Information for Students Who Receive Focus Funding
Congratulations on your award! There are several steps to the funding process, and we are here to walk you through everything. The main things to remember are to read our emails, keep deadlines in your calendar, and try to stay on track with your timeline.
Step 1. Grant recipients will receive an email from Erin McCollum (Focus Treasurer) to set up a time to come to the Student Engagement Office to sign the Focus Grant Contract and the Campus Organizations Accounting Contract for Purchasing Card activation. The P-Card is what you will use to purchase your supplies.
Step 2. When you receive a copy of your contract, please note the deadlines and expectations.
Step 3. You will need to complete training online before COA will release your P-Card. Look for an email from COA with instructions on how to access the training.
Step 4. When you receive your P-Card for first-round grants (April deadline), you may begin purchasing supplies on July 1. If you want to buy before that date, contact us to see if we have funds to let you start spending early. For second-round grants (October deadline), you may begin purchasing supplies as soon as you receive your P-Card. If you haven't received your card within a couple of weeks after completing the training, please get in touch with us.
Purchasing Supplies
You do not have to purchase exactly what is on your list of supplies or from the vendor listed in your application. Your projects may change along the way, or you may find a better deal, but you still have to stay within the guidelines of what can and cannot be purchased with Focus funds. (Look at the Focus Application Guidelines page for a refresher.) Items purchased that are not within the guidelines will not be approved and will be charged to your U-Bill.
It is essential that you not exceed the budgeted amount specified in your contract. If you have circumstances that require additional funds, you may request them by contacting Letitia Kenemer in advance of the purchase. If it is reasonable and extra funding is available, the committee will likely approve it. However, if you exceed your grant amount without prior permission, the overage will be returned to your U-Bill.
Progress Reports & Visual Reviews
Grant recipients and advisors must provide brief written progress reports by the deadlines noted below. You must upload both reports as PDFs into your Focus Cy-Box folder (where you uploaded your original application).
The committee will contact you to schedule a 5 to 10-minute in-person visual progress review in September (for Round 1 Spring applicants) and in February (for Round 1 Spring and 2 Fall applicants). These reviews are usually held in the College of Design. Be prepared to bring examples of work that demonstrate significant progress toward the timeline outlined in the application. In the February review, we will also ask students to create a revised timeline for finishing and delivering artwork by the final deadline.
If reports are not completed or the committee determines that the grant recipient is not making adequate progress toward achieving the project after the review, the project may be terminated. The student will need to repay any funds spent thus far. If the awardee leaves the University, the project will be terminated, and the student must repay any funds spent thus far.
Student Focus Progress Report
Reports are due September 10, 2026, and January 25, 2027, for Round 1 Spring Applicants.
Reports are due January 25, 2027, for Round 2 Fall Applicants.
The following information should be included:
Grant Recipient Name
Title of Project
Grant Amount
Advisor
Describe the progress you have made on your project.
Do you anticipate changes in your final project based on your preliminary work?
Describe the contact you have had with your advisor regarding the project.
How much of your funding has been spent?
Advisor Focus Progress Report
Reports are due September 10, 2026, and January 25, 2027, for Round 1 Spring Applicants.
Reports are due January 25, 2027, for Round 2 Fall Applicants.
Please keep these reports brief, as they are just an advisor check-in for the committee. Reports should be e-mailed to your student to upload to their Focus drop box.
The following information should be included:
Advisor Name
Advisee Name
Briefly describe the contact you have had with your student regarding their Focus project.
Do you feel they are making adequate progress?
Do you believe your student will complete the project on time and within budget?
Visual Artwork Display
Artwork will be exhibited in the Memorial Union during late March/April unless viewing space is a special consideration. If an exhibition in the Memorial Union isn’t possible, the artist must have an approved plan, and space arrangements must be cleared, in writing, with the host venue.
All plans for displaying artwork must be approved by the Memorial Union Gallery Manager by the first week of March. The artwork must be delivered to the Memorial Union in ready-to-install condition during the designated drop-off time. The Memorial Union reserves the right to refuse to display objects improperly prepared for display.
Objects loaned to the Memorial Union will remain in its possession for the entirety of the exhibit dates. Artwork must be picked up during the designated times after the close of the loan period. Unclaimed artwork will become the property of the Memorial Union.
Performance-Based Projects
If funding is received to support a performance, it must be scheduled no later than March 15, and if multiple performances are scheduled, at least one has to be free and open to the public. The publicity plan for your performance will be emailed to you for completion and finalized when your event date is scheduled. If it is possible to display something in the Gallery exhibit related to your project, we would highly encourage you to do so. If it is a performance before the exhibit opens, it could be photo stills, promotional posters, a QR code to a recording of your music, etc. If it occurs after the exhibit opens, having a promotional poster on display will also help advertise your event. We can discuss ideas at the visual reviews.
We require a 4-5 minute excerpt from your performance at the reception in April.
Writing Projects
Books, poems, and writing excerpts, as well as chapbooks or printed publications, can all be exhibited in the Gallery. We will work with you on the best way to show your work. We require a reading from your work at the reception in April.
Apparel Projects
Designers will need to provide a dress form for the exhibit if possible. If you have issues securing one, please get in touch with us so we can help. If you would like someone wear your garment during the reception, we can make arrangements.
Project Completion and Delivery
The Visual Review will share the drop-off date and time (March 23) in February at the latest. No projects will be accepted after the drop-off date and time, but arrangements to deliver artwork early can be made in advance with Letitia Kenemer. Late deliveries will not be accepted – this is a hard deadline with no exceptions. Artists who do not complete their projects or who complete projects but do not deliver on time will have their funding revoked and will need to repay any grant funds already spent.
If you are not prepared and have to cancel your performance, your funding will be revoked, and you will need to repay any grant funds that have been spent.
Reception
A reception will be held in early April, during which all participating artists and advisors will be recognized. We will highlight performance-based projects and occasionally have visual artists discuss their work. Please invite your friends and family to celebrate!