. This list is not intended to be all-encompassing:

  • Food for individuals or groups.
  • Expenses related to programs located in or in any way associated with a location under a Level 3 or 4 Travel Advisory issued by the U.S. Department of State or a Travel Health Warning issued by the Centers for Disease Control & Prevention at the time an application is reviewed regardless of program approval status from sponsoring organizations. Applications for programs in locations under one of these travel advisories/warnings will be automatically disqualified.
  • Chi Psi fraternity-specific programs focused solely on improving one’s Alpha or fraternity membership experience, Alpha operations, or the fraternal community with no generally educational content that will be applied outside of Chi Psi or the fraternity experience.

Due to IRS regulations, as a charitable, tax-deductible organization, the Trust cannot and does not grant any funding solely for Chi Psi fraternity-specific benefit.

GRANT SCHEDULE:  The application deadlines for grants awarded during the fiscal year (July 1 – June 30) are based upon the type of grant and the regular meeting schedule of The Trust. The Trust is expected to meet at its Fall Annual Meeting (October/November), Spring Joint Meeting with the Executive Council (March/April), Year-end Meeting (May/June), Annual Convention (July/August), and additional Special Meetings, as necessary.

  • Undergraduate Scholarships
    • Application available January 1
    • Deadline* is 12:00 Noon (CST) on May 1
    • The Trust to email acknowledgment of Grant Award by June 30
    • Acceptance Materials due by July 15.
    • Funds Dispersed by July 20 (or later if Acceptance Materials are late)
  • Graduate Fellowships:
    • Application available January 1
    • Deadline* is 12:00 Noon (CST) on May 1
    • The Trust to email acknowledgment of Grant Award by June 30
    • Acceptance Materials due by July 15.
    • Funds Dispersed by July 20 (or later if Acceptance Materials are late)
  • Educational (Operational Support or Capital Improvement) TDS Fund Grants*:
    • Application Deadline* is 12:00 Noon (CST) February 1st.
    • The Trust to email acknowledgment of Grant Award by May 15th.
    • Acceptance Materials due by May 25th.
    • Funds Dispersed by July 1st.
  • Dedicated Fund Grants for an Alpha’s Fund
    • Must follow Grant Schedule if requested funds are above DF available balance.
    • Applications, with grant requests within the Alpha’s DF available funds, may be received at any time and will be reviewed during the next scheduled meeting of The Trust.
      • The Trust to email acknowledgment of Grant Award within two weeks after The Trust meeting.
      • Acceptance Materials due by two weeks after the email postmark of the Grant acknowledgment.
      • Funds Dispersed within three weeks after the receipt of Acceptance materials.
    • If these dates do not work with your Alpha’s emergency needs, then please contact Sam Bessey directly at sbessey@chipsi.org.

*If due dates are affected by a Holiday or weekend day, then the application or acceptance materials deadline date occurs during, then it is due prior, and all notifications and funding disbursement will occur immediately after the listed date.

AUTHORIZED ALUMNUS APPLICANT:  All applications and recommendations must be completed and submitted via www.chipsi.org/trust/grant_application by a pre-registered Chi Psi Fraternity Alumnus in www.chipsi.org and recognized as an Officer of a known Chi Psi Entity.

EVALUATION & SELECTION: The Trust’s Education Committee evaluates complete applications and recommends grant recipients on an objective and non-discriminatory basis to the Trust. Evaluation criteria include, but are not limited to:

  • Program has a clear focus and is designed to educate or otherwise enhance development and will allow the Alpha to promote the widest influence for good.
  • Alpha provides strong justification for choosing the proposed program.
  • Alpha has clear, tangible goals and demonstrates a strong understanding of the program’s benefits.
  • Requested expenses are reasonable and eligible for a Trust funding grant.
  • Appropriate documentation in PDF format accompanies all requested expenses.
  • Responses to prompts demonstrate thorough effort and proofreading.
  • References are appropriate for a grant application, highly regarded by the Alpha, and the program and its benefits are reasonably understandable.

Grant funding is awarded based on grant policies and guidelines, the quality of the application, and the mission and funding priorities of the Trust. Grant amounts may vary based upon the proposed program and goal, the quality of the application, and available grant funding. All decisions are final.

AWARD STATUS NOTIFICATIONS: On the quarterly notification dates outlined in the schedule, The Trust will notify authorized applicants via email whether or not their application has been selected to receive grant funding. Notification will be sent to the email address the application sponsor(s) registered with www.chipsi.org.

AWARD ACCEPTANCE EXPECTATIONS:  If an applicant is notified that it has been selected to receive grant funding, the applicant will be required to complete an award acceptance document. The Trust will provide complete information about acceptance requirements in the official award status notification message.

All award acceptance materials must be received by the corresponding acceptance deadline. Required acceptance documents will include, but are not limited to, a grant agreement and media release form, which require signatures from the entities involved in submitting the application and receiving the grant.

RECIPIENT EXPECTATIONS:  Recipients can only apply grant funding toward approved expenses and allocations outlined in the grant agreement and cannot keep or apply grant funding toward unapproved or other expenses.

FUNDING DISBURSEMENT:  If the Alpha is selected to receive grant funding and the application sponsor successfully completes the award acceptance process, the Trust will disburse grant funding on each quarterly fund disbursement date. The funding disbursement will be mailed to the attention of the Alpha’s application address indicated in the application. Please be sure to contact the Trust if your address information changes following submission of the application.

GRANT REPORT:  The authorized applicant that receives a grant will be required to submit a grant report documenting use of the funds with receipts at the conclusion of the Alpha’s program and mailed to:

The Chi Psi Educational Trust
45 Rutledge Street
Nashville, Tennessee 37210

WHAT WILL HAPPEN IF MY ENTITY DOESN’T SUBMIT A GRANT REPORT? Entities that fail to submit a grant report, to properly document approved expenditures, to apply grant funding solely toward approved expenses, or to return unused funds by the deadline may be required to return all grant funding in its entirety to the Trust.  Failure to comply will negatively affect the Entity’s continued eligibility for funding by the Trust.

THE CHI PSI EDUCATIONAL TRUST, INC.

45 Rutledge Street

Nashville, Tennessee 37210