Special Grants and Speakers’ Fund Policy

Table of Contents

 

Purpose

These funds are allocated to support recognized University clubs, departments, student organizations, and registered students, engaged in initiatives designed to enrich the student experience.

Both funding opportunities are supported by the Student Services Fee (SSF) and have been designed to provide funding for initiatives where the Student Life Enhancement Fund (SLEF) timeline is not favourable. The SLEF application deadline is near the end of October, and funds are distributed for January. The SLEF supports initiatives implemented during the academic year (September - August). Under special circumstances, the Compulsory Fees Committee may permit applicants to apply to Special Grants & Speakers’ Fund after receiving support from the SLEF. These applicants will be notified of this opportunity in the SLEF allocation letter.

Applicants are eligible to apply to only one of the financial sources: SLEF or the Special Grants & Speakers’ Fund.

 

Scope

This policy covers applications for funds to support non-academic initiatives which benefit the University community and, in some cases, the general public. Applications that do not fit the Student Life Enhancement (SLEF) timeline may apply to the Special Grants & Speakers’ Fund throughout the year.  Applications are reviewed approximately every three weeks by a committee comprised of a student majority. Initiatives must comply with University policies and procedures to qualify for funding. Both funding opportunities are supported by students through the Student Services Fee.

 

Funding

Special Grants & Speakers’ Fund funding is secured from the following annual sources:

  • A contribution of $41,550.00 from the University operating budget is allocated to Special Grants
  • A contribution of 10% from the Student Life Enhancement Fund (SLEF) is allocated to Special Grants
  • A contribution of 10% from the Student Life Enhancement Fund (SLEF) is allocated to the Speakers’ Fund                                       

The following programs have been pre-approved funding from Special Grants, subject to acceptable annual reports:

  • CSA - Safe Walk Program                                             $8,000*
  • CSA - Student Help & Advocacy Centre              $3,000*
  • College Royal                                                                       $14,000*
  • Debating Society                                                                $4,000

The Committee has the authority to transfer funds from one account to the other.

 

Responsibility 

The Special Grants & Speakers’ Fund Committee has responsibility for the administration of the funds and annually reports to the Compulsory Fees Committee. 

 

Membership

The Special Grants & Speakers’ Fund Committee is comprised of the following members:

  • Executive Assistant to the Vice-Provost (Student Affairs)
  • Central Student Association Communications & Corporate Affairs Commissioner
  • Graduate Students’ Association Vice-President, Finance
  • One Central Student Association Representative
  • One Graduate Students’ Association Representative
  • Members may appoint a designate with voting privilege.
 

Quorum

Quorum is comprised of two student representatives and the Executive Assistant to the Vice-Provost (Student Affairs).

 

Distribution

Proposals will be considered on the following criteria, and all funding decisions are final:

  • The number of students and others benefiting or participating in the activity
  • The impact to the student body
  • The ability to acquire funds elsewhere
  • The completion of a comprehensive budget that identifies financial need
 

Funding Parameters

  1. Accessible: Events must be accessible.
  2. Awards Over $250.00: Payment over $250.00 will only be made payable to a department/club/group/organization.
  3. Base Budget Funding: Funds are not designed to provide financing for items of an on-going nature. 
  4. Budget Information: Proposals without a budget or lack of financial reporting will not be considered.
  5. Career Fair: A proposal which involves a career fair must include a signed letter of support from Co-operative Education & Career Services.
  6. Conferences: Funding in support of students attending or hosting conferences is available. Please note that normally the Committee will not support academic conferences. However, if the conference enriches the student experience funding consideration will be given.
  1. Individual Attendance: For acceptable non-academic conference requests, a student can receive up to a maximum of $250.00. 
  2. Group Attendance: Students applying to attend a conference with a group must apply as a team. Each team can receive up to a maximum of $2,000.00 to be shared equally within the group. Special consideration may be made for international travel or, for groups larger than 10 students.
  3. Hosting a Conference: A group coordinating and hosting a conference on-campus is eligible to apply for funding with no cap.
  1. Computer/Technical Equipment: A maximum of $600.00 will be awarded for computer and/or technical equipment. Consideration will be given to requests for an amount exceeding the maximum if it is demonstrated that there are unique technical need that warrant a more sophisticated system. Computer software funding will only be allocated for software supported by C.C.S. unless it is demonstrated as necessary. Funding will not be provided for personal electronic devices.  
  2. Charitable Events: The Committee will not support a donation to a charity. However, funding will be provided to support the costs of hosting an event where the profits are allocated towards a registered charitable organization or suitable on-campus organization.
  3. Final Report: The Committee might request a final report from organizations/students that receive funds. Please note that applications will not be considered if the organization/student has not completed a final report for a previously held grant.
  4. Receipts: Receipts must be provided for funds of $500.00 or more. Receipts can be requested for allotment under $500.00.
  5. Risk Management: All events organized by a recognized student organization must be approved by the Student Risk Management Coordinator.  Please contact: srm@uoguelph.ca for more information.
  6. Social Events: A maximum of $1,000.00 will be awarded for social events. Funds will be allocated to events that are designed to facilitate networking or community development and that are for non-alcoholic purposes.
  7. Student Services Fee (SSF): The Student Life Enhancement Fund (SLEF), and the Special Grants and Speakers’ Fund are supported by students through the SSF. Applicants are asked to request from only one of the financial sources: SLEF or the Special Grants and Speakers’ Fund.
  8. Supporting Documents: Requests could include, but are not limited to the following: financial quotes from a company, reference letters, web-site pages, speakers’ CV, or receipts. Documents of this nature should be submitted in conjunction with the application.
  9. Travel: Funding in support of travel will be considered if the travel can be shown to enrich the development of the student and is non-academic.
  1. Individual Travel: For acceptable non-academic travel requests, a student can receive up to a maximum of $250.00.
  2. Group Travel: Students applying with a group must apply as a team (e.g., Project Serve Canada, Global Youth Network). Each team can receive up to a maximum of $2,000.00 to be shared equally within the group. Special consideration may be made for international travel or, for groups larger than 10 students.
 
 

* As per previous referendum requirements 
 
Authorization: Vice-Provost (Student Affairs)
Established: September 1980
Revised: June 2016
Editorial Changes: N/A
Next Review: 2018-2019