SCAP Grant Schedule

Student Clubs and Projects Grants
Schedule 2015
Student Clubs and Project Grants
Student Clubs and Project (SCAP) Grants encourage students to be actively involved in shaping a
positive and vibrant campus culture that reflects the diverse interests, values, and activities of QUT
students.
SCAP Grants provide an opportunity for any QUT student, as part of an organised club, group or
Specific Purpose Project Team (SPPT), to develop and apply their leadership skills while also
enhancing the experience of all QUT students.
This document should be read in conjunction with the SCAP Grants Governance Manual which
outlines grant regulations and the obligations of grant applicants.
Important: It is important that you understand what is expected in a grant application. It is strongly
recommended that you meet with the Student Grants and Development Coordinator (Phone 3138
1895 or email [email protected]) and/or attend club and leadership development activities provided
by the Student Grants and Development Office and the Student Engagement team prior to
submitting your application.
Assessment Criteria
Applications for events and projects that foster a culture of connectedness and greater sense of
belonging within the QUT community are strongly encouraged. Criteria which applications are
assessed against include events and projects that:
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Encourage the development of a more positive and vibrant campus community
Directly benefit students by increasing their involvement in on-campus activities
Address the gaps in campus activities and meet the needs of our diverse student body
Improve campus life in a creative and innovative way
Have educational, social or cultural value
Involve partnerships with other areas of QUT or the wider community
Encourage positive interaction between different student cohorts (eg. international and
domestic students)
Enhance QUT’s reputation and standing in the community
Demonstrate value for money, efficiency, effectiveness, and impact
Promote the benefits of being involved in club management and ensure the sustainability of
Clubs
Application Time Frames
Three funding rounds, one per semester, will be available each year. Clubs, groups and SPPT’s are
encouraged to apply for grants at least one semester before the planned event or project.
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Funding
Rounds
2015
Round 1
Round 2
Round 3
For Purchases/ Activities
Occurring From
Applications Open
Applications Close
5pm
Successful Applicants
Notified 1 from
12 May 2015 - onwards
24 August - onwards
23 November - onwards
2 March 2015
1 June 2015
14 September 2015
18 March 2015
29 June 2015
30 September 2015
7 April 2015
20 July 2015
26 October 2015
Application and Assessment Process
Stage 1: Planning
Read the Assessment Criteria above and the SCAP Grants Governance Manual to check your
eligibility and familiarise yourself with the obligations and regulations. Refer to the Grant Categories
and Entitlements below to confirm that your proposal is within the scope of the grant categories.
You are encouraged to attend a SCAP Grant Application workshop before applying and in some cases
you will be required to attend other Leadership, Development and Innovation (LDI) workshops as
part of the application process.
Prior to submitting a formal application, a QUT or externally endorsed club or group and Specific
Purpose Project Teams (SPPT) are required to meet with the Leadership and Development Coordinator and the Student Grants and Development Coordinator to discuss the proposed project
and receive in-principle endorsement for the project proposal prior to its consideration for funding.
Some grant categories will also require you to meet with staff from the Student Grants and
Development Office before your application can be considered. Contact the Student Grants and
Development Office to make an appointment or if you require assistance before submitting your
application. Phone 3138 1895 or email [email protected]
Stage 2: Submit your Application
Applications and supporting documents must be received by the due date. If you wish to submit a
paper based application please email [email protected]
Stage 3: Assessment of Applications
A panel of QUT staff and students, the SCAP Grants Committee, will assess all applications based on
the criteria mentioned above and the provisions of the SCAP Grants Governance Manual and this
Schedule.
Stage 4: Results Advised
All applicants will be advised of the outcome of their submission by email. Successful applicants will
be informed of the outcome and of the procedures for payment of grants and will be required to
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Notification will be dependent on the availability of the SCAP Grants Committee members to meet and assess applications.
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sign a declaration agreeing to the SCAP Grants Terms and Conditions. In cases where conditional
approval is granted, funds will not be released until the stated conditions are met.
Stage 5: Projects or Events Delivered
Applicants should hold their event or complete their projects by the date specified in their
application. The Student Grants and Development Office should be informed of any variations to the
project/event or changes to the team responsible for the project/event. Applicants may also be
required to provide evidence that they have completed milestones listed in their application.
Stage 6: Reporting and Acquittal
All successful applicants will be required to submit a project report and acquittal documentation
within 25 days of the completion date. Your report (maximum two pages) should include:
An acquittal report (maximum two-page length) describing the benefits and outcomes of the
project/event must be submitted to the Student Grants and Development Office within 25 days after
the completion date for Grant acquittal. The report must include:
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The number of QUT students and other people who attended/participated in the activity or
event. If required as a condition of grant, an attendance list consisting of names, student
numbers, courses and signatures should be provided.
• The number of new students recruited to the club resulting from the project activity or event
• Revenue raised from the event
• Publicity received
• Print-quality colour photographs of the project and the awareness activity or event (either in
hard copy or digitally in JPEG format with a resolution of 300 dpi).
• An Income and Expenditure Statement signed by the President and Treasurer (form to be
provided by Student Grants and Development Office). This statement should include a
statement that the grant funds have been spent for the purposes of the project and in
accordance with the funding guidelines. Grants of the value of over $20,000 are required to
have an Income and Expenditure Statement prepared on a Statutory Declaration form and
be audited by an independent qualified auditor.
• Evidence of total expenditure for the grant. Clubs must provide all appropriate tax invoices,
register dockets, receipts, or paid invoices along with their acquittal documentation. The
Student Grants and Development Office will not accept original, hard copy receipts. These
must be scanned and emailed, or photocopied, and submitted to the Student Grants and
Development Office. If tax invoices or receipts cannot be provided, a statutory declaration
form will be required to give effect to this requirement.
As part of the acquittal process, Clubs must return any unspent funding to the Student Grants and
Development Office via QUT Pay (using the product Reimbursement to QUT, Other Miscellaneous
Payments and following the prompts) within 14 days of being notified by the Student Grants and
Development Office of the amount to be repaid. (You will be required to enter the cost centre code
for the return of funds. This will be provided by the Student Grants and Development Office.) Repayment or return of funds may vary and clubs, groups and SPPT’s agree to follow any directions
differing to those listed above regarding payment or return of funds.
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Grant Categories and Entitlements
The grant categories and entitlements are as follows. Please read each category description carefully
before submitting your application.
Funding will only be provided for expenses that fall within the grant category you have applied for.
Should funds in a particular grant category not be fully committed, the SCAP Grants Committee has
the discretion to shift these funds to a different category for which there is greater demand.
No funding will be permitted for the purchase of alcohol. (If alcohol is to be consumed at the event,
organisers must pursue best endeavours to ensure safe and responsible drinking and appropriate
behaviour of guests. Events which are clearly alcohol focused in their promotion and format,
including, but not confined to, pub crawls and events with open bar tabs, are discouraged, and may
not be approved for funding, even if the grant is to be used for non-alcohol related purposes.)
The total allocation for Student Clubs and Projects grants is $250,000 per year, and the total
allocation for Sporting Grants is $374,000 per year.
Project Grants
The purpose of the Project Grants category is to support student-led initiatives that contribute significantly to
the student experience and enhance the reputation or standing of QUT and its students. Clubs, groups and
SPPT’s are encouraged to be creative, collaborative, and innovative in their approach. Social justice or
environmental initiatives that engage students and impact the wider community are also strongly encouraged.
Applicants in this category will be required to develop comprehensive project plans in consultation with the
Student Grants and Development Office.
Production Grant
For producing concerts, plays, and other artistic/cultural
activities that improve campus vibrancy and create a
sense of community among QUT students. Grants are also
available for projects that use technology to enhance the
student experience through software development,
innovative media platforms and communication products
that contribute to campus life.
Up to $5000 per semester
per club/SPPT for plays,
concerts, and other cultural
activities.
Up to $2000 per semester
per club/SPPT for innovative
use of technology or
communication products.
Community
Engagement
Grant
For delivering sustainable projects that engage QUT
students in broader societal issues. Project must be
planned in collaboration with the QUT Leadership,
Development, and Innovation (LDI) program and
endorsed by the LDI Co-ordinator [email protected]
Up to $2000/ semester per
club/SPPT.
Event Grants
The purpose of the Event Grants category is to support clubs, groups and SPPT’s in hosting engaging activities,
and expanding their membership base, and to encourage clubs, groups and SPPT’s to offer large events that
are open to the QUT community. Clubs, groups and SPPT’s are permitted to use Events Grants to assist their
fundraising activities.
Clubs Activities
Grant
To assist with providing engaging activities consistent with
the stated aims of the club, group or SPPT, to provide
value to members through discounted activities or by
creating more opportunities to engage and build their
membership. Examples include but are not limited to:
regular/special events, hire of equipment, start up cost
for food stalls, fees associated with participation in larger
events, camps, and excursions.
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Up to 50% of total event
budget (minus any alcohol
related expenses) with a
maximum of
$2000/semester per
club/SPPT
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Club Event Grant
To support the establishment of larger flagship events
with broad appeal that engage the wider community and
can be added to the University calendar. These funds are
aimed at clubs, groups or SPPT’s who have existing events
that can be scaled up with additional funds, or clubs,
groups or SPPT’s which are interested in developing a
flagship event. Examples include but are not limited to
festivals, fairs, expositions, and competitions.
Up to 75% of total event
budget (minus any alcohol
related expenses) with a
maximum of
$3000/semester per
club/SPPT.
Conference/
Competition
Grant
For hosting conferences or other professional
development events on-campus. (Note that discounted
room hire cost may be available for QUT venues and
should be discussed with the Student Grants and
Development Office when formulating the budget). These
funds can also be used to assist clubs or groups with
entering national or international competitions.
Up to $2,000/semester per
club/SPPT.
Sponsorship for individual students to attend domestic or
international conferences may be available from the
Student Engagement Leadership, Development, and
Innovation (LDI) Program [email protected].
Competition Grants are only available to non sport and
recreation clubs. Sport and recreation clubs, groups and
SPPT’s can apply for competitive sport grants through the
Sport & Recreation Grants category below.
Asset Grants
Asset Grant
To assist clubs, groups and SPPT’s with the purchase of
significant assets (ie. items valued at $1,000 or over) that
contribute to the sustainability of clubs or projects. Clubs
are expected to present a detailed business plan
demonstrating commercial return or other measures of
value to QUT. The business plan must indicate any
relevant partnerships and a management plan to maintain
the asset over the reasonable life of the asset and ensure
use by a large number of QUT students. Purchase of
assets must be consistent with existing procurement
guidelines of QUT. Application for promotional banners
and the like should be made under the Merchandise and
Promotional category.
Category 1: up to $5000 per
year (one quote required
with application)
Category 2: up to $10,000
per year (two quotes
required with application)
Merchandise and Promotion Materials
Merchandise and
Promotional
Materials
To contribute to a sense of belonging on campus.
Merchandise Grants are only available to non sport and
recreational clubs, groups and SPPT’s. Sport and
recreational clubs can apply for merchandise through the
Sport & Recreation Grants category below.
Grants are for $10 per
currently enrolled QUT
student, capped at $300 per
club/SPPT.
A strong case will need to be made about how the
purchase of personal clothing and other promotional
merchandise (give-aways, etc.) will contribute effectively
to the club’s, group’s or SPPT’s promotional activities.
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Artwork and design on all merchandise and promotional
material is subject to the approval of the Grants and
Development Co-ordinator [email protected].
Sport and Recreation Grants
Sport &
Recreation Grant
These grants are to assist student clubs, groups or SPPT’s involved in competitive sport,
social sport, and recreational activities.
All sport and recreation focussed clubs, groups and SPPT’s are eligible to apply for grant
funding subject to the following provisions:
1.
A club or group not affiliated with the QUT Guild but supported by a senior officer
within a QUT Faculty or Division, or an external organisation, must be formally
endorsed before being eligible to apply for grant funding. To be formally endorsed, a
representative(s) of the club or group must meet with the Leadership, Development
and Innovation (LDI) Coordinator (contact via the Student Grants and Development
Office at [email protected], telephone: 07 3138 1895) to discuss their purpose and
objectives and receive formal, written, in-principle endorsement. Subsequently, a
representative(s) of the club or group must meet with the Student Grants and
Development Coordinator ([email protected], telephone: 07 3138 1895) to discuss
their purpose and objectives and receive formal, written, in-principle endorsement,
prior to submission of an application and its consideration for funding by the SCAP
Grants Committee.
As part of the endorsement process, the club or group are required to provide a list of
their current membership and any other relevant information about the club or
group’s activities as requested by the Student Grants and Development Office.
2.
An SPPT must be formally endorsed before being eligible to apply for grant funding.
To be formally endorsed, a representative(s) of the SPPT must meet with the
Leadership, Development and Innovation (LDI) Coordinator (contact via the Student
Grants and Development Office at [email protected], telephone: 07 3138 1895) to
discuss their proposed project and receive formal, written, in-principle endorsement
for their proposed project in terms of the general value of the project and the
potential skills of the project leaders involved. Subsequently, a representative(s) of
the SPPT must meet with the Student Grants and Development Coordinator
([email protected], telephone: 07 3138 1895) to discuss their proposed project and
receive formal, written, in-principle endorsement for the project proposal in terms of
the adequacy of the proposal, prior to submission of an application and its
consideration for funding by the SCAP Grants Committee.
As part of the endorsement process, the SPPT is required to provide a list of their
current project members and any other project information relevant to the operation
of the SPPT as requested by the Student Grants and Development Office. Each project
member must be currently enrolled in the LDI program.
3.
Sport and recreation clubs must contact the Student Grants and Development Office
to discuss their budget prior to submitting their application.
As part of the endorsement process, the status of the group as having a sport and
recreation focus will need to be confirmed by the Student Grants and Development
Office.
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