Guidelines regarding social funds supporting student activities

General 

Goal

Access to a lively and diverse range of social activities for students is important for the learning environment as a whole. Therefore, the Welfare Council in Agder (VT) wishes for the social funds supporting student activities to be used to create a breeding ground for new student activities and to maintain the existing ones. Please note that the student activities will not necessarily have their operations fully financed. 

Who can apply? 

All student activities in university colleges or universities associated with the Student Welfare Organization in Agder ( SiA) can apply for funds. Student activities that apply must have their own organisation numbers, they must have student welfare as their goal, and at least 2/3 of their members must be registered for the semester in one of the member institutions of the Student Welfare Organisation in Agder The student association has to have at least 8 students as members, and the board must consist of at least 2 people, of whom at least one is the chairman of the board and someone is a treasurer.

In addition, student associations that are not members of The student organization in Agder (STA) have to deliver an activity report alongside every application, that briefly describes what the association has done since the last time they applied. 

The student activity is required to keep accounts and present accounts and receipts on short notice to The Allocation Committee (FU). Student associations that acquire operating funds from their parent organizations will be separately evaluated for allocation of operating funds.

All student activities are encouraged to obtain funds on their own, and will not be “punished” for, for instance having obtained funding from sponsors. 

The supreme student democracies in the different institutions can also apply for funds. The supreme student democracies representing between 100 and 5000 students who pay the semester fee to the Student Welfare Organisation in Agder can be granted up to 15.000kr a year for general operations. The supreme student democracies representing over 5000 students who pay the semester fee to Student Welfare Organisation in Agder , can be granted up to 50.000kr a year for the same purpose. Student democracies decide what the money will be used for themselves.  Additional funding has to be argued for on the same basis as for other student activities. What the money will be used for must be evident in the accounts. The student democracies can choose to apply for one semester or a whole year. 

You can find the application form here

The Welfare Council encourages to attend its course for applicants, that is held every semester. Every student activity and student association is also encouraged to arrange a meeting where finances and the application process is thoroughly discussed. 

The Welfare Council also encourages to use local suppliers as well as think about the environment and sustainability when choosing a supplier. This will be considered when allocating social funds supporting student activities. 

We know that some student activities have encountered problems when it comes to setting up the accounts, so the Allocation Committee has created a simple template that can be used for this:

FU Templates 

Template information 

We have also started developing a new template for accounts and budget, you can find a preliminary draft here: 

Example accounts for student associations 

THE PROCEDURE  

Application 

Social funds supporting student activities are divided into two categories: operating funds and investment funds. The application for funds has to be written using a standard application form. There is a form for operating funds and a form for investment funds. The applications can be sent in through the Welfare Council´s websites. 

The application deadline is the 5th of April and the 5th of October. When applying for operating funds, one must apply for the upcoming semester. In exceptional cases, the Allocation Committee can process applications for operating funds outside of the regular deadlines. The final decision is made by the Executive Committee (AU). The Welfare Council is informed afterwards.

 Student activities that have received funds from the Welfare Council have to prepare a report what records what the money has been used for. The report has to be sent to a consultant of the Welfare Council for filing. 

Processing of application:

The incoming applications are systematized and arranged by the Allocation Committee 

The operating funds are distributed in the following way: The Allocation Committee goes through all applications and prepares distribution recommendations, that are considered by the Welfare Council  

Student activities that have applied for operating funds have a chance to express themselves in writing to the Welfare Council, regarding the recommendations. You will find the form for this here.

 Proposals regarding distribution of operating funds are considered by the Welfare Council. 

Student activities will be sent a complete overview over who has applied for funds and what they have been allocated within two (2) weeks after the allocation is passed by the Welfare Council. 

The passed distribution of funds will be payed two weeks before the start of semester, at latest.  In order to be paid the passed investment funds, the expenses must be documented and presented to the Welfare Council within a year after the resolution. 

If this does not happen, the allocation of funds will be canceled and the funds will accrue to the social fund for students. 

Application criteria for operating funds and investment funds 

The following requirements must be met in order for the application to be processed:

  1. Enclose a budget for the time period that you are applying for 
  2. Enclose the accounts for the two (2) preceding periods 
  3. Enclose an overview of members and level of activity 

An overview of members means full names of all the members, student numbers and associated educational institution. For the members who are not students, a full name is sufficient. 

Operating funds

Most student activities have running costs associated with the everyday operations. The operating expenses are likely to vary slightly from one student activity to another. 

Basic grant 

The basic grant allocated for operating costs is 3000-5000 kroner, based on the size of the student association and may be distributed by the board based on an evaluation, between the following expenses: 

  • Domain lease, bank fees, stationary supplies and copying
  • Promotion of events 
  • Food for meetings 
  • Serving of food on events or payment of other event-related expenses 

For these purposes, student organizations of up to 30 members are given 3000kr., student organizations of between 30 and 50 members are given 4000kr., and student organizations of more than 50 members are given 5000kr. Student associations can treat all of the students in their course as members in this calculation, as they naturally have a membership base in the subject they are representing. The Executive Committee shall allocate those funds for newly established associations outside the ordinary application period after an evaluation.

Additional funds can be applied for on ordinary grounds. 

Investment funds 

From time to time, most of the activities will be in need of investments of more tangible, and quite often more costly sort. This can be related to uniforms, instruments, notes and so on. Purchasing t-shirts is also seen as an investment. 

The receipt must be submitted after the purchase is completed. In case of a shortage of liquidity, the invoice can be sent to the Welfare Council after the application is approved. The Welfare Council cannot pay the invoice if the amount of money is bigger than the approved financial support. 

The following requirements must be met in order for the application to be processed: 

  1. A budget for the period that is applied for, must be enclosed 
  2. Accounts for the two (2) preceding periods must be enclosed 
  3. A complete list of members, including full names of all members, student numbers, and associated educational institution. For those members who are not students, a full name is sufficient. Student organizations are not required to submit a full list of members. 
  4. If the amount of money that it is applied for exceeds 3.500kr, offers from at least two suppliers must be enclosed. 
  5. The student activities have to try to find the most affordable alternative for the investment they are applying for. 
  6. Being able to show that one is obtaining funds for parts of the investment on one´s own will have a positive impact on the processing of the application regardless of the size of the financial support that is applied for.
  7. When applying for more than 50.000kr.per semester, the student activity has to show that they obtain 10% of the total investment sum on their own. 

For operations and investment no financial support is given for:

Several clear restrictions are set with regards to what one does not allocate financial support to: 

  1. Food and drinks (except for the basic grant) 
  2. Alcohol (with no exceptions) 
  3. Expenses related to mobile phones and telephone 
  4. Social events
  5. Academic activity 
  6. Honorarium or wage costs (with the exception of the conductors’ wage with the upper limit of 10.000kr. per semester) 
  7. Gifts or advertising gifts- neither for external nor for internal purposes
  8. Licenses for single members- those need to be calculated as private expenses 

These points do not apply for the basic grant and operating funds for the supreme student governments. The only exception is that the social funds supporting student activities can never be used on alcohol. 

In case of doubt as to whether these points are relevant for an application, the Allocation Committee can present an interpretation. The decision can be appealed to the Welfare Council. 

One only applies for one semester at a time. Many are entitled to grants, therefore please be reasonable when putting the numbers in the application form. 

In addition, please note that the Welfare Council reserves the right to put to use the sanction options further described in the regulations, § 15.5, Sanction options. 

Usual allocation items: 

  • Leagues/tournaments: covers up to one league or tournament per semester. Exceptions can be made when participating in a tournament is decisive for a teamplay. 
  • Rollups/ flags up to 1.500 kr. 
  • Transportation of equipment that has a significant degree of importance for the student activity, this has to be reasoned and the most affordable travel route has to be used: up to 1000 kroner. 
  • Tools used for image building, such as sweaters for board members, t-shirts and similar items for the members, or a partial financing of purchases of a larger quantity: 3.500 kroner once a year. The board of every student organization may decide whether it is the board, the representatives, or the members that will be using the tools for image building, but advertising gifts are not funded. 

In case of special needs, the Allocation Committee can make exceptions for the presented specifications. 

Passed by the Welfare Council 21/3/20

Reviewed by the Welfare Council in Agder 18/10/16

Reviewed by the Welfare Council 15/3/17

Reviewed by the Welfare Council 13/9/17

Reviewed by the Welfare Council 30/1/19

Reviewed by the Welfare Council 29/1/20