masu.camasu.ca/.../2012/12/OP-07-Grants-and-Awards-May-2017.docx · Web viewApplication Form Page 9...

Mount Allison Students’ Union

Grants & Awards

Operating Procedure - 07May 2017

Grants & AwardsSection 1

Table of Content

Table of ContentsPreamble & Definitions 3General Procedure 4Academic Enrichment Fund 6Clubs and Societies 7Scholarships & Awards 8Funding Amendments & Appeals 9

AppendixAcademic Enrichment Application AClub and Society Funding Application BJeff ‘Skip’ Fraser Scholarship Application C


Preamble & Definitions

Preamble

This Operating Procedure shall establish the groundwork for accountable, consistent, and responsible allocation of the MASU budget towards grants and awards. Specifically, this document will address the disbursement of funds through regular operations and grants.

Definitions

“Club and Societies” – shall refer to a group of students organized per the terms of references defined in Operating Procedure 06 – Clubs & Societies.

“Council” – shall refer to the Students’ Administrative Council defined in Law 2 of the MASU Bylaws.

“Fiscal Year” – shall refer to the period extending from the first of May to the last day of the following April.

“Gil Later and Gold A selection of Task force” - shall refer to the committee outlined in Operating Procedure 05 – Committees & Taskforces

“Finance Committee” – shall refer to the committee outlined in Operating Procedure 05 – Committees & Taskforces

“Member” – shall refer to the Members of the MASU defined in Article II.1 of the Constitution

“Sustainability Committee” - shall refer to the committee outlined in Operating Procedure 05 – Committees & Taskforces


General Procedure

General Procedure

1. The Finance Committee shall administer no less than four (4) rounds of funding for both Club and Societies and Academic Enrichment funding throughout each fiscal year:

a. The Vice President Finance and Operation, in consultation with the Executive committee shall determine the dates at the beginning of May;

b. The Finance Committee shall deliberate no later than one (1) week following a funding application deadline;

c. The Chair of the Finance Committee shall ensure that deliberation are made in accordance with this procedure;

d. The Chair of the Finance Committee shall move in camera to ratify the recommendation of the committee at the meeting of Council immediately following the committee’s deliberations.

2. The Chair of the Finance Committee shall be responsible for collecting and reviewing applications for Club and Society and Academic Enrichment funding;

a. The applications shall be circulated to the committee before deliberation

i. All applications are to remain confidential;b. It is the collective responsibility of the members of the Finance

Committee to ensure that the Chair is acting fairly and without bias.

3. General Criteria for the evaluation of funding application:a. Considerations should be given to the most financially viable

proposals, as detailed by the applicant;i. Applicants shall provide outlines of all possible, likely, and

confirmed sources of funding;ii. Applicants shall, to the best of their ability, provide estimates

of costs and, if relevant, revenues associated with the proposed activity;

b. Applications that are incomplete in any way, including those that do not include necessary supporting documents, shall be considered to the extent possible given the missing information.

i. If too much information is missing within the applications, it may be returned to the applicant with request from missing sections at the discretion of the Vice President Finance and Operations;


General Procedure

c. Each round of applications shall be considered based on the merit of only the applications in that round, rather than in comparison with past applications;

i. Academic Enrichment applications submitted by several individuals intending to participate in the same activity shall each be evaluated on the merit;

d. Priority may be given to thorough applications that enumerate specific, measurable, and attainable goals, with clear details on all areas of the proposed activities;

e. Priority may also be given to student who are on student loans.


Academic Enrichment Funding

Academic Enrichment

1. The purpose of this academic Enrichment Fund is to provide financial assistance to Mount Allison students to participate in events which will enrich their academic growth in an extracurricular setting.

2. The Finance Committee is responsible for allocating the funds in accordance with Section 3 as well as the following:

a. Applicants must clearly explain the academic benefits that derive from the proposed activity, including the nature of the applicant’s role with the activity, and how it will enhance their academic experience;

b. Applications for this fund shall only be accepted from individual students wishing to pursue an opportunity on top of their academics;

i. Funding for any activity that is granted a University Credit or associated with coursework in an accredited course shall not be considered for funding;

ii. Funding shall only go to individual students. Groups, organization or departments will not be considered for funding.


Clubs and Societies Funding

Clubs and Societies Funding

1. The purpose of the Clubs and Societies Fund is to provide financial assistance to MASU affiliated Clubs and Societies.

2. The following requirements shall be verified by the Finance Committee upon deliberation following a funding deadline:

a. Only officers of a MASU affiliated Club and Society in good standing, as per Operating Procedure 06 – Clubs & Societies, are eligible to submit application for funding;

b. All Club/Society funds are deposited in trust with the MASU, rather than with any third-party band or individual;

c. All prior funding allocations to the Club/Society within the fiscal year have been responded to with a detailed written report of the funded activity, including receipts for all revenues and expenditures;

d. Failure to satisfy any of the above requirements shall render the Club/Society ineligible for funding;

i. The above clause notwithstanding, a Club/Society may resubmit an application in a later round of funding, if the above requirements are satisfied.

3. In addition to Clause 2, the Finance Committee, who shall be responsible for allocating this fund, will take the following into consideration:

a. Applicants must clearly explain the relation of the proposed activity to the purpose, mandate, or objective of the represented Club/Society;

i. Priority will be given to events that are open to all MASU members over events that are close to Club/Society members or another group;

b. A detailed and proposed budget for the events, including revenues and expenses is included;

i. Priority will also be given to Clubs/Societies which demonstrate a high level of financial responsibility;

c. The Finance Committee shall not allocate funding for Clubs/Societies events if the proposed activity is intended to be a fundraiser for the Club/Society, such that profits shall be net rather than gross.


Scholarships & Awards

Jeff “Skip” Fraser Memorial Scholarship

1. The Finance Committee shall administer the Jeff “Skip” Fraser Memorial Scholarship (“the scholarship”) at the end of the Academic Year:

a. The deadline for the scholarship shall be determined at the discretion of the Vice President Finance and Operations, in consultation with the Executive Committee:

i. It is recommended that the deadline be set two (2) weeks, at minimum, before the approximate date of the final meeting of Council, or, equivalently, before the last day of classes of the Academic year;

b. The Finance Committee shall deliberate no later than one (1) week following the above-mentioned deadline;

c. The Chair of the Finance Committee shall ensure that deliberations are made in accordance with this procedure;

d. The Chair shall move, in camera, to ratify the recommendation of the Committee at the meeting of Council immediately following the Committee’s deliberation.

2. The Scholarship, if awarded, may be allocated to one of more applicants who:

a. Have contributed significantly to the Mount Allison Community through their extra-curricular involvement;

b. Have demonstrated extensive involvement and initiative, and strong leadership in the Mount Allison community;

c. Are returning as a full- or part-time student for at least one semester of the following academic year.

3. Applications for the Jeff “Skip” Fraser Memorial Scholarship shall not be evaluated based on academic achievement or financial need.

Awards

1. The Gil Latter Memorial and Gold A Award task force, shall be responsible for administering the Gil Latter Memorial Award and the Gold A awards;

2. One (1) Gil Latter Memorial Award will be awarded to a graduating student who has volunteered their time and demonstrated an outstanding contribution to the Sackville community.

3. Up to four (4) Gold A Awards shall be awarded to individuals who have demonstrated outstanding contributions to the university community.


Funding Amendments & Appeals

Appeals of Funding

1. In the event that an applicant for Academic Enrichment, Club and Society Funding, or the Jeff “Skip” Fraser Memorial Scholarship is declined funding by the Finance Committee, they may appeal the decision of the Committee through the following procedure.

2. The applicant, whose request for funding was denied, is entitled to appeal the outcome within three (3) business days from the time that the notice of the refusal was issued by writing a Letter of Appeal to the MASU Ombudsperson:

a. Failure to provide a written Letter of Appeal shall be considered a serious and material omission, and grounds for the dismissal of the grievance;

b. This letter shall present the respondent’s interpretation of the outcome determined by the Finance Committee;

c. It shall also disclose any bias or conflict of interest which may have led to an impartial or unfair decision from the Committee.

3. The Office of the Ombudsperson shall assess the validity of the appeal according to the procedure outlined in Operating Procedure 10 – Judicial Process

a. If deemed appropriate, the Ombudsperson may present the Letter of Appeal, and any additional pertinent information gathered during the Ombudsperson’s investigation to the Appellate Chair.

b. Otherwise, the Ombudsperson may wish to resolve the appeal through the Finance Committee, such as in instances where the applicant failed to provide enough information or made errors on their application.

Funding Procedure Amendments

1. While the power to amend, approve or repeal governing documents of the MASU rests with the Students’ Administrative Council, the following subsection shall outline an amendment process to preserve the integrity of the funding formula within any given fiscal year:

a. In the interest of consistency, Council shall not amend any governing policy of the funding application or disbursement process at any point between the first and last round of funding of the fiscal year;


Funding Amendments & Appeals

b. Recommendations and revisions for procedure amendments shall be the responsibility of the Finance Committee to be completed as outlined in Operating Procedure 02 – Governance Management.

Appendix AAcademic Enrichment Funding

Application form

Mount Allison Students’ UnionC/O Mount Allison University

62 York StreetSackville, NB E4L1H3

Academic Enrichment FundingApplication Form

(Information only, do not attach to final application)

Purpose of the Fund

The purpose of the Academic Enrichment Fun is to provide financial assistance to Mount Allison Students so they may participate in events that will enrich their academic growth in an extracurricular setting. Funding from the Academic Enrichment Fund will only be given to individual students, and not to applications made on behalf of any organization or group. Funding for any activity that is accredited by the University or associated with coursework in an accredited course shall not be considered for funding.

Application Process

Funding deadlines are to be set at the discretion of the Vice President Finance and Operations, and administered by the Finance Committee. Applicants are encouraged to consult Operating Procedure 07 – Grants and Awards before submitting an application to familiarize themselves with the terms of references for funding decision.

Applicant Agreement

By submitting this application, the applicant understands that it is their responsibility to ensure the completeness and timeliness of their application. The applicant also understands that failure to comply with Operating Procedure 07 – Grants and Awards, will result in dismissal of the application, at the discretion of the Committee.

All correspondences, including applications and letters of reference, and questions regarding the application process should be addressed to the Vice President Finance and Operations at [email protected] or the Office Manager at [email protected]


Name: _______________________________________________________________________Email: ___________________________________Campus Mail Box: __________________Phone: ___________________________________ Faculty and Year: ___________________Event Name: _________________________________________________________________Event Location: ___________________________ Event Date(s): ______________________

Are you the recipient of a federal or provincial student loan or bursary? ☐ Yes ☐ NoIs your participation dependent on MASU Funding? ☐ Yes ☐ No

Please include an itemized proposal of at most 500 words that clearly describes the following:

1. Detail of the event, including an event outline;2. The nature of your participation in the event, such as presentation or

research, workshop, speaking, etc.;3. The academic benefit that you will receive by participating in this event;4. Any past experiences, academic or extracurricular, which you feel

enhance your value as a delegate to this event;5. Justification of all large expenses associated with participation in this

event, and;6. Any special circumstances that you wish the Finance Committee to

consider as exceptional. This can include, but is not limited to;a. Retroactive application for events that have already occurred.

Please ensure that you have completed and included the following as part of your application:

1. The written proposal outlined above;


2. An event outline and/or registration confirmation/information;

3. A letter of recommendation from a faculty member (optional);4. The following pages outlining costs and additional sources of funding;5. Any additional information, at the discretion of the applicant.

By signing, I claim that all the information on this form is accurate, and that I understand the conditions of this application.

Signature: ____________________________________ Date: _______________________

Academic Enrichment FundingCost Estimates

Transportation (Include mode of travel.):

Details: Total Cost:

Accommodations (Per day figure and total, include type.):


Food (Per day figure and total.):


Registration and/or Delegate fees:


Incidentals (Include figures and nature.):


Total Expenses: $___________

Academic Enrichment FundingSources of Funding

Club/Society:

Details: Amount:

Department:

Details: Amount:

Personal Resources:

Details: Amount:

Other:

Details: Amount:

Total Funding: $ ___________Total Expenses: $ ___________Total Funds Needed: $ ___________

Total Amount Requested: $ ___________

Appendix bClub & Society Funding

Application form



Club & Society FundingApplication Form


Purpose of the Fund

The purpose of the Clubs and Societies Fund is to provide financial assistance to MASU-affiliated Clubs and Societies for a particular activity to the benefit of the Club or Society’s objective. This fund is held and administered in trust by the MASU for MASU-affiliated Clubs and Societies, and is drawn from the operating revenue generated through student fees. This fund will not allocate to any proposed activity that is intended to be a fundraiser for the Club/Society.

Application Process

Funding deadlines are to be set at the discretion of the Vice President Finance and Operations, and administered by the Finance Committee. Applicants are encouraged to consult Operating Procedure 07 – Grants and Awards before submitting an application to familiarize themselves with the terms of references for funding decision.

Applicant Agreement




Financing

The Finance Committee is prepared to offer financing to MASU-affiliated Clubs and Societies for the purpose of participating or hosting an event or activity that benefits the Club/Society—meaning that the MASU may pay for up-front costs, provided that the Club/Society repays these costs. Financing will be considered alongside funding, and may be used as a means of providing temporary financial support when available funding and Club/Society funds are not sufficient.

Financing will be offered as a loan to the Club/Society, and, if approved, will be transferred to the MASU-held account in the Club/Society’s name. Unlike funding, the Club/Society has an obligation to repay any financing.

Financing will only be offered if the Club/Society can demonstrate responsible budgeting, and can show that the proposed activity will generate revenues. The same conditions for funding apply also to financing.



Club/Society Information

Name of the Club/Society: _____________________________________________________

Number of Active Members: ________________ Date of Last Meeting: ______________

Membership Fees: ____________________________________________________________

Contact Information

Name of Applicant: ____________________________________________________________

Email: __________________________________ Campus Mail Box: __________________

Phone: _________________________________ Faculty and Year: ___________________

Event/Activity Information

Name of the Activity: __________________________________________________________

Event Location: ___________________________________ Event Date(s): _______________

Please specify the number of participants (no non-members if closed event):

Club/Society Members: _____________________ Non-Members: ____________________

All applicants must complete Forms 1 to 7. Applicants requesting funding for travel-related activities must additionally complete Form


VI. Applicants requesting financing must additionally complete Form VII.

Please complete the following section last:

Total Cost: $ ___________Total Resources: $ ___________Total Funds Needed: $ ___________

Total Amount Requested: $ ___________

Has your Club/Society Executive undergone MASU Training? ☐ Yes ☐ No

By signing, I claim that all the information on this form is accurate, and that I understand the conditions of this application.

Signature: ____________________________________ Date: _______________________

Are you a signing officer? ☐ Yes ☐ No

Club & Society FundingForm 1 - Overview

Please Complete a project description of no more than 300 words.

Club & Society FundingForm 2 – Benefits of Activity

Please explain how participants in the proposed activity will benefit your current members.

Please explain how participants in the proposed activity will benefit Mount Allison Students and/or the Local community.

Club & Society FundingForm 3 – Planning

Please provide a timeline for the proposed project. Include dates.

Please provide a detailed description or action plan for the proposed activity, including any details such as bookings, registration from other participants, confirmation of guests, etc.

Club & Society FundingForm 4 – Non travel cost

Supplies and Materials (include photocopying, printing, sports equipment, etc.)

Details: Amount:

Technical Services (Include audio/visual equipment, cleaning, etc):

Details: Amount:

Room Bookings (rental fee):

Details: Amount:

Other Expenses:

Details: Amount:

Total Non-Travel Expenses: $ ___________

Club & Society FundingForm 5 – Available Resources

Club/Society Funds (Include any existing Club/Society funds):

Details: Amount:

Personal Resources (Include individual contributions through fees):

Details: Amount:

Other Resources:

Details: Amount:

Total Resources Available: $ ___________

Club & Society FundingForm 6 – Travel Information

Please explain, if applicable, how the content of the trip has particular relevance to your Club/Society:

Cost Estimates

Transportation (include mode of travel):

Details: Amount:

Accommodations (Per day figure and total, include type):

Details: Amount:

Food (per day figure and total):

Details: Amount:

Club & Society FundingForm 6 – Travel Information

Registration and/or other Delegate fees:

Details: Amount:

Incidentals (Include Figure and Nature):

Details: Amount:

Total Travel Related Expenses: $ ___________

Club & Society FundingForm 7 – Financing

Please address the financial need of the Club/Society with respect to the proposed activity. Specify whether the event relies on financial support from the MASU.

Please address the potential for the proposed activity to generate revenue sufficient to meet the costs associated with the proposed activity.

Appendix cJeff ‘Skip’ Fraser Memorial Scholarship

Application form



Jeff ‘Skip’ Fraser Memorial ScholarshipApplication Form


Purpose of the Scholarship

The purpose of the Jeff “Skip” Fraser Memorial Scholarship is to provide a financial award to Mount Allison students that have exemplified leadership and the spirit of Mount Allison university.

Skip (1975-1996) demonstrated outstanding and admirable leadership in the Mount Allison community and beyond. He founded the Sailing Society at Mount Allison and was a co-founder of the Vancouver Ocean Challenge, a program which offers rowing expeditions to youth. Skip is remembered for his sense of humour and kindly nature.

These scholarships have been created to award Mount Allison students, who like Skip, have contributed significantly to the Mount Allison community through extra-curricular involvement. Academic achievement and financial need are not to be determinants for the awarding of these scholarships nor are they to be considered in any shape or form.

General terms of Reference

The successful candidates should meet the following criteria:

1. Have contributed significantly to the Mount Allison Community through their extra-curricular involvement;

2. Have demonstrated extensive involvement and initiative, and strong leadership in the Mount Allison community;

3. Are returning as a full- or part-time student for at least one semester of the following Academic Year.

The successful applicant will be contacted by email. Note that funds will be paid directly to the applicant’s University account.



Application Process

Scholarship deadline is to be set at the discretion of the Vice President Finance and Operations, and administered by the Finance Committee. Applicants are encouraged to consult Operating Procedure 07 – Grants and Awards before submitting an application to familiarize themselves with the terms of references for funding decision.

Applicant Agreement



Jeff ‘Skip’ Fraser ScholarshipApplication Form

Name: _______________________________________________________________________

Email: _____________________________ Are you a returning student? ☐ Yes ☐ No

Phone: __________________________________ Faculty and Year: __________________

I, the undersigned, claim that that all information on this form is accurate, and that I understand the conditions of this application.

Signature: _______________________________________ Date: _________________

Applicants may complete the following sections directly on this application form, or may attached word-processed responses to an application. Please retain this page, with the above fields completed and signed, as a cover page. Submit applications to the MASU office, located on the first floor of the WMSC.

Please explain how you have displayed initiative concerning extracurricular activities within the Mount Allison community and beyond.


Please highlight and explain your leadership experience while at Mount Allison.

Please list your extracurricular involvement while attending Mount Allison.

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