Seef guidelines

SEEF Grant Guidelines

Revised 24/01/2020

1. Objectives

1.1. The Student Extracurricular Enrichment Fund (“SEEF”) supports and promotes the development of one-off or sustainable extracurricular projects, events, or activities which enhance the student experience by providing benefit to the ANU Community, either as distinct recognisable sectors or as a collective, in the following areas:

1.1.1. Community;

1.1.2. Culture;

1.1.3. Environment;

1.1.4. Humanitarian;

1.1.5. Indigenous;

1.1.6. Intellectual;

1.1.7. Pastoral;

1.1.8. Social;

1.1.9. Sporting; or

1.1.10. Other areas determined by the Panel.

 

2. Rules

2.1. SEEF is funded out of the Student Services and Amenities Fee (“SSAF”), which is allocated by the ANU in consultation with students.

2.2. SEEF operates according to these Guidelines.

2.3. The Guidelines are determined by the Panel.

2.4. The Panel

2.4.1. The Panel is composed of the following representatives, who are appointed by their respective organisations:

  • Division of Student Life (1);
  • Dean of Students (1);
  • ANU Students’ Association (ANUSA) (2);
  • Postgraduate and Research Students’ Association (PARSA) (2);
  • ANU Sport (1); 
  • ANU Student Media (Woroni) (1).

2.4.2. The Panel is chaired by the representative from the Division of Student Life, unless otherwise determined from time to time by the Panel.

2.4.3. The Panel is quorate when four out of six (4/6) of the organisations in clause 2.4.1 are represented and at least three (3) representatives are from student organisations.

2.4.4. Decisions of the Panel are made according to a simple majority vote.

2.4.5. The Chair has a casting vote in case of a tie but not a deliberative vote. However, they can take part in discussions to the merit of the application(s).

2.4.6. The Panel may change the Guidelines at any time it sees fit provided all organisations are notified.

2.5. Administration:

2.5.1. SEEF is administered by PARSA.

2.5.2. SEEF and these Guidelines are subject to the PARSA Constitution and PARSA Regulations. In the case of any conflict, the PARSA Constitution and Regulations prevail.

 

3. Grants

3.1. All Grants are subject to the Objectives of SEEF in clause 1.

3.2. There are five categories of Grant:

3.2.1. Individual or Group;

3.2.2. ANU Community Organisation;

3.2.3. Conference Attendance; and.

3.2.4. Conference Organisation.

3.2.5. Venture Grant

3.3. Individual or Group grants:

3.3.1. Are for events, projects, or activities, which are organised by an individual or group of individuals.

3.3.2. Are for up to $2,000 for one individual or up to $5,000 for a group of individuals.

3.4. ANU Community Organisation grants:

3.4.1. Are for events, projects, or activities, which are organised by or for an ANU community organisation, including, among others:

3.4.1.1. ANUSA-affiliated Clubs or Societies;

3.4.1.2. ANU Sport-affiliated Clubs;

3.4.1.3. ANU theatre groups;

3.4.1.4. Residential Colleges; or

3.4.1.5. Other named collectives of ANU students; but not

3.4.1.6. Any organisation, which is awarded funds in the SSAF allocation process.

3.4.2. Are for up to $5,000.

3.5. Conference Attendance grants:

3.5.1. Are for attendance at a conference, competition, or performance by an individual or group of individuals;

3.5.2. are for up to half of the overall cost of attendance, to a maximum of $500 per person unless otherwise determined by the Panel due to financial hardship demonstrated by the Applicant;

3.5.3. may be applied for in conjunction with an Individual or Group grant or an ANU Community Organisation grant; and

3.5.4 the applicant(s) must have explored funding from academic colleges if related to their academic area.

3.6. Conference Organisation grants:

3.6.1. Are for organisation of a conference by an individual, group, or ANU Community organisation;

3.6.2. are for up to $20,000.

3.7. Venture Grants:

3.7.1. are for students to undergo necessary capacity building programmes to develop a robust entrepreneurial plan and/or provide early stage funding to these ideas in order to develop a proof of concept;

3.7.2 are not applicable for ideas or topics, which will be graded as a part of a course. However, applicants can use these grants to take their ideas forward after the project has been evaluated;

3.7.3 are up to $5,000 per application;

3.7.4 a maximum of $500 per individual or $2,000 per group can be used from the grant towards capacity building

 

4. Eligibility

4.1. Applicants:

4.1.1. must be current student(s) of the ANU, including at the completion of the project, event or activity;

4.1.2. must not have any overdue outstanding acquittal for a prior SEEF grant of any kind;

4.1.3. are not permitted to apply for a grant if the project, event or activity allows for academic credit or is part of coursework. However, it may be related to their academic interest or be an extension of work previously carried out in coursework provided the project, event or activity itself is not for academic credit; and

4.1.4. must meet all criteria of the SEEF grant for which they are applying;

4.1.5. must not also receive funding from the Clubs’ Council for the same project, event, or activity;

 

5. Application

5.1. Grants are made in at least eight (8) funding rounds for Individual/Group and Conference Grants and at least two (2) funding rounds in the case of Venture grants, held throughout the year on dates determined by the Panel and published on the PARSA website. The closing times for each round are at 11.59pm (AEST) unless otherwise stated.

5.2. Funding is only available retrospectively at the discretion of the Panel. The Panel should consider any mitigating circumstances to why the applicant(s) were not able to apply prior to the commencement of the project, event or activity.

5.3. Applicants must adhere to the ANU Code of Conduct when communicating with Staff and Panel members. All contact and correspondence shall be in a respectful and constructive manner, free from discrimination or harassment.

5.4. Applications shall be made in a manner and form determined and advertised by the Panel.

5.5. It is the Applicant’s responsibility to demonstrate that they meet all requirements of any Grant for which they are applying.

5.6. The Panel considers grants on a competitive basis. Applications must demonstrate their value to the ANU Community over and above the minimum eligibility requirements. Meeting the requirements does not guarantee funding.

5.7. Unsuccessful applications may be resubmitted.

 

6. Selection

6.1. The Panel meet within a reasonable time of the closing of funding rounds to consider all applications submitted for that round.

6.2. In making their decision, the Panel should consider:

6.2.1. contribution made by the Applicant or their project, event, or activity to university life and the University's public profile;

6.2.2. degree of financial prudence demonstrated, including from sponsorship, self-funding, or external revenue raising undertaken by the Student / Club;

6.2.3. degree of support from relevant organisations and stakeholders, including residential halls, academic Colleges, student associations, or Clubs for the project, event, or activity;

6.2.4. number of participants taking part in or benefiting from the project, event, or activity;

6.2.5. extent of planning undertaken for the project, event, or activity;

6.2.6. extent to which the project, event, or activity furthers its stated objectives;

6.2.7. extent to which the benefits to the ANU community are clearly outlined and described. For Conference Attendance or Organisation grants, the Panel may consider various ways in which the information and training gained can be disseminated to the ANU community such as workshops, reports and articles reports;

6.2.8. recommendations given to the panel by the external experts in case of Venture grants

6.2.9. amount of funding which the Applicant has received already in any given year and in the history of SEEF, giving priority to new projects, events, or activities and limiting funding for recurrent events, projects, or activities; and

6.2.10. any such reasonable criteria as the Panel deems appropriate for the Objectives of SEEF.

6.3. The outcome of applications shall be communicated to the Applicant’s nominated ANU student email within ten (10) business days of the closing date for each round.

6.4. The decision of the selection panel is final and cannot be appealed. The Panel has the discretion to approve applications not conforming to these guidelines provided the project, activity or event furthers the objectives of SEEF.

6.5. Due to the high number of applications, limited feedback may be provided to applicants.

 

7. Recipient Obligations

7.1. Upon receipt of an offer, successful applicants have ten (10) business days to submit their SEEF Acceptance Form.

7.2. SEEF shall pay the first instalment of the awarded funding to successful applicants within ten (10) business days of the Applicant returning their SEEF Acceptance Form.

7.3. The Applicant(s) must:

7.3.1 take all reasonable steps to undertake their project, event or activity as outlined in their Application, within the defined project duration and subject to any requirements imposed by the Panel; and

7.3.2 applicant(s) can make a new application before, during or after the project, event or activity, if they require extra funding and all reasonable steps have been taken to mitigate the increase in costs.

7.4. The Applicant must:

7.4.1. Include the SEEF Logo on all promotional material and documents for the project, event or activity

7.4.2. Include a written or spoken acknowledgement of the SEEF grant.

7.5. Applicants having a project duration less than 3 months shall submit the Final SEEF Acquittal Report within one (1) month of completion of their project, event, or activity, which may be used by the Panel, at their discretion, to advertise the Fund.

7.6. Applicants having a project duration greater than 3 months shall submit an interim report within three months of the start date of the project, event or activity.

7.7. The interim report shall include:

7.7.1. A report of at least 300 words describing the status of the project, event or activity measured against SEEF objectives;

7.7.2. the report must highlight previous and/or expected issues facing completion; and

7.7.3. in case of any change in the project details such as duration, project venue, external stakeholders involved, etc., necessary information and explanations must be provided in the interim report.

7.8. The Final SEEF Acquittal Report shall include:

7.8.1. A report of at least 500 words describing the outcomes of the project, event, or activity measured against SEEF Objectives;

7.8.2. a description, including photographs (if available), of where the SEEF Logo was placed and how the SEEF grant was acknowledged;

7.8.3. a budget report of all expenditure against, including copies of all tax invoices/receipts or, if invoices cannot be provided, a completed statutory declaration form. All receipts submitted must be converted to $AUD (including any conversion fees if present) at date of invoice/receipt through the OANDA website;

7.8.4. a legal declaration that all expenses were for the purposes provided; and

7.8.5. a GST calculation for all relevant items, according to a template and instructions provided by the Panel.

7.9. The applicants will receive the payments as per the following schedule

7.9.1. For projects having a duration of over three months,

  • the first instalment will be 40% of the awarded funding
  • the second instalment will be 30% of the awarded funding and the applicant will receive the amount within fifteen (15) days of submission of the completed interim report
  • the final instalment will be 30% of the awarded funding and the applicant will receive the amount within thirty (30) days of submission of the completed Final Acquittal report

7.9.2. For projects having a duration of less than three months

  • the first instalment will be 50% of the grant.
  • The Applicant shall receive second half (50%) of the grant within thirty (30) days of submitting the Final Acquittal Report.

7.10. The Applicant(s) must submit their full Acquittal Report(s) on time. A failure to do so, without mitigating circumstances, may result in an applicant(s) being prohibited from applying for a grant in the future.

7.11. Applicant(s) who fail to submit their Acquittal Report within three (3) months of completion of their project, event or activity must return all grant funds already paid to them.

7.12. Applicants, in case of Venture Grants, need to submit an annual report of at least 300 words post its defined project period highlighting the progress of the venture as well as mentioning its financial condition, for a period of 5 years or until cease of the venture, whichever occurs earlier.

7.13. Applicants cannot transfer responsibility for an approved grant to another person not listed in the original application without the Panel’s permission.

 

8. Funding Rules and Prohibitions

8.1. The Panel may partially fund Applications or attach additional requirements based on these Guidelines and reasonableness of the budgeted expenditure.

8.2. Funding must only be used for the project, event or activity outlined in the application form and approved in the offer. Any unspent funds, or funds spent other than in accordance with the approved budget, must be returned to SEEF unless otherwise determined by the Panel.

8.3. In general, except Venture Grants, applications cannot make a surplus. Any surplus, up to the value of the Grant awarded, must be returned to SEEF.

8.4. In case of Venture Grants, 10% of the annual profits generated from the project as stated in the annual reports for a period of 5 years or up to the value of the grant (whichever is lesser), shall be returned to SEEF as advised in the offer letter provided.

8.5. Funds cannot be used as payment:

8.5.1. for alcohol;

8.5.2. for cash or cash like products, including gift cards; and

8.5.3. to students in the form of honoraria or salaries unless they are employed for the project approved under the Venture Grants.

8.6. The Panel reserves the right to rescind funding or to recover costs from applicants if the project contravenes any ANU policy, the Guidelines, or any agreement made between the Panel and the Applicant.

 

Contact PARSA

PARSA Office
Level 2, Di Riddell Student Centre
Kambri Precinct
Australian National University
Canberra ACT 2601

Office Hours:

9:00 am to 5:00 pm, Monday to Friday (except public holidays)
Call Us: +61 (02) 6125 4187
Write to Us: parsa@anu.edu.au