The Students' Union (SU) allocates a yearly grant fund to be distributed amongst .... Completion notes (CN): Obtain this
Empowering students to deliver change Grant funding guidelines Contents: 1. 2. 3. 4. 5. 6. 7. 8. 9.
Quality outcomes grant funding explained, Who can apply, Times to apply, Funded items, Restrictions on funding, Application guidelines (example completed form), Submitting application SGET panel assessment, Successful applications,
1. Quality outcomes grant funding explained: The Students’ Union (SU) allocates a yearly grant fund to be distributed amongst our registered societies (including Associations), with the purpose of supporting you with the running, development and events of your group. This year the funding available is £35,000 which is divided into two pots: 1. Annual pot – for groups requiring funding for repeated activities across the academic year e.g. coaching/tutors, facility hire. 2. Monthly pot – for groups requiring funding for all other activities. ‘Quality outcomes’ refers to the predicted benefits to the group and wider recipients from receiving this grant funding. Quality outcomes are outlined as the following: o o o o o o o o o
Engaging the wider student community in innovative and targeted ways. Enhancing the student experience by responding to the feedback of the groups and Student Union membership. Demonstrating development & progression through tangible achievements linked to personal, group & SU objectives. Inspiring the student community through specifically focused activities & events. Engaging the community outside of Leicester University’s students. Widening participation outside of Leicester University’s students. Stimulating alumni relations. Encouraging philanthropic giving. Collaborating with another student group.
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Empowering students to deliver change
These outcomes are measured by the following criteria, the aim of your application is to demonstrate as many of these outcomes as possible:
Development Quality Outcome
Innovative events – new ideas Aimed at developing or promoting employability skills or opportunities Enhancing the leadership of the group for the benefit of their members and wider student population 4 Making a positive impact on students, university and the wider community TOTAL (each of the above = 1 point):
Insert your score
1 2 3
/4
Participation Quality Outcome
Non-alcohol focused events Events that promote widening participation agenda (positive representation of University experience to perspective students who normally would not consider it) 3 Collaborative events with other students groups 4 Educational opportunities for members, wider student body and community TOTAL (each of the above = 1 point):
Insert your score
1 2
/4
Engagement Quality Outcome
1 Activities that enable minority groups to participate 2 Engagement with Mature Students (23+ years) 3 Engagement with Postgraduate Students 4 Developing links (and fundraising opportunities) with alumni (past members) TOTAL (each of the above = 1 point):
Insert your score
/4
The grant funding should be seen as an added bonus; to the many benefits we offer societies. Whilst we recognise some student groups require financial assistance to continue to offer their members an exceptional experience, this money should not be solely relied on or expected. All societies need to show that they are able to run on their own two feet without financial support from the SU.
2. Who can apply: All societies and associations can apply to the quality outcomes grant fund. 2
Empowering students to deliver change
3. Times to apply: Month funding required i.e. what month is your event in:
Total funding available (for ALL Groups):
Annual pot October November December January February March April May June Summer allocation
% of total amount for the year £ TBC £ TBC £ TBC £ TBC £ TBC £ TBC £ TBC £ TBC £ TBC £ TBC
Deadline for funding applications (generally 2nd Monday of each month other than Sept): September 17th September 17th October 12th - 12:00pm November 9th - 12:00pm December 7th - 12:00pm January 11th - 12:00pm February 8th - 12:00pm March 7th - 12:00pm March 7th - 12:00pm May 9th - 12:00pm June 13th - 12:00pm
You cannot apply for events further than one month away e.g. if your event is in December, you can only apply for this on November 9th not before or after. This is to ensure that each group has the fairest possible chance of having access to that months funding and the funding will be prioritised to the groups that meet the criteria.
4. Funded items: To receive funding for the following items, you will need to demonstrate that you require them to meet the overall aims and objectives of your group as well as provide evidence of the amounts required:
Equipment for: o Student group, o Event, o Provisions for running educational classes, support sessions for students or external groups. Transport for students and guest speakers (economy options where possible): o Vehicle hire and insurance, o Bus, o Taxi, o Train, o Flights. Accommodation will be assessed on a case by case basis, Room hire: o Internal, o Audio visual equipment costs including technician, o External, o Facilities. Tickets to educational conferences, shows, establishments etc. Reusable promotional materials (i.e. not dated). 3
Empowering students to deliver change
Training and course fees. Entry fees to tournaments. Rehearsals. Coaches for specific skills e.g. singing coach. Entertainment (if this cannot be provided by another relevant student group e.g. if it is culturally specific): o Musician fees, o DJ and equipment. Disclosure and Barring Service Checks (if required).
5. Restrictions: Below is a list of additional financial support that cannot be applied for.
If the event does not have a beneficial outcome related to the aims and objectives of the society e.g. a social event that does not meet the aims and objectives of the group. One off promotional materials, as these cannot be reused and don’t abide by our Green Impact policy. To purchase personal items e.g. clothing (including uniform). To purchase alcohol. To use grant funds to pay money directly towards another charity i.e. if you need funds to help you hold the event e.g. equipment/venue you can apply for a grant fund, but cannot apply for money directly. If the event/activity is seen to go against Students’ Union Constitution and Policy.
Other reasons for refusal: The application may not be successful if the society:
Has not contributed any of their own funds. Is not charging members enough. Is selling ticket prices too low. Has not completed all of the sections on the application or has provided inaccurate information e.g. budget.
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Empowering students to deliver change
6. Application guidelines This section aims provides you with guidance on how to complete the form covering both general guidance and specific sections of the form. Please see the completed example guide below which includes further details on specific sections of the form: 6.1 Example form --------------------------------------------------------------------------------------------------------------------------------------------------EXAMPLE FORM
Quality Outcomes Grant Funding Application Form This is an example completed form along with additional notes. Event details: Group name: Funk and Soul Society
Name of event: Motown Hoedown
Date (s) of event: Sat 17th October 2015
Main Contact Details Committee Position: President
Name: Naomi Galliford
Social Secretary
Ian Rhodes
Email: Ngg4 @student.le.ac.uk Ir111 @student.le.ac.uk
1. Pre-application requirements: Please tell us more about your existing funds: 1. Provide your current fundraising account figure: £267 Completion notes (CN): Obtain this figure from your online banking or email
[email protected] and we will request it from the finance department. 2. Provide your current membership figure: 42 CN: Obtain this figure from your online sub-site or personal records. 3. Explain why you require additional funding to that in your account, including a breakdown of what you have allocated the existing funds too. This should also include the percentage you are contributing to your grant funding application (50% match fund): The current funds in our account are allocated to: £150 = Our contribution towards this event, £50 = Freshers Fair promotional materials, treats and float, £50 = society cinema night on 26/10/15, £17 = Account buffer in case over expenditure on Freshers/cinema night. 5
Empowering students to deliver change CN: Try and outline why you are not using existing funds for this event e.g. if you have £2000 in your account and your applying for £100 please outline why you need to have external funding rather than the funds you already have. 4. You will need to obtain quotes and submit these along with the relevant event paperwork with this application. This includes when bookings are made through the SU i.e. room booking, sound and audio equipment, catering and transport costs. Requirement:
Yes: (Y)
Is your membership list updated on the website? Are all membership fees to date paid into your fundraising account? Provided quote for any predicted expenditure e.g. venue, equipment costs, transport, accommodation?
Yes
and
provided
food
Not applicable:
Detail evidence provided (must show cost):
Notes: (please add in any additional info):
Yes Yes
Completed a risk assessment (if covered on Yes your Master Risk Assessment (MRA) please put a note in ‘evidence provided’)? Completed a guest speaker/contributor form? Yes Completed a trip registration form?
Completed documents?
No: (N)
Venue, DJ, big band, security, wrist band quotes Provided updated MRA Provided n/a
n/a
All of the above will be checked prior to the application being reviewed by the panel. In the below example, this completed form along with quotes for the venue and technician, Big Band, DJ and security need to be provided. An updated Master risk assessment and contributor form should also be sent along with this application.
2. Funding Request Details Amount you are applying for:
Date the funding is required:
Is this a collaboration between student groups, if yes which ones:
What is the funding required for:
£240 CN: See budget for how this is calculated Friday 2nd October CN: If you need to pay any providers prior to your event please let us know the date you need the money. Street Dance, Big Band CN: We encourage groups to work together to put on events. If you’re not already working with one, is there a group that you can approach that are able to provide you with skills/equipment or knowledge. We need to pay Big Band for their expertise and also hire of a technician from the O2 (see quotes attached). CN: Outline why you need the funding here, this should be reflected in the expenditure also. 6
Empowering students to deliver change How does this event meet the aims and objectives of your group?
The Funk and Soul Society loves to celebrate its roots and one of our most important influences is the Motown movement in the 1960’s. The night aims to recreate what it may have been like in a 1960’s Motown party, we’ll play some classics and introduce people to some brilliant lesser known tracks too. We’ll also be teaching some Motown era choreography and holding a dance battle. CN: Provide us with details on how this event is relevant to your group. How will this benefit the students This is an open event to all students and public, celebrating an and/or wider communities? important part of funk and soul’s musical roots which is enjoyed by many today. They’ll get to learn period dance moves and try them out with each other in a fun and encouraging environment. CN: Detail what specific benefits the students will have. Approximately how many students 70 would this benefit? CN: List how many members and students combined you think will come to this event e.g. ticket sales to this group. Approximately how many people in the 40 wider community would this benefit (if CN: List how many public tickets you aim to sell. applicable)? What is the frequency of your event (please delete accordingly)?
One Off / Once a Week / Fortnightly / Monthly Termly CN: Delete the irrelevant options here, we’ve kept them in to demonstrate which one is relevant for this event.
3. Identify the Quality Outcomes met Identify which of the quality outcomes your application meets – place a 1 in each box for the criteria you meet:
Development Quality Outcome
Insert Office your use score only 1
1 Innovative events – new ideas 2 Aimed at developing or promoting employability skills or opportunities 3 Enhancing the leadership of the group for the benefit of their members and wider student population 4 Making a positive impact on students, university and the wider community 1 TOTAL (each of the above = 1 point): 2/4
Participation Quality Outcome
1 Non-alcohol focused events
Insert Office your use score only 1 7
Empowering students to deliver change 2 Events that promote widening participation agenda (positive representation of 1 University experience to perspective students who normally would not consider it) 3 Collaborative events with other students groups 1 4 Educational opportunities for members, wider student body and community 1 TOTAL (each of the above = 1 point): 4/4
Engagement Quality Outcome
1 Activities that enable minority groups to participate 2 Engagement with Mature Students (23+ years) 3 Engagement with Postgraduate Students 4 Developing links (and fundraising opportunities) with alumni (past members) TOTAL (each of the above = 1 point):
Insert Office your use score only 1 1 1
Office use only SGET points for exemplary applications TOTAL quality outcomes score
3/4
/3 /15
4. Budget *Please consult the application guidelines for assistance with completion Please add more rows if required. Expenditure: Items/Equipment/Hire/Promotions/Other cost details Big Band hire for 3 x hours Venue hire Technician and audio equipment hire DJ Wrist bands x 100 Security x 3 hours
Amount (£) £120 £200 £200 £50 £10 £180 Total expenditure: £760
CN: List all of your expenditure here including the smaller items. Quotes or similar evidence (e.g. screen shot of website page) should be provided for each item where possible and the costing should match i.e. figure above with figure on the quote. Please note the figures selected above are not representative of actual costings and are used as examples only. Income
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Empowering students to deliver change NB This should include the percentage you are contributing to this application from your fundraising account. We recommend your group contributes 50% towards the activity in question. Your contribution/grant/ticket sales/ external sponsors/other income source Funk and soul society contribution 70 x student ticket sales at £3 30 x external ticket sales at £5 Quality outcomes grant fund
Amount (£) £150 £210 £150 £240 Total income: £760
CN: List all of your income here, including the grant fund figure so the budget is displayed in its entirety. Whilst the grant fund aims to support and enable events, ideally we expect to see either a contribution from the society, ticket charges or both as in the example above. Total expenditure: £760 Total income: £760 NB: Your budget should aim to break even. Total expenditure = Total income
END OF EXAMPLE FORM ----------------------------------------------------------------------------------------------------------------------------------6.2 General guidance
You must demonstrate clearly why you require this funding and how it fits into your aims and objectives and the Quality Outcome requirements. You must produce a detailed budget to show all expenditure and income from the event/activity and demonstrate the amount you will contribute to these costs, alongside the grant funding money. Event/activity can also mean equipment or transport, anything that is essential to the running of the event.
6.3 Budget guidance:
Please provide a breakdown of the total cost of the event; you need to demonstrate a full understanding of the cost of the event/activity. You also need to demonstrate what financial assistance the student group will provide to help cover the events costs (do not assume the grant funding will be allocated to cover all costs). Grant money that is required prior to the event taking place (i.e. to fund aspects of the event) will need to be approved by the SGET panel. Any additional costs that appear after your application for funding will need to be paid for via your fundraising account. You must be able to provide invoices, quotes and/or receipts for payment requests.
7. Submitting application: 1. For additional completion guidance email
[email protected] or come in and see us at the Welcome Desk. 9
Empowering students to deliver change 2. Aim to have your application completed in advance (ideally 1 week) in order for us to check it over before it goes to the panel. 3. Collate all required supporting evidence (see ‘Section 6. Application guidelines’), clearly outline what each document is referring to. 4. Refer to the submission deadline table to ensure your application is received in the month required (please ensure to check the guidelines in ‘Section 3. Times to apply’ on this). 5. Submit application: i. If emailing – please scan all relevant supporting evidence and include within application. ii. If submitting in person – please provide all supporting evidence along with application.
8. SGET panel assessment: The SGET Panel will review and discuss your application. For further information on the SGET panel, see here: http://www.leicesterunion.com/top-navigation/activities/about-union-activities/student-group-governance . Considerations will include:
The quality outcomes met, The nature of the event and how many students will benefit, Previous applications and figures granted, Finally, the figure granted will be dependent on total number of successful applicants e.g. the £2000 allocation for that month will be divided among all the successful groups to ensure fairness of access to the funds.
9. Successful applications and accessing the funds: Results will be provided to you 2 working days after the panel has met. Accessing the funds:
The funds do not automatically go into your fundraising account; they remain in the societies grant fund pot until you require the funds (i.e. need to make payment). To access the funds - provide a receipt or an invoice along with a withdrawal form and a copy of your ‘Successful result’ email to Union Activities to sign off, which will then be processed by the Finance department.
Please note:
Funds will only be provided according to your original application i.e. you cannot spend the funds on anything that was not agreed by the SGET panel. The funds do need to be spent on the event/activity agreed, if the funds are left unspent following 4 weeks of this date or no communication from your group to say you require longer, the funds will be returned to the grant fund pot.
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