CCSL special project funding guidelines 2023-2024

Fall term: Tuesday, October 10, 2023 at 5 p.m.

Winter term: Monday, February 5, 2024 at 5 p.m.

Applicants will receive results within six weeks of the deadline by email from the Dean of Students Office (please be sure to check your junk mail).

• The applicant must be a currently registered student or a currently registered student association or group.
• All applications must be submitted online via the CCSL Application Form by the deadline. Late and incomplete applications will not be accepted.  

• All applications must include, in one PDF document to be uploaded with the application form:
  • A detailed, balanced budget showing all anticipated revenues and expenses, whether confirmed or not. Applications that include budgets that do not balance will not be accepted. Click here to download the budget template.
  • A maximum two-page detailed description of the project. Project descriptions should include ways in which the environmental, social and economic sustainability of the project will be considered.
  • If the project includes an event, you must complete the Sustainability Checklist portion of the application form.
  • If safety training is required for any equipment and/or regulated goods, you must include proof of training certification in the PDF document. Please see the EHS Guideline for Training Requirements.
• In the case of projects with a total budget of over $1,000, the CCSL will not fund more than 75% of the project’s total expenses. Therefore, the budget must show other sources of funding.
• The maximum requested amount of funding per project from the CCSL must not exceed $20,000.
• Please note that the total amount requested each semester is much greater than the total amount available in the fund per year. Consider this when deciding the requested amount and note that for this reason, many projects do not receive the full amount requested.
• 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 in the same funding year.
• 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 if 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.

• 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.
• Projects that have negative social or unjustifiable environmental impacts in their process (i.e., the manner in which the project is carried out) or in their content (i.e., the objectives and programming of the project).
• Business ventures.
• On-going operating expenses.
• Salaries. However, a one-time honorarium or payment for services is acceptable.
• Projects that seek to replace or hinder existing university programs or activities. Proposed activities may enhance these services, however.
• Alcohol, SAQ gift cards, alcohol permits or any SQDC products are not allowable expenses to claim with CCSL.
• Non-compostable and/or non-reusable dishware is not an allowable expense to claim with CCSL.

For projects that require the purchase of certain types of equipment and/or regulated/controlled goods it is your responsibility to ensure that proper training is taken prior to these purchases, whenever possible. Visit Environmental Health and Safety (EHS) for more information, the EHS Guideline for Training Requirements and to access the free training through Moodle. Funding may be withheld until proper training is taken. If training has already been completed, please include the certification confirmation with your application and/or claim if already approved for funding.

Applications will be reviewed by the Special Projects Sub-Committee (membership details below).

Applicants requesting over $5,000 from the CCSL will be required to submit a pre-recorded video presentation. These applicants will be contacted directly by the Dean of Students Office to confirm the process and dates for submitting a video presentation. If submitted by a student group, the applicant is expected to 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.

The review committee will be provided with guidelines and eligible applications before the meeting. Members will review each application prior to the selection meeting.

The review 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 and engages students in these contexts. In its deliberations, the Council will consider both breadth and depth of engagement.
• The number of applications by one student group within the same funding year will be taken into consideration to ensure that the fund is disbursed equitably amongst student groups.
• The impact of the project on Concordia students and the Concordia community. In its deliberations, the Council will consider both breadth and depth of impact.
• The extent to which the applicant has considered the environmental, social and economic sustainability of the project. For projects that include events, applicants must fill out the Sustainability Checklist. The CCSL favours projects that have demonstrated a commitment to sustainability. 

• The clarity of the budget:
• • The budget should be realistic based on the objectives of the project.
  • The budget should demonstrate a need for the requested funds and not include unnecessary or extravagant expenses.
  • Budgets should not be inflated.
  • Click here for a link to the budget template.

• CCSL may favour events held on campus using free venues versus events held at expensive external locations, unless the applicant can give a rationale for the alternative venue/location.

• CCSL will favour projects that are financially accessible to students.
• Requests for new projects will 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 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.
• Decisions regarding funding for capital assets, such as furniture or equipment, will be based on how the asset will impact students after the project’s completion.

• Receipts submitted for reimbursement will be subject to a firm deadline, which will be outlined in correspondence if the project is approved.
• Only high-quality scans or photos of original, itemized receipts will be accepted for reimbursement.
• One-time payment for services provided will be considered for funding, for example, payment to an individual for website design or payment to a photographer. Payment must be made by the university directly to the individual providing the service.
• If safety training is required for any equipment and/or regulated goods, you must include proof of training certification with your application or with your claim when approved for funding. Please see the EHS Guideline for Training Requirements.
• Honoraria, such as for guest speakers, must be paid directly by the university to the individual(s) providing the service. You cannot pay the individual directly and then be reimbursed by the university.
• Travel expenses may be supported in accordance with university guidelines. Click here for a link to the university travel policy. As written in this policy, “the University strongly encourages all Travelers to make transportation and all other choices with sustainability in mind” (p.2).
• 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 funding.
• 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.

All eligible applications will be reviewed by the CCSL Special Projects Sub-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)
• CCSL Secretary (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.

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.