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Funding

One of the first questions that most new executives ask is, “Where can we apply for funding?” It is an important question, as funds are necessary to market and execute events,promote your organization and offer services to members.

Student organizations have ten main potential sources of funds on campus:

The University of Toronto Scarborough does not offer start-up fees for recognized student organizations.

MEMBERSHIP FEES

Membership fees are a key source of revenue for many student organizations. An annual membership fee is the sum of money that is required from each individual every year to be part of certain organizations. Collecting membership fees enables an organization to expand the offerings available to members without charging fees for each activity.

The organization’s executive usually determines the exact amount of the fee, although it rarely exceeds $5.00. This fee is typically proposed as part of an operating budget presented to general members for approval at a valid general meeting each year.

Membership drives are most effective at the beginning of the year, so a strategy for recruiting new members should be a part of your strategic planning over the summer. Many organizations also attach an additional fee for certain events.

FUNDRAISING

It is quite common for student organizations to engage in fundraising activities to support their operations and events. Organizations often offer food and other materials (clothing, arts and crafts, etc.) for sale or hold events with an admission fee throughout the year. This is completely acceptable as long as the events are approved in accordance with the University’s risk procedures and guidelines.

However, there are exceptions for lottery or gaming fundraisers taking place on campus since students, teachers and private corporations cannot apply for lottery (raffle) licenses. The definition of a lottery scheme is any event that contains the following three characteristics:

there is a prize to be won
there is a chance to win the prize
there is a cost to purchase a ticket to be drawn for one to win the prize

If all of these components are in place at an event on campus, it would not be permitted by law. If one of the above-mentioned components were missing, then a license would not be needed.

Prizing can only be offered by a recognized student organization as door prizes, incentives to attract participants or as a non-conditional benefit for being part of the organization.

SPONSORSHIP

Some student organizations approach external organizations for monetary or product sponsorship. Almost all sponsors will expect some form of return on their investment from your organization. In return for their contribution, you may consider advertising some of their products/services, inviting them to attend a meeting as a guest speaker or some other form of exposure.

Remember that sponsorship is not always given in the form of money. In fact, most businesses are far more willing to offer sponsorship support in the form of goods and services. Examine your organization’s needs, and think about approaching sponsors for:

Products: clothing, books, equipment, software, etc.
Services: Printing, website design and hosting, transportation, accounting, etc.
Discounts: equipment rentals, group rates on transportation or events, room bookings, etc.

If you are interested in seeking sponsorship, contact the Department of Student Life for help in preparing a strategy for approaching potential sponsors for support.

THE COUNCIL ON STUDENT SERVICES’ ENHANCEMENT FUND

Some student organizations approach external organizations for monetary or product sponsorship. Almost all sponsors will expect some form of The Council on Student Services (CSS) allocates $30,000 annually to projects and initiatives that enhance the quality of student life at the University of Toronto Scarborough.

Any recognized student organization is eligible to apply for funding. Initiatives that are deemed the exclusive responsibility of the University’s operating budget will not be considered.
Projects that will receive priority consideration include:

those promoted by students
new projects that have not been previously funded
campus-wide education or outreach programs
accessibility or equity programs
those that demonstrate a need for financial assistance

The deadlines for applications are as follows:

third Monday of October
third Monday of January
third Monday of March

Please note that many groups request funding from CSS, but not all deserving proposals can be approved for funding. To increase your chances, make sure you spend the time to create a well thought out proposal, including what other funding sources your organization is attempting to acquire as well.

For more information, please visit www.utsc. utoronto.ca/stuaff/css.

GUIDELINES TO WRITING A FUNDING PROPOSAL

A proposal for funding should include the following pieces of information:

Project Overview (200 words or less): This should summarize the “who, what, why, when, where, and how much” details of your proposal. Think of the project overview as an executive summary or abstract. Be specific and concise—only touch upon the key points. The best time to prepare the project overview is after you have completed the entire proposal (and you understand all aspects of your proposal very well).

Organizational Profile:This section defines who you are as an organization in a historical and present-day perspective, what you do and for whom, what’s important and significant to your organization, how you conduct outreach on campus, who you work with, past successes, major challenges and number of staff and volunteers. Think of this section as the typical “about us” page on a website.

Statement of Need: This section is a statement of the problem at hand and why your project is important to overcoming the problem. You should focus on the needs of the target audience; not the organization. Cite previous projects and studies that are similar to what you are proposing. Position your project in relation to other efforts and show how your project will extend the work that has been previously done, will avoid the mistakes and/or errors that have been previously made, will serve to develop stronger collaboration between existing initiatives, or is unique since it does not follow the same path as previously followed.

Project Detail: This section defines your implementation plan for your project.

1. Goals & Objectives: Goals are the large statements of what your project aims to achieve. They form the basis for what you are proposing. Objectives are operational and outline the broad processes you will use to achieve your goals.
2. Methods: This portion of the proposal defines how you will achieve your objectives, and includes information pertaining to who will do what and when. Be explicit in your writing and state exactly how the methods you have chosen will fulfill your project’s objectives and help deal with the needs/problems on which your proposal is focused.
3. Budget: Categorize your needs, how much it will cost, and specify exactly what you are asking to be funded. A good strategy to use is to ask for a small amount of funding for the first phase of the project, while indicating the totals needs of the project over the long-term. This provides assurances to the donor that it can terminate the relationship easily if your project is not successful, while also giving you the flexibility to return for future funding if the project has achieved its goals.

Evaluation: All proposals should describe how the success of the project will be measured at various stages to determine progress and demonstrate that the funding is working. This section does not need to be long, but it should describe how you will gain feedback on the project while it is being conducted (i.e. an assessment of the project’s success in meeting it’s objectives) and show that the project fulfilled that which was originally proposed (i.e. an assessment of the project’s objectives).This can include any methods including surveys, focus groups, reports, journals, and interviews.

SCSU CLUBS’ FUNDING

The SCSU supports the advancement of recognized student organizations on campus and sets aside approximately $50,000 annually to assist groups with costs arising from events and activities. To apply for funding, student organizations must complete a Funding Request Form available at the SCSU office (or through the SCSU website).

The SCSU Clubs’ Funding SubCommittee will review all submitted materials. An additional presentation may be required to supplement any and all requests for clubs’ funding.The Clubs’ Funding Sub-Committee meets approximately every two weeks to review proposals made throughout the year. Student organizations will be contacted directly by the SCSU about the status of their funding requests. Receipts must be submitted for all expenses related to an event. Funding will be issued by cheque to successful applicants, and will be available at the SCSU office.

For more information on application deadlines and administrative procedures, please visit www.scsu.ca. You may also contact campuslife@scsu.ca for assistance in filling out clubs’ funding forms, and ensuring your application is properly considered.

CAMPUS LIFE FUND

The purpose of the Campus Life Fund is to assist recognized student organizations with University-administered costs arising from venue rentals, maintenance, rental of audio-visual equipment, use of servers and security.

This Fund may, on occasion, also be used to sponsor recognized student organizations with special initiatives that serve a general student interest, are aimed at supporting the values of the University and/or enhance student life on campus.

All recognized student organizations are eligible to receive funding through the Campus Life Fund. Funding is applied automatically based on the stated needs of groups in each on-campus event application. The cumulative funding allocation for internal campus costs shall not exceed $300 per event. Costs in excess of $300 per event shall be paid for up-front by the Fund, but shall be immediately invoiced to recognized student organizations by the Department of Student Life.

Certain restrictions apply. For more information, please call the Department of Student Life at 416-208-4760 or email studentlife@utsc.utoronto.ca.