STUDENT ACTIVITIES FUND: INDIVIDUAL PROCEDURE FOR FUNDING The Student Activities Fund (SAF) is awarded through the department of Leadership and Student Engagement, as a collaboration between the University of Calgary and SU Quality Money. Applications for funding may be submitted by University of Calgary student groups or individual students. Funding Application approval is dependent upon the number of applications received and the availability of remaining funds. Applications must be submitted by the student(s) who are actively participating in / organizing the activity. It is the responsibility of the applicant to know and to adhere to all eligibility requirements and policies below. General Policies and Guidelines •

University of Calgary undergraduate and graduate students are eligible to apply for and to receive funding.

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The Student Activities Fund Committee will not consider applications submitted by full-time staff or faculty members.

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Recommendations for granting applications and distribution of funds will be determined by a committee which will be organized by Leadership and Student Engagement.

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Applications are not retroactive in nature; that is, applications for funding submitted or received after the date of your activity will not be considered.

Award The amount awarded to a successful applicant will be determined by the quality of the proposal, how well the activity fits the criteria, the amount requested, and the availability of funds. Please be aware that you may not be awarded the full amount requested. Maximum award amounts will normally be: • Up to $500.00 for activities within Canada and the USA • Up to $600.00 for activities taking place outside of Canada or the USA Fund distribution decisions will be made by the Student Activities Fund Committee, which is chaired by the Manager, Leadership Programs, and is comprised of four other members including the Senior Director, Student Services, and one Faculty member, one member of the Students’ Union and one member from the Graduate Students’ Association. Following the review, all applicants will be notified of their funding status by email.

Payment Process The Student Activities Fund is awarded using a Scholarship Payment process. To receive your funds, your SIN number or Study Permit information must be on file with the University. If this information is not on file, you will have to provide it to the Administrative Assistant within 30 days or risk having your funding withdrawn. This is a form of non-taxable income and you will be receiving a T4A Tax Form from the University of Calgary for the amount you are funded. To find out more about T4As and Scholarship Payments, please call the Integrated Service Centre HR Help Desk at 403-220-5932. Successful applicants will receive their funding on or around the 25th of the following month (please refer to the timeline on the SAF website) via direct deposit or cheque. If you will require funds by a certain date, please consult the timeline on the SAF website. More information on this process will be communicated to successful applicants. Funding Eligibility Requirements: Please review the criteria that will be used to determine successful applications to the Student Activities Fund: Non-Curricular Activities The Student Activities Fund is only for co-curricular and unpaid initiatives. Activities which students apply for must not be curricular in nature, or attached to an academic program in any way. Travel related to any course (for credit or audited), paid research trips or paid internships will not be considered for SAF funding. Additionally, applications which involve conferences where advanced thesis research will be presented will not be considered. Active Participation Requirement Applications to the SAF should be for activities that are experiential in nature and highly participatory. Examples may include service-learning trips or activities where leadership skills are utilized or stretched, presenting or volunteering at a conference, or planning and organizing an event. Being Aware and Articulate Regarding One’s Leadership, Professional, and Educational Goals Successful applications will include specific details about how participating in the activity will contribute to the individual’s leadership, professional, and/or personal development goals. A successful applicant will be able to describe the ways in which they will personally be taking on a leadership role, and be able to describe what they hope to achieve through the experience. Contribution to the University Community Successful applicants will be able to specifically describe the ways in which they will be bringing their experience and knowledge back to campus in the hopes of contributing to the University of Calgary community as a whole. Quality of Application As the SAF is a competitive process, applicants should ensure that their application is thorough and goes into depth on each question asked, has been proofread and does not have spelling or grammatical errors.

Individual Criteria for Funding – Please Read 1. Applicants must be a full- or part-time University of Calgary student registered in a University of Calgary degree program, or as a University of Calgary Open Studies student. 2. Funding applications should only reflect activities and / or programming and / or events for the current academic year. 3. Successful applicants must be prepared to submit a summary report to the department of Leadership and Student Engagement. Individuals must submit this report within 14 days of the conclusion of their activity or, in the case of an activity having occurred by the time the successful applicant is notified, within 14 days of receiving their funding notification. Failing to submit a report and/or proof of attendance in the activity can result in the withdrawal of funding, will negatively impact future access to the Student Activities Fund, and could result in sanctions under University of Calgary policy. See Final Activity Summary Report Requirements section for details. 4. All travel must comply with the University of Calgary International Travel policies and procedures. Travel to countries rated as Extreme Risk by the University of Calgary will not be considered for funding. Please familiarize yourself with the policies outlined at http://www.ucalgary.ca/riskmgmt/international. Sponsorship by the Student Activities Fund does not make it an official University of Calgary activity or event, and as such, the University assumes no liability arising out of or in consequence of any attendance or participation in the activity or event. How to Apply: An Individual Application Form must be submitted to Leadership and Student Engagement before the activity commences. Applications can be submitted by emailing the Application Form as an attachment to [email protected] (be sure to include “Individual SAF Application” in the subject line). Emailed applications must be sent from the University of Calgary email address that is noted on the Application Form. Please ensure that your version of Adobe is up to date. Please Note: There are two Student Activities Fund applications: one for individual students, and one for student groups. The Group Application is for pre-existing groups, sanctioned by the SU, GSA, or by your faculty. In a case where an individual submits both an Individual Application as well as a Group Application, the Individual Application will not be considered.

Application Deadlines (due at 4:30 on the below dates) Applications are due on the 10th day of every month except December. There is no December cache. Please note that all applications are submitted to an email address. You will receive a manual email confirming that your application has been successfully received within 24 hours. Applications received after the 4:30PM deadline will not be considered during the current competition, but can be considered for the next month’s competition.

Applicants will hear back about their funding status around three to four weeks after the deadline. Successful applicants will receive funding on the 25th of the following month, unless they do not have their SIN/Study Permit information on file and fail to provide them in a timely manner to the Administrative Assistant. This could delay funding, and if not provided within 30 days, funding will be withdrawn altogether. You may apply more than once for the Student Activities Fund during the current academic year; we strongly suggest that you contact the Leadership office for feedback on how your application may be strengthened before resubmitting for the same activity/event/program. In the event you do not attend the event for which you are awarded funds: If, for whatever reason, you do not attend the event for which you have been awarded funds, you must notify the office of Leadership and Student Engagement immediately. If you have already received your funds, you must repay them using a cheque for the full amount of your funds addressed to “The University of Calgary” and delivered to the office of Leadership and Student Engagement within 14 days of the commencement of the scheduled activity. Final Activity Summary Report Requirements A final report upon completion of the funded activity or event must be filed with the Student Activities Fund (Leadership and Student Engagement) within 14 days of the completion of the activity, and must contain the following: 1. Activity name and date; 2. Name of the individual completing the report; 3. Email address of the individual (ending in ‘@ucalgary.ca’) and phone number of person completing the report; 4. An outline of any other funding received for the costs of the activity or event; 5. A description of the applicant’s participation in the activity (i.e. events organized, projects completed, volunteer duties, etc.) and the impact of participating in the activity; 6. A reflection on the activity’s contribution to the student’s leadership development, and professional or personal goals; 7. Proof of attendance in the activity. Examples of acceptable proof include confirmation of participation from the activity/conference organizer or receipts for the costs of the activity (registration fees, program costs, flight itineraries or boarding passes to the location of your activity, accommodations, etc). This report is to be sent to [email protected] from the same contact person’s ‘@ucalgary.ca’ email address as reported in the application form. Please be sure to include “SAF Individual Final Report” in the subject line. IMPORTANT Failure to provide your Final Report and/or adequate proof of your attendance at the activity for which you were awarded funds will result in either the withdrawal of your funding, or if funds have already been distributed to you, the requirement that you repay them to the University of Calgary. If the proof of attendance that you have provided is inadequate, the office of Leadership and Student Engagement will inform you via email. Within 14 days of being notified, a cheque for the full amount of your funding,

addressed to "The University of Calgary", must be delivered to the office of Leadership and Student Engagement. Failure to comply will result in an inability to access the Student Activities Fund in the future, and could also result in sanctions under University of Calgary policy. Yearly Review The maximum award amounts, along with the process and requirements for funding will be reviewed annually and may be adjusted for the April budget year. This review will be conducted by the Student Activities Fund Committee, which is constituted of university staff, faculty and student representatives. Any changes will be updated on the Student Activities Fund Procedures Form, Application Form and Leadership and Student Engagement website.