CCSL special project funding guidelines 2024-2025

Fall term: Monday, October 7, 2024 at 5pm

Winter term: Monday, February 17, 2025 at 5pm

Applicants will receive results within 6 weeks of the deadline by email from the Dean of Students Office email ccsl@concordia.ca (please be sure to check your junk mail).

• The applicant Must be a currently registered student or student association/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:
  • Detailed, balanced budget showing all anticipated revenues and expenses. Click here to download the budget template.
  • Maximum two-page project description including considerations for environmental, social, and economic sustainability.
  • Applicants requesting over $5,000 from CCSL must submit a pre-recorded video presentation. The Dean of Students Office will contact them directly to finalize the process and deadlines. For applications from student groups, applicants should have sought financial support from their umbrella association, and they must demonstrate efforts to explore other funding options.
  • If the project includes an event, you must complete the Sustainable Event Checklist section on the applicaton 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.

• Projects with total budgets over $1,000 cannot receive more than 75% funding from CCSL. Other funding sources must be detailed in the budget.

• Maximum funding request per project from CCSL is $10,000.

• Only one funding request per project per funding year allowed, though multiple projects from a group or individual may be funded.

• Project and expenses must occur within the same funding year (June 1 - May 31) as the application.

• 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. 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 fulfilling university course requirements or offering students course credit, such as capstone projects. Contact the Dean of Students Office for clarification if needed.

• 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 (see below for details).

Committee members receive application guidelines and eligible submissions before their meeting and review each application beforehand.

Decisions are based upon the following criteria:

• Measures how the project raises social, political, educational, or cultural awareness and engages students. Council evaluates both breadth and depth of engagement.

• Considers the number of applications from a single student group in the funding year to ensure equitable fund distribution.

• Assesses the project's impact on Concordia students and the community. Council evaluates both breadth and depth of impact.

• Reviews applicant consideration of environmental, social, and economic sustainability. Projects with events require completion of the Sustainability Checklist. CCSL favors projects demonstrating sustainability commitment.

• Budget Clarity: 

• Realistic based on the objectives of the project.

• Demonstrates a genuine need for requested funds, avoiding unnecessary or extravagant expenses.

• Budgets should not be inflated.

• Click here for a link to the budget template.

• Prefers on-campus events using free venues over expensive external locations, unless justified.

• Favors projects that are economically feasible for students.

• Prioritizes new project requests over renewals. CCSL may consider new initiatives related to recurring projects with a long-term feasibility plan.

• Prioritizes initiatives on or near Concordia’s campuses over projects requiring travel outside Montreal. Travel projects must show local impact on Concordia students.

• Determines funding for capital assets (e.g., furniture, equipment) based on their impact on students’ post-project completion.

• Receipts for reimbursement must meet a specified deadline outlined upon project approval.

• Only high-quality scans or photos of original, itemized receipts will be accepted for reimbursement.

• Funding for one-time payments to individuals, such as for website design or photography, must be paid directly by the university to the service provider.

• Honoraria, like those for guest speakers, mustbemust be paid directly by the university to the individual(s) providing the service. Payments by the applicant followed by reimbursement are not permitted. 

• Travel expenses may be covered 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 1–2-page summary report detailing funding usage, project impact on student life, and a comprehensive financial statement of actual expenses and funding sources is to be submitted upon completion of the project, but no later than the end of the funding year May 31.

• Registration on the Co-Curricular Record (CCR) is mandatory for all approved projects to recognize organizers and volunteers. CCR details link provides further information.

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 are for one year (September 1 - August 31), ideally representing diverse academic faculties.

Members must adhere to ethical standards, avoiding conflicts of interest. Conflict may arise if:

There is potential for personal gain, directly or indirectly.

Outside activities or associations could influence decisions involving CCSL funds.

Therefore, members involved with projects must recuse themselves during their project's review.

Quorum requires 6 out of 11 voting members, or a majority if seats are not all filled. Decisions are made by a simple majority of voting members present.

The Dean of Students Office will serve as the liaison between the committee and applicants. Approved applicants will receive an email outlining the funding claim procedures. Applicants not approved for funding will receive reasons for the decision and a list of alternative funding sources, if applicable.

Decisions are final with no appeal process, but applicants may re-apply in the next funding cycle if they address concerns about their project and it falls within the eligible funding period.