CCSL special project funding guidelines 2021-2022
The Concordia Council on Student Life (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 and staff.
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. Equitable distribution also includes an attempt to spread the funding across the four faculties and to projects that fall outside of faculty definitions, as well as between undergraduate and graduate-led initiatives.
The environmental, social and economic sustainability of a project is of great importance to the CCSL and funding decisions will be made with this in mind. The Council encourages all applicants to do their utmost to inform themselves of the many useful resources available to them at the university in order to ensure that the project is as sustainable as possible. These include:
Fall 2021: Monday, October 4, 2021 at 5 p.m.
Winter 2022: Monday, February 7, 2022 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).
Specific deadline dates to be published annually.
- 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 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. 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.
- 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.
- 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, 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.
- 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. See 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.
- Ongoing 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.
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 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 in order 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.
- 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.
- Download 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 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.
- 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. See the university travel policy. As written in this policy, “the University strongly encourages all Travellers to make transportation and all other choices with sustainability in mind” (p.2).
- A final one- to two-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. See more details about the CCR.
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)
- CCSL secretary (voting secretary)
All appointments will be for one year (September 1 to 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:
- They are in a position for indirect or direct personal gain; or
- 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.
We can help. Here’s how to reach us:
514-848-2424, ext. 3517 or 4239
Fall 2021: Monday, October 4, 2021 at 5 p.m.
Winter 2022: Monday, February 7, 2022 at 5 p.m.