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https://www.concordia.ca/content/concordia/en/offices/ccsl/special-project-fund/guidelines.html

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CCSL Special Project Funding Guidelines 2017-2018

The CCSL is the highest non-academic advisory committee in the university regarding issues of student life on campus.  CCSL voting members include students, faculty, student service administrators & staff.

Purpose of the Fund:

CCSL makes funds available to support projects that enhance or contribute to the quality of student life at Concordia.  Events, projects or initiatives that enhance student life are ones that seek to positively raise awareness or engage the student body in a social, political, educational or cultural context. The fund is designed to support innovative and unique activities rather than the on-going operating expenses of student groups and initiatives; after all, it is a special projects fund.

The fund should be distributed as equitably as possible amongst broad-based, university-wide projects of mass appeal, as well as small, target-based projects that have limited funding sources.

Application Deadlines (Specific deadline dates to be published annually):

Fall semester: Friday, October 6, 2017 5pm
Winter semester: Friday, February 2, 2018 5pm

Applicants will receive results within 4 weeks of the deadline for requests of $5,000 and less.
The full Council will review requests over $5,000 so they may or may not receive a response within 4 weeks.

Criteria for eligible projects:

  • The applicant must be a currently registered student or a currently registered student association or group.
  • All applications must be submitted online via the Dean of Students Office website by the application deadline.
  • Late, incomplete and handwritten applications will not be accepted.
  • All sections of the application must be completed, including a detailed, balanced budget showing all anticipated revenues and expenses, whether confirmed or not. Click here for a few sample budgets.
  • CCSL will not fund more than 50% of the project’s total expenses, therefore the budget must show other sources of funding.
  • Only one funding request per project per funding year will be considered, although student groups or individuals may receive funding for more than one project.
  • The project and its expenses must occur within the same funding year (June 1-May 31) in which the applicant is applying for funding.
  • Applicants may apply retroactively for funding, as long as the application is within the same funding year (June 1-May 31) in which the project has occurred. In this case, applicants must submit a financial statement of the project’s actual expenses and revenues and include details of the project’s outcome in their description.

Project applications must not include:

  • Funds for professional or personal development projects (i.e. attending conferences, internships, stages, associated travel). Applicants are encouraged to seek other funding sources from within the university for these expenses. Click here for a list of other sources of funding at the university.
  • Projects that fulfill a university course requirement or for which students will receive course credit, such as capstone projects. NOTE: If there is any doubt as to a project’s appropriateness, please contact the Dean of Students Office.
  • Business ventures.
  • Proposed projects may enhance, but not compete with or hinder, existing university programs or activities.

Review Process:

Requests for $5,000 or less will be reviewed by the Special Projects Sub-Committee (see below for details).

Any requests over $5,000 will be presented to the full CCSL for review and approval as per the normal voting criteria of CCSL. If submitted by a student group, the applicant must have applied to their umbrella association for a financial contribution. In addition, there must be evidence that the applicant has explored alternative means of funding. Applicants requesting over $5,000 will be required to make a presentation to CCSL.

Committee members will be provided with guidelines and eligible applications before the meeting. Committee members will review each application prior to the selection meeting.

The committee will make decisions based upon the following criteria:

  • The extent to which the project raises social, political, educational or cultural awareness in the student body.
  • The extent to which the project engages students in a social, political, educational or cultural context. In its deliberations, the committee will consider both breadth and depth of engagement.
  • The impact of the project on Concordia students. In its deliberations, the committee will consider both breadth and depth of impact.
  • The clarity of the budget. Budgets should be realistic based on the objectives of the project, balanced and include other sources of funding. Click here for a link to sample budgets.
  • CCSL will favour events held on campus using free venues versus events held at expensive external locations.
  • Requests for new projects may be given priority over those asking for renewed funding. NOTE: CCSL may consider new initiatives associated with recurring projects. Recurring projects should include a long-term feasibility plan, as CCSL is not designed to support recurring projects.
  • CCSL will not fund on-going operating expenses.
  • CCSL will prioritize initiatives that occur on or around Concordia’s campuses over projects that involve travel outside of the Montreal area. Any projects involving travel must demonstrate local impact on Concordia students.
  • CCSL will favour projects that demonstrate a need for funding. In this regard, budgets should not include unnecessary or extravagant expenses. Every attempt should be made to present realistic and defensible expenses.

Criteria for reimbursement of approved projects:

  • Receipts submitted for reimbursement will be subject to a firm deadline, which will be outlined in correspondence if the project is approved.
  • Only original receipts will be accepted for reimbursement.
  • Alcohol and alcohol permits are not allowable expenses.
  • CCSL will only fund capital assets (ex: equipment or furniture) in exceptional circumstances. Decisions will be based on how the asset will impact students after the project’s completion.
  • Salaries will not be funded, with the exception of honoraria, which must be in accordance with university guidelines. Please contact the Dean of Students Office for further details.
  • An honorarium must be paid directly by the university to the individual providing the service. The honorarium cannot be claimed as an expense for reimbursement by a student or student group.
  • Travel expenses will be supported in accordance with university guidelines. Click here for a link to the university travel policy.
  • A final 1-2 page summary report will be required from all approved projects, describing how the funding was used, the project’s impact on student life and a complete financial statement, including all the projects actual expenses and sources of revenue.
  • All approved projects must register for the Co-Curricular Record (CCR) so that project organizers and/or volunteers may receive recognition for their participation. Click here for more details about the CCR.

Special Projects Committee Membership & Voting for Projects up to $5,000:

All eligible applications will be reviewed by the CCSL Special Projects Committee made up of the following members:

  • A Director of Student Services (as Chair)
  • 4 undergraduate students (only 2 CSU Executives)
  • 2 graduate students
  • 1 student from Continuing Education (if none is found then the CSU is to appoint another undergraduate representative)
  • 1 faculty member (not necessarily from CCSL)
  • 1 Student Services staff member (not necessarily from CCSL)
  • Assistant to the Dean of Students (voting secretary)

All appointments will be for one year (September 1-August 31). Ideally representatives will come from different academic faculties.

All members must act in an ethical and responsible manner and avoid any real or apparent conflict of interest. A conflict of interest may occur when one finds that:

1) They are in a position for indirect or direct personal gain; or

2) Their efforts or decisions involving the disbursement of CCSL funds may be affected by their outside activities or associations which conflict with those of CCSL or may be affected by gain received or expected from outside activities or associations.

Therefore members or associates of groups submitting projects with which they are intimately involved must withdraw when their project is being considered.

Quorum shall be 6 out of 11 voting members.

Decisions will be rendered by simple majority among voting members present.

Liaison between CCSL and Applicants

The Dean of Students Office will be the liaison between the committee and project applicants. All applicants will receive an e-mail explaining the results of the process. 

Those approved will receive details of the procedures to be followed for claiming the funding. 

Those being declined funding will be provided with the reason(s) and a list of possible alternate funding sources where applicable.

There is no appeal on a decision although re-application at the next deadline will be considered if concerns about the original project are addressed and the date of the project is eligible for the funding period requested.

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