grants application form 2011

8/3/2019 Grants Application Form 2011

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GRANTS APPLICATIONSFor AUSA Sports Clubs, CulturalGroups and Societies.

IntroductionAUSA Clubs and Societies Grants aim to resource active, diverse and inclusive clubs tofacilitate an enriched campus community, to encourage students to achieve a broadspectrum of experience and to encourage a sense of visible culture, social and ethnicdiversity as well as sporting excellence and participation on campus

What can my Club apply for?You can apply for a grant to help fund expenses your clubs incurs in the day-to-day

running of your club or buying needed capital items for the club to function. There arespecific things a grant can be given for, and there are specific things we cannot givemoney for this is shown in our enclosed Grants Policy.

How can my Club be eligible for a grant?In order for your club to be eligible for a grant the club must hand in a completed grantsapplication form (attached) to Student Central in the AUSA quad before the givendeadline and attend an interview with the Grants Committee. In it the club must satisfy anumber of obligations that the AUSA Grants Committee sets down - namely the clubmust demonstrate that it is a well-run club and that there is a specific purpose for thegrant.

To show that your club is well-run, it must demonstrate that the club is affiliated, hastheir accounts in order (and audited), is active and involved in enriching AucklandUniversity student life and has a reasonable fee-paying membership base.

To show there is a specific purpose for the grant the club must identify and explain whatthe grant is for, and have quotes to prove the costs that are to be incurred as a result of it.Clubs can apply for more than one expense at a time. Generally the more money the grantis for, the more official the quotation source must be.

The Grants Committee also looks favourably on clubs that are organised, fiscally

responsible, punctual, actively recruit members, fundraise, are generally active the entireyear and will benefit significantly from being awarded a grant. It is recommended that theGrant Application be typed.

PLEASE CHECK THE AUSA WEBSITE FOR APPLICATION DUE DATES ANDMEETING DATES.


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Need Help?If at any time you would like some help to complete this form, please contact the Li Chenat [email protected]

Grants Programme Funding Themes

As mentioned in the Introduction, AUSA Clubs and Societies Grants aim to resourceactive, diverse and inclusive clubs to facilitate an enriched campus community, toencourage students to achieve a broad spectrum of experience and to encourage a senseof visible culture, social and ethnic diversity as well as sporting excellence andparticipation on campus.

For clubs looking to apply for a Grant, they can fulfil this requirement by showing they

satisfy one (or more) of the following themes:

Theme One: Encouraging Diversity and InclusionThe university is a diverse institution with students from a wide range of backgroundsand ethnicities. Applications under this Theme are expected to demonstrate how they willencourage and reflect this diversity and promote the concept of inclusion. Applicationsare particularly welcome from clubs representing marginalised or excluded groups.

Theme Two: Creating a Visible CultureLinked to Theme One, this Theme looks to support clubs to promote cultural awarenessand understanding.

Theme Three: Developing Sporting Excellence and ParticipationAuckland University has a proud tradition of sporting excellence. Support will be givento clubs that continue that tradition, through the support for the costs of training,participation, and awareness-raising of the benefits of sport to the student population.

Note: only applications that can clearly demonstrate how they contribute towards one ormore of these Themes will be considered.
mailto:[email protected]:[email protected]


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Grants Policy - Rules

There are some general rules AUSA follows regarding club grants:

1. Only eligible activities can be granted funding. Ineligible activities will not receiveany funding.

2. Applicants can apply for funding for more than one item under more than one Theme.3. Grant funding will only be considered if a quote for each item applied for is attached

in the Grant Application Form.4. AUSA will only fund 50% of total cost of the proposed activities . For example if

you apply for $200, AUSA may grant up to $100.5. Money allocated to clubs must be used for which purpose they were granted. Once

granted for a specific cost, money cannot be swapped for a different expense.

6. If there is a difference between the amount awarded and the amount spent, AUSAwill award the club the smaller amount. For example the club may apply for $200 foran event and AUSA grants you $100. If later the event costs $150, AUSA will awardyou $75. Alternately if the event costs $300, AUSA will award you $100.

7. Once a grant is awarded, the club must produce the receipt of the given expense inorder to claim the grant.

8. Grants last for one year from the time it is awarded. If the club does not claim theawarded grant before this date, the grant expires and the club cannot receive themoney.

Grants Policy - Eligible Activities

There are 5 categories for which a club can apply for grant funding - Administration,Events/Activities, Publications and Travel Expenses, or Capital Purchases. Below areexplanations of each category and the details needed to satisfy a grant application in thatspecific category.

Administration Expenses

These include expenses such as Insurance, Photocopying, Printing, Postage, Stationary,Fax, Phone (no cell phones), Email or other related expenses.

Events/Activities ExpensesThese include expenses such as Venue hire, Registration fees, Speaker Fees or otherrelated expenses. You must submit a proposed budget for the event or activity in whichyour grant applications are for.


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Travel ExpensesThese are for club costs incurred for travel. Grants are generally given only to assistfunding travel within New Zealand for officially recognised competitions or conferences.A copy of the entry/registration form, the itinerary/details of the conference/competitionneed to be included with this submission.

Publication ExpensesThis is for clubs making a publication(s) during the year. There are a number of specificrequirements for an application for a Publication Grant:

Full details and all invoices or printers quotes are included.

Details of the Editors name, their address and phone number must be given

The details of the publication must be given such as:

Is it an Annual, catalogue, magazine or manual?

What is the Frequency of publications/or number of issues

Format? (i.e. glossy/laser copy)

Number of pages Number of copies per issue

Printing Process

Name of Printer(please circle one)

Grants generally only assist with PRINTING COSTS.

TWO QUOTES (instead of one) must be attached.

For new publications the committee generally funds only the first issue to assist inestablishing it. Then if successful, the committee will consider further issues. Thisrequires additional applications at subsequent Grants Meeting.

Publications must not be sexist/racist/grossly offensive/oppressive or contravene theAUSA Constitution.

Any publication funded through AUSA requires the AUSA logo - this is availablefrom Club Space or AUSA Reception @ AUSA House.

When the publication is printed a copy must be submitted to the CDO before grant isuplifted.

All materials must include the AUSA publication text before the grant can be uplifted

Capital PurchasesThis is for the purchase of capital items that the club needs in order to function, such asequipment or sports uniforms. Please note that all capital purchases are the property ofAUSA and if club folds AUSA retains possession. Please include full details and all

invoices or printed quotes at the back of the application form.


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Grants Policy - Ineligible Activities

There are a number of club expenses that the AUSA Grants Committee does not givefunding for, namely:

1. Retrospective funding i.e. activities and spend that has already taken place.2. Uniforms (except for Sports Clubs)3. Personal accommodation.4. Food, drinks (especially alcohol), entertainment, bands, events that are strictly social

or fundraising and petrol except for designated motor sports.5. Subscriptions to other organisations.6. Overseas Travel as a rule, though special cases will be looked at.7. Grants for cell-phones and related costs such as call costs.8. Activities that fall outside a Thematic area9. Other activities or items the Committee feel inappropriate


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Club Requirements for Grants Applications

Before the Grants ApplicationAUSA Club Affiliation

In order to receive a grant from AUSA, your club must be an affiliated AUSA club.Clubs that are not affiliated cannot be granted funding. Clubs must also reaffiliate everyyear no later than 1st of May. One of the requirements to re-affiliate is to meet the 70%minimum student membership but this is flexible depending on the nature of the club. AllClubs are required to provide their financial report for auditing at the end of each yearor before re-affiliating.

Preparing for making a Grants Application

There is a significant amount of work required to apply for a grant. It is recommendedthat your club begins to organise the necessary documents about a month prior to the duedate. The first thing you should do is decide what you will apply for, source quotes for itand sorting out your financial accounts.

The Grants Application

During the Grants Application you must produce a number of things:FOR YOUR CLUB:

An up-to-date Membership List and Membership fees collected

Description of your club and what it has done/what it proposes to do during the year This can be expanded upon during the interview

Contact Name for the Grant Application

FOR YOUR CLUBS FINANCES

- Attached Bank Statements (AUSA and External Bank a/c)- Assets List- Audit Statement Financial Accounts This will require working with the AUSA

Treasurer to ensure your Financial Accounts are in order. For some clubs this is thehardest job. Make sure you do this early, as the Treasurer gets VERY busy in the daysleading up to the Grants deadline. Since AUSA is an incorporated body, it is

important that your club maintains an up-to-date set of financial accounts. This needsto be audited (checked) by the AUSA Treasurer when you reaffiliate and also whenyou apply for a grant. The Treasurer will then give you an Audit Report stating thatyour accounts are in order. To do this you must submit a set of your clubs accounts tothe AUSA Treasurer that include the:

- Income and Expenditure Account- Balance Sheet- Bank Account Statement


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- All source documents (e.g. Receipts, Invoices, Bank Statements)And the accounts must:

- Be of a tidy nature- Add up to the correct amounts- Be to the AUSA Treasurers satisfaction.

FOR YOUR CLUBS GRANT REQUESTS

A Brief description of the funding requests made

2 Quotations for every funding request

(For Events/Activities Grants only) A Budget for the proposed event/activity in

which the funding request is made.

You must hand in 6 complete copies of the Grants Application Form (including quotes)to the Clubs Assistant no later than the appropriate deadline (see Grants Panel MeetingDates for deadlines). Also remember to keep a seventh copy for yourself.

NO LATE OR INCOMPLETE APPLICATIONS ACCEPTED! NO EXCEPTIONS,NO EXCUSES!

The Grants Application Interview

Once the Clubs and Events Office has received your Grants Application, the ClubsAssistant will email you and forward a memo to your pigeonhole allocating your club atime at which you need to present your case to the Grants Committee (time to beadvised). During the interview the Committee will review your application and ask somequestions to get a better understanding of what the grant will be for and to ensure themoney will be used wisely.

The person(s) representing the club must be familiar with this application and able toanswer any queries from the Grants Committee. It is your responsibility to ensure thatyou attend the meeting.

Once a Grant has been Awarded

Following the interview, the clubs will be informed whether they have been awardedfunding. To collect money granted to them, the club must produce the receipt of theexpense in which the grant was awarded to the Student Central Office. After that thegrant will be transferred into your AUSA bank account.

PLEASE REMOVE THIS PAGE AND THE ONES PROCEEDING THIS BEFOREHANDING IN YOUR APPLICATION.


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AUSA GRANTS APPLICATION FORM

GRANTS APPLICATION FORM

Name of Society/Cultural/Sports Club

_______________________________________

Membership and Club Details

How many members belong to your club? _____How many of those are students? _____ What is the membership fee - Student? $________

Non-student? $________

How many have paid? Student? ________ Non-student? ________

Total Membership Fees Collected: $________

Please attach

- an up-to-date list of your members and their details- a copy of the minutes from your AGM or your last meeting

Club Details

Please use this space to tell us what you club was established to do and outline theactivities of your club for the coming year. Please include any achievements of your club.


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Contact Names

Who prepared this application form and who is coming to the interview

1. Name of Contact

Club Position

Phone Number

Email

2. Name of Contact

Club Position

Phone Number

Email

3. Name of Contact

Club Position

Phone Number

Email


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CLUB FINANCES

Bank Account Details

Please fill in your AUSA account details and other bank account (if you have one) below:

AUSA Account Balance $

Account Number

Other Bank

Account Number

Current Balance $

Total of Combined Bank

Balances

$

Please attach:

- AUSA Account Statement- Outside Bank Account (if you have one)

Club Income Source and Fundraising Plan

The AUSA Grants Programme will only fund a maximum of 50% of the total cost anyactivity. It is therefore important that you can demonstrate where you intend to raise theremainder of necessary funding from. Please use this space to outline your fundraisingplans giving a funding source, description of proposed activities and its value. This caninclude things such as sponsorship, fees/subs, BBQs, Loans, external grants (not AUSA),the sale of goods or any other fundraising activity.


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Income Source Description Description of Activity Value

$

$

$

$

$

$

TOTAL $

Audited Accounts

Please attach your current Statement of Audited Accounts (from the AUSA Treasurer)


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Clubs Current Assets

Please give an up-to-date list of your clubs current assets:

Description Date

Purchased

Approximate

Value

Location Stored


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GRANTS APPLICATION DETAILS

Grants Application Item Descriptions

Please use this space to describe what your club is applying for. Describe the Theme(s)you are applying under; how your proposed activities meet that Theme; and what theimpact of the funding will be on your club. Only applications that closely meet theTheme will be supported.


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Item Details and Costs

In the space provided, please list the items in which your club is applying for money. Forevery item you claim for, there must be attached a suitable quote for that specifiedamount.

For any events/activity grant claims, you must also attach a budget for the event showinghow you plan to fund it. There is a budget template at the end of this Grants ApplicationForm you may wish to use.

Details Quoted Cost GrantedOffice Use Only

ADMINISTRATION EXPENSES -

$ $

$ $

$ $$ $

$ $

$ $

Total Administration Expenses $ $

CAPITAL PURCHASES -

$ $

$ $

$ $

$ $$ $

$ $

Total Capital Purchases $ $

TRAVEL EXPENSES -

$ $

$ $

$ $

$ $

$ $$ $

Total Travel Expenses $ $


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Grants Application Details contd.

Details Quoted Cost GrantedOffice Use Only

EVENTS/ACTIVITIES EXPENSES -

$ $

$ $

$ $

$ $

$ $

$ $

$ $

PUBLICATION EXPENSES -

$ $

$ $

$ $

$ $

$ $

$ $

Total Publication Expenses $ $

TOTAL ITEMS Quoted Cost GrantedOffice Use Only

TOTAL ITEMS $

Amount Applied For (50% of above) $ $

Please remember to attach:- All necessary quotes- Budgets for all claims made under the events/activities section


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Checklist

Have you answered every question?

Do your figures add up?

Have you attached/done the followingCurrent list of Members including names, and student ID numbers?

Breakdown of fundraising activities planned and all expected revenue?

Current bank balances and STATEMENTS? (AUSA & external)

A descriptive up-dated list of all assets/resources/equipment, approximate value and wherestored?

The last AUSA Audit of Club accounts?

2 x Past Invoices or printed quotes for Capital items?

2 x Past Invoices or printed quotes for Events/Activities?

2 Past Invoices or Printers quotes for Publications?

2 x Past Invoices or printed quotes for Travel? (Quotes available from STA)

Copy of AGM minutes or minutes of last meeting?

Budget?

Kept a copy of this application form for yourself?

Handed in six complete copies?

Please supply SIX complete copies of this application and ensure that you keep a copy ofthis application yourself to bring along to the grants meeting.

Contact 1 Signed as true & correct

______________________________________

Date

____________

Contact 2 Signed as true & correct

______________________________________

Date

___________


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EVENT/ACTIVITY BUDGET TEMPLATE

Club:_________________________

Event:__________________________

Predicted Income1. __________________________ $_________2. __________________________ $_________3. __________________________ $_________4. __________________________ $_________5. __________________________ $_________

Total Predicted Income $_________

Predicted Expenses Applying for Grant?1. __________________________ $_________ y / n2. __________________________ $_________ y / n3. __________________________ $_________ y / n4. __________________________ $_________ y / n5. __________________________ $_________ y / n6. __________________________ $_________ y / n

7. __________________________ $_________ y / n8. __________________________ $_________ y / n9. __________________________ $_________ y / n10.__________________________ $_________ y / n11.__________________________ $_________ y / n12.__________________________ $_________ y / n

Total Predicted Income $_________

Predicted Surplus/Deficit $_________

= Total Predicted Income minus Total Predicted Expenses

grants application form 2011

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