BCITSA Club Funding Package

BCIT Student Association

BCITSA Club Funding Guide www.bcitsa.ca

Created 11/25/2011

General Information Every year, the BCITSA helps our clubs operate by setting aside an amount of money to be distributed amongst our sanctioned clubs. This money is broken up into three accounts, one for existing/returning clubs, one for newly sanctioned clubs, and the other for clubs competition funding.

Every club is eligible to apply for funding, but it is at the discretion of the VP Campus Life to distribute these funds how he or she sees fit. Student council authorizes this power to VP Campus Life, and he or she may look to council for any support necessary.

Existing/Returning Clubs Account The two accounts vary in size each year. This account is usually around $20,000, and is distributed through the Budget Negotiation Meetings each year.

Budget Negotiation Meetings are held in March of each year to discuss the next year’s funding allocation for each club. These meetings allow an executive club representative from every sanctioned club (usually president or treasurer) to meet discuss how much funding they are requesting from the BCITSA and their reasoning for their specific amount.

Budget Applications for this meeting must be handed in no later than February 28th so they can be properly compiled for the negotiation meetings, and then the VP Campus Life will set a date for the meetings. The form can be found at the end of this document.

Granted Funds from the BCITSA are to be distributed in two instalments. The first instalment is to be given out on June 15th, and the second on November 30th. The reason for this approach is to ensure that clubs are not left without money during transition of years, and also for the VP Campus Life to make sure the granted money is being used to plan.

New Clubs Account This account is much smaller in size, and is set aside for newly sanctioned clubs each year. It is usually around $2,000 and is used generally to help new clubs start off. This way, the BCITSA can grant a sum of money to clubs who ask for funding right away. This is to help them with any start-up costs associated with the club that cannot be waited upon for the Annual Budget Negotiation Meetings.

However, due to the large amount of sanctioned clubs each year, as stated above, it is at the discretion of the BCITSA to maximize potential with funding.

Every club is eligible to apply for funding, but it is at the discretion of the VP Campus Life to distribute these funds how he or she sees fit. The form can be found in the Clubs Sanctioning Package.

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Clubs Competition Account Clubs Competitions Funding account has been created for clubs who participate in club related competitions and/or conferences. This gives the club members an opportunity to represent their roots here at BCIT by presenting their knowledge, ideas or products. BCITSA and BCIT have set aside an additional $20,000, which students can apply for to attend a conference or compete in a competition.

To get the above mentioned funding, clubs need to fill out Clubs Funding Application for Competitions and submit it to the Clubs Coordinator in the U-Connect Resource Center. The first page of the form should be filled out individually by each participant-club member. We only need one mini-business case submission for the competition or conference for the club members who are attending. The submission deadlines are January 16 and April 13. Applications for initiatives completed prior to application intake date will not be considered. The form can be found at the end of this document.

All funding requests will receive notification of approval or refusal. In case of approval, the cheque will be issued for the club with attached names of all participants. This funding is under different regulation than our other club funding accounts and is not under the discretion of VP Campus Life. A committee has been formed with two representatives from the Student Association, two representatives from BCIT, and a mediator in which applied upon funding will be distributed.

Other Funding By the BCITSA Generally, the BCITSA only funds clubs through annual budgeting distribution, through start-up capital to new clubs, and through the Clubs Competition Account. However, for whatever reason, clubs usually ask for more money periodically throughout the year. As much as we like to help our clubs, we have to set a limit of the amount of money we give away. Any other funding requests outside of the three listed above is strictly up to the VP Campus Life to grant to a club.

This will be judged on a case by case basis but it is not recommended that you approach the BCITSA for more funding will affect your next year’s budget grant.

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Requirements for Funding The following is necessary to be considered for any funding assistance from the BCIT Student Association:  Newly sanctioned club by the BCITSA  Budget application for annual club funding submitted by February 28th  Budget negotiation meeting attendance by at least one executive member of your respected club in the annual March budget meetings  Yearly ratification update submitted to Clubs Coordinator by December 15th to prove you are an active club and require funding assistance  An active or newly started bank account with the BCITSA  Sufficient reasoning for requested funding, along with any other requested information by VP Campus Life  Active participation in competition, networking, or other social events for your respected club o

ie: annual competitions, tournaments, sporting matches, other club trips, etc.

Qualifications for Funding Here at BCIT, we have clubs of all sizes and levels of engagement. Over the past few years our new club sanctioning rate has increased exponentially. To ensure that our funds are being used as effectively as possible, we have to treat certain clubs in their own respected ways.

The following is a list of general considerations that the BCITSA keeps in mind when distributing annual funding to existing/returning clubs:  The magnitude of your clubs yearly operating budget  The amount of active club members  The amount of club projects, events, and other operations that can be quantifiably tracked  The amount of charity/non-for-profit work your clubs does, as well as any donations made to charity/non-for-profit organizations  Your club’s membership fee/sustainability plan  Other funding opportunities available to your club  Other funding received by your club

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BCITSA Annual Clubs Funding Form Club Name Club President / Proposal Author Club President / Author Contact Info Date Submitted Amount Requested for upcoming year:

Amount Granted for past year:

Past Year’s Money used for:

Benefited students in what way:

This Year’s Money will be used for:

Benefits students in which way:

Amount Approved for by VP Campus Life:

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