This SOP describes how BDPA Education and Technology Foundation (BETF) will handle any requests for support (financially, voluntary or in-kind) of SITES programs initiated by BDPA at a local or national level. The process begins with (Point A) BDPA chapter president or national BDPA executive committee member requesting BETF support or (Point B) BDPA chapter president or national BDPA executive committee member using the IRS Tax Receipt Form to request for BETF funding support. The process ends with (Point C) acceptance of request or (Point D) declination of request.

1. Standard Operating Procedure
SITES Funding Requests
SOP: SITES Funding Requests
Student Information Technology Education & Scholarship (SITES) program
of National BDPA and its local chapters. The SITES program introduces K
students or other K-12 students from underserved communities to the field of Information
Technology. The SITES program encourages these students to seek higher levels of education
by providing incentives through mentoring, scholarships
next generation of IT professionals. BDPA programs established to meet these objectives
include:
• College Scholarships
• Computer Camps (local)
• High School Computer Competition (local, regional
• IT Showcase (national)
• Mobile Application Showcase (national)
• Youth Technology Camp (national)
BDPA Education and Technology Foundation (
blog or other communication venues to announce timeframes in which we are open for SITES
funding requests. Generally, we seek funding for the current year’s SITES program from May 1
thru Apr 30. Any funding requests submitted to BETF after Apr 30 will target the subsequent
year’s SITES program unless it is an emergency (see
This SOP describes how BETF will handle any requests for support (financially, voluntary or in
kind) of SITES programs initiated by BDPA at
begins with (Point A) BDPA chapter president
committee member requesting BETF support or (Point B) BDPA chapter president
regional officer or national BDPA executive committee member
to request for BETF funding support
(Point D) declination of request.
National BDPA Vice President (Member Services) publishes an annual SITES plan on or before
the 3rd
quarter national board of directors (NBOD) meeting. A copy of the annual SITES plan
goes to the BETF executive director. This plan is the written documentation of the SITES
funding needs from BDPA for the next year.
• Funding Sources - The plan should clearly indicate an expectation of how much funding
for the annual SITES plan should come from (a)
grant proposals, (c) membership dues or (d) other revenue sources.
• Success Measures – The plan should identify critical success measures that would
appeal to funders, yet are realistic and measurable.
Currently BETF is unable to finance the entire annual SITES plan. As such, it is important for
BDPA (local, regional or national) to produce an annual budget to finance their annual SITES
Standard Operating Procedure
SITES Funding Requests
Updated: 12/29/16
Student Information Technology Education & Scholarship (SITES) program is a major initiative
chapters. The SITES program introduces K-12 African American
12 students from underserved communities to the field of Information
Technology. The SITES program encourages these students to seek higher levels of education
by providing incentives through mentoring, scholarships and training so that they become our
next generation of IT professionals. BDPA programs established to meet these objectives
High School Computer Competition (local, regional and national)
Mobile Application Showcase (national)
Youth Technology Camp (national)
BDPA Education and Technology Foundation (BETF) will publish information on our website,
blog or other communication venues to announce timeframes in which we are open for SITES
funding requests. Generally, we seek funding for the current year’s SITES program from May 1
sts submitted to BETF after Apr 30 will target the subsequent
unless it is an emergency (see Point A-3).
will handle any requests for support (financially, voluntary or in
kind) of SITES programs initiated by BDPA at a local, regional or national level. The process
begins with (Point A) BDPA chapter president, BDPA regional officer or national BDPA executiv
requesting BETF support or (Point B) BDPA chapter president
or national BDPA executive committee member using the IRS Tax Receipt Form
support. The process ends with (Point C) acceptance of request or
National BDPA Vice President (Member Services) publishes an annual SITES plan on or before
quarter national board of directors (NBOD) meeting. A copy of the annual SITES plan
goes to the BETF executive director. This plan is the written documentation of the SITES
funding needs from BDPA for the next year. Critical elements of the annual SIT
The plan should clearly indicate an expectation of how much funding
for the annual SITES plan should come from (a) BDPA corporate sponsorship, (b)
, (c) membership dues or (d) other revenue sources.
The plan should identify critical success measures that would
appeal to funders, yet are realistic and measurable.
Currently BETF is unable to finance the entire annual SITES plan. As such, it is important for
tional) to produce an annual budget to finance their annual SITES
1
is a major initiative
African American
12 students from underserved communities to the field of Information
Technology. The SITES program encourages these students to seek higher levels of education
and training so that they become our
next generation of IT professionals. BDPA programs established to meet these objectives
will publish information on our website,
blog or other communication venues to announce timeframes in which we are open for SITES
funding requests. Generally, we seek funding for the current year’s SITES program from May 1
sts submitted to BETF after Apr 30 will target the subsequent
will handle any requests for support (financially, voluntary or in-
or national level. The process
or national BDPA executive
requesting BETF support or (Point B) BDPA chapter president, BDPA
the IRS Tax Receipt Form
acceptance of request or
National BDPA Vice President (Member Services) publishes an annual SITES plan on or before
quarter national board of directors (NBOD) meeting. A copy of the annual SITES plan
goes to the BETF executive director. This plan is the written documentation of the SITES
Critical elements of the annual SITES plan include:
The plan should clearly indicate an expectation of how much funding
corporate sponsorship, (b) BETF
The plan should identify critical success measures that would
Currently BETF is unable to finance the entire annual SITES plan. As such, it is important for
tional) to produce an annual budget to finance their annual SITES

2. Standard Operating Procedure
SITES Funding Requests
SOP: SITES Funding Requests
plan. Funding for the SITES plan should come from membership dues, corporate sales and
other fundraising efforts.
Point A: BDPA requests BETF support for SITES program
1. BETF is available to assist BDPA (local
grant funding (cash, volunteer or matching gifts). In these cases, BDPA should initiate
contact with the BETF executive director by
(513.284-4968). This interaction
understanding of our mutual needs and capacity. This
potential funding sources that we can jointly approach. It is through this
that all parties are clear on ‘next steps’. Our opportunity for success improves when
these interactions happen early in the May 1 thru Apr 30 funding cycle.
2. The BDPA chapter president
member will complete the IRS Tax Receipt Form
funding for their SITES program.
3. Exceptions to the Apr 30 deadline, known as ‘emergency funding requests’,
considered when the following conditions have been met:
a. Request is approved by a
b. Request provides the current
c. Request provides the current balance sheet and
report.
d. All members of the governing board from the requesting
made a monetary contribution
we want 100% donor participation from the board of directors that is submitting
this emergency request.
e. BETF may deny any ‘emergency funding request’ that does not comply with the
above-mentioned
Point B: BDPA submits IRS Tax Receipt Form requesting financial support
1. BDPA (local, regional or national)
2194. Contact BETF by email (
executive director handles all email traffic sent to
must be completed in full.
2. The likelihood of BETF approving
provide us with your current balance sheet and revenue/expense report
Point A(3) above.
Standard Operating Procedure
SITES Funding Requests
Updated: 12/29/16
plan. Funding for the SITES plan should come from membership dues, corporate sales and
requests BETF support for SITES program
BETF is available to assist BDPA (local, regional or national) when they want to seek out
grant funding (cash, volunteer or matching gifts). In these cases, BDPA should initiate
BETF executive director by email (ExecDirector@betf.org
interaction will provide both BDPA and BETF with a clear
understanding of our mutual needs and capacity. This interaction will help to identify
potential funding sources that we can jointly approach. It is through this
that all parties are clear on ‘next steps’. Our opportunity for success improves when
happen early in the May 1 thru Apr 30 funding cycle.
The BDPA chapter president, regional vice president or national executive comm
member will complete the IRS Tax Receipt Form (see Point B) if we successfully identify
funding for their SITES program.
Exceptions to the Apr 30 deadline, known as ‘emergency funding requests’,
when the following conditions have been met:
Request is approved by a BDPA executive (local, regional or national)
Request provides the current bank account statements
Request provides the current balance sheet and 12-month Revenue/Expense
All members of the governing board from the requesting organization
made a monetary contribution to BETF within the past 365 days. In other words,
we want 100% donor participation from the board of directors that is submitting
this emergency request.
deny any ‘emergency funding request’ that does not comply with the
mentioned conditions.
Point B: BDPA submits IRS Tax Receipt Form requesting financial support
(local, regional or national) will submit IRS Tax Receipt Form by fax to (202) 318
2194. Contact BETF by email (ExecDirector@betf.org) if there are questions. BETF
executive director handles all email traffic sent to ExecDirector@betf.org
must be completed in full.
BETF approving your IRS Tax Receipt Form increases substantially if you
provide us with your current balance sheet and revenue/expense report
2
plan. Funding for the SITES plan should come from membership dues, corporate sales and
or national) when they want to seek out
grant funding (cash, volunteer or matching gifts). In these cases, BDPA should initiate
ExecDirector@betf.org) or phone
will provide both BDPA and BETF with a clear
will help to identify
potential funding sources that we can jointly approach. It is through this interaction
that all parties are clear on ‘next steps’. Our opportunity for success improves when
or national executive committee
if we successfully identify
Exceptions to the Apr 30 deadline, known as ‘emergency funding requests’, may only be
(local, regional or national)
Revenue/Expense
organization have
to BETF within the past 365 days. In other words,
we want 100% donor participation from the board of directors that is submitting
deny any ‘emergency funding request’ that does not comply with the
will submit IRS Tax Receipt Form by fax to (202) 318-
) if there are questions. BETF
ExecDirector@betf.org. The form
increases substantially if you
provide us with your current balance sheet and revenue/expense report as shown in

3. Standard Operating Procedure
SITES Funding Requests
SOP: SITES Funding Requests
Point C: BETF approval of requested financial support
1. The BETF executive director will notify BDPA chapter president
or national executive committee member of full or partial funding approval in writing.
BETF issues checks for approved funding requests within 4
2. In all public acknowledgments, we hope you indicate this gift as
BETF. Under BETF policy, you must use the funds in accordance with the budget shared
with us in your original request for these funds. No funds granted may be used for
political purposes or in any way to influence legislation.
3. BDPA chapter president, regional vice president or
member will provide BETF with a
report allows BDPA (local or national) to track success measures. The report is due
within 30 days of the ‘project completion date’ identified by BDPA when they submitted
the IRS Tax Receipt Form (see Point B).
Point D: BETF rejection of requested financial support
1. BETF will notify BDPA chapter president
committee member if we reject
within 30 days of receiving the
The BETF executive director owns this SOP. It is the responsibility of the BETF executive
director to review this SOP on an annual basis to ensure that the information remains current.
Please contact BETF executive director by email (
questions or wish to discuss further.
Standard Operating Procedure
SITES Funding Requests
Updated: 12/29/16
Point C: BETF approval of requested financial support
The BETF executive director will notify BDPA chapter president, regional vice president
executive committee member of full or partial funding approval in writing.
BETF issues checks for approved funding requests within 45 days.
In all public acknowledgments, we hope you indicate this gift as being received from
BETF. Under BETF policy, you must use the funds in accordance with the budget shared
with us in your original request for these funds. No funds granted may be used for
political purposes or in any way to influence legislation.
, regional vice president or national executive committee
member will provide BETF with a completed BETF Project Completion Report.
report allows BDPA (local or national) to track success measures. The report is due
‘project completion date’ identified by BDPA when they submitted
the IRS Tax Receipt Form (see Point B).
of requested financial support
BETF will notify BDPA chapter president, regional vice president or nationa
committee member if we reject the request. We seek to communicate this decision
within 30 days of receiving the IRS Tax Receipt Form. .
The BETF executive director owns this SOP. It is the responsibility of the BETF executive
review this SOP on an annual basis to ensure that the information remains current.
Please contact BETF executive director by email (ExecDirector@betf.org) if you have any
questions or wish to discuss further.
3
regional vice president
executive committee member of full or partial funding approval in writing.
being received from
BETF. Under BETF policy, you must use the funds in accordance with the budget shared
with us in your original request for these funds. No funds granted may be used for
national executive committee
BETF Project Completion Report. This
report allows BDPA (local or national) to track success measures. The report is due
‘project completion date’ identified by BDPA when they submitted
or national executive
the request. We seek to communicate this decision
The BETF executive director owns this SOP. It is the responsibility of the BETF executive
review this SOP on an annual basis to ensure that the information remains current.
) if you have any