Granting How-To (Nov. 2010)

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Granting :: How-To : 

Granting :: How-To :: presented by Student Group Services ::

Session Overview : 

Session Overview We want your group to get money. Granting Basics Application Start-Up Activity Conference Questions Disclaimer: SGS cannot guarantee that your group will receive granting money!

We want your group to get money. : 

We want your group to get money.

The Basics : 

The Basics Deadlines Monday, Monday! November 15 January 10 March 7 Limits $2500.00 per group per year $5000.00 if two executives attended Fix My Leadership (FML): Student Group Services’ 2010 Leadership Summit Results are not eligible for appeal Can apply for more than one grant category at the same time

The Basics :: Automatic Disqualifications : 

The Basics :: Automatic Disqualifications Incomplete application Late application Group is not fully registered (approved!) No group bank account Outstanding grant reports Retroactive Activity or conference occurs prior to granting deadline Activity duplicates existing services e.g. L’Express 2: Expressierstudent group

The Basics :: Automatic Disqualifications : 

The Basics :: Automatic Disqualifications Application is for: Alcohol Illegal substances Bursaries or scholarships Wages or honorariums Prizes *Fundraisers* benefitting external organizations or causes

The Basics :: Committee : 

The Basics :: Committee Co-Chairs SGS Manager (Kelin Flanagan) Assistant Dean of Students (Cheryl Luchkow) VP Operations/Finance (Zach Fentiman) [SU] VP Student Life (Rory Tighe) [SU] Student Affairs Officer (Norma Rodenburg) University Senate Member VP Student Life (Cecilia Lee) [GSA] Two student group executives SGS Coordinator (Christina Wolinski) - Secretary

The Basics :: Funds : 

The Basics :: Funds Students’ Union (i.e. Start-Up Grants) Do not apply to GSA- or University-only groups University of Alberta From the Student Engagement (SE) Grant GSA, University, and SU registered groups are all eligible Not applicable to activities that are academic in nature

The Basics :: Procedure : 

The Basics :: Procedure

Application :: Introduction : 

Application :: Introduction Start-Up Grant Basic needs (office supplies, general marketing) Applicability: Group less than 2 years old Registered with the Students’ Union Activity Grant Activity/event hosted by a student group No more than 50% of costs will be granted Conference Grant To send group members to conference No more than 50% of costs will be granted

Application :: Introduction : 

Application :: Introduction Read the Application Guidelines Contact Information Listed contact will receive information about results Make sure they are in close contact with the other executives!

Application :: Start Up : 

Application :: Start Up Don’t apply if: Your group is older than 2 years You are notregistered with the Students’ Union If you’re unsure about this, just ask us! You need money for an activity Welcome parties count as an activity General recruitment costs (i.e. Clubs Fair) are allowed! :)

Application :: Start Up : 

Application :: Start Up 1. What is the purpose and mandate of your group? Your group’s objectives and operations Can use your constitution as a starting point 2. Which specific items do you plan to purchase with this grant? Can be in point- or list-form Quick View: are these items eligible for application category? Start-Up grant: office supplies, general marketing (posters, banners), office space, bank fees, website fees, printing costs INELIGIBLE! T-shirts/Discount cards/Items group intends to sell Anything event-related Food/Beverages Furniture costs

Application :: Start Up : 

Application :: Start Up 3. How will these items contribute to the growth and sustainability of your group? Long-term goals Are items purchased single-use, or will they sustain group for the next 5 years? 4. What is your group’s target audience, and how does your group benefit this community? Departmental group? Specific student population? Campus-wide?

Application :: Start Up : 

Application :: Start Up 5. What steps will your group be taking to ensure self-sufficiency in the future? Long-term goals Are you operating fundraisers? Sponsorship? Other sources of funding? Decreasing costs over next couple years? 6. If there is a budget surplus in your general operating budget that could reasonably cover the costs that this grant would offset, why is this grant necessary for your group? Why do you need our money if you have your own...? 7. Are there any ambiguities about your grant application that you feel need to be explained? Ideally, no. But it’s always better to explain a lot than not explain at all.

Application :: Start Up : 

Application :: Start Up Fill in these summary charts as though you wouldn’t be receiving any grant money In that case, the “Revenues” under Start Up would probably be $0.00) You still need to attach complete budgets!

Application :: Start Up : 

Application :: Start Up Scoring: All the information included? Detailed? Costs are applicable? Grant amount applied for is grant amount needed? Mostly based on a yes/no system

Application :: Conference : 

Application :: Conference Apply if: Your group wants to send members to attend a conference Can use for business competitions, synthetic biology competitions Make sure you have other funding in the works as well!!

Application :: Conference : 

Application :: Conference 1. Please describe the purpose and content of this conference. Why is this conference necessary for your group? How does it align with your group’s purpose? (following question) 3. How will sending delegates to this conference reflect on the U of A and enhance students’ university experiences? This is an important question!!! Keep in mind the bigger picture – i.e., how is the greater campus community going to benefit? 4. How will your group bring back the knowledge acquired at this conference to the U of A? Another crucial question! Illustrate that conference will benefit more than just the 5 or 6 members attending.

Application :: Conference : 

Application :: Conference Budget summaries are treated the same as in other applications, but the breakdown is a little bit more detailed.

Application :: Conference : 

Application :: Conference The more detail, the better! “Delegate Funding”: delegate fees if no grants are received You can use “Amount Received” to show how much you would like to charge

Application :: Conference : 

Application :: Conference

Application :: Conference : 

Application :: Conference Scoring: All information is included Conference materials printed off Details, details, details! Conference is relevant to your group, to campus Costs are reasonable; quotes given Include anything you want us to read WITH the application

Application :: Activity : 

Application :: Activity Apply if: Your group wants to host any form of activity or event If you think your activity might be a ‘fundraiser’, come talk to us to make sure it is still eligible for grants

Application :: Activity : 

Application :: Activity 1. Please describe the purpose and intent of this activity. Attach any relevant descriptions, itineraries, or timelines. Sell your activity to the granting committee – what is it, why are you holding it, and what kind of details do you have planned? 2. Please describe how much of this event has been planned so far, and to what extent. Your group needs to have concrete plans before applying for grants - the more organized your group is, the better. 5. Please describe your group’s vision or goal for this event. Discuss and clarify your goals and intentions for the activity – helps the committee perceive your group’s direction for the event

Application :: Activity : 

Application :: Activity 6. How will this activity benefit the campus community and/or a wider community? It’s much better if the activity engages all of campus, not just your group and your group members 7. What steps will your group be taking to ensure self-sufficiency in the future? (If this is a recurring event, how has your group funded this event in the past?) Pay attention to this – if your event is already funded consistently by outside sources, then explain why your group is not self-sufficient

Application :: Activity : 

Application :: Activity Like the conference application, the activity budget summary is a bit more specific.

Application :: Activity : 

Application :: Activity

Application :: Activity : 

Application :: Activity

Granting :: Results : 

Granting :: Results Your group will receive a confirmation email detailing whether you’ve received money or not If you didn’t receive a grant, we would be happy to explain the Granting Committee’s reasoning behind it Granting results are not eligible for appeal

Granting :: Reports : 

If you receive a grant, you will be required to submit a granting report by the due date specified in the confirmation email All receipts MUST be submitted with the report! Lost receipts? Unsatisfactory report ? Late report? Your group will be much less likely to receive another grant in future! Granting :: Reports

Application :: Budget : 

Application :: Budget Your group should consistently be following a budget Check out our templates online if you need help Avoid “miscellaneous” categories – where is the money actually going? Attach budgets from the previous and the current year to illustrate your group’s financial accountability If you don’t have a budget from the previous year, please explain why

Additional Information : 

Additional Information Include a hard copy of ALL information you want us to read We won’t be going to the Internetz to find out more information If you are unsure about your application, email, call, or book an appointment One of the most common reasons groups do not receive grants is because of their application We can give you our full attention if you’ve made an appointment!

Questions? : 

Questions? Thanks for coming!

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