Seef guidelines

SEEF Grant Guidelines

Adopted 24/05/2019

 

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 could otherwise not receive funding and 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 Pro Vice-Chancellor (University Experience) in consultation with the students of the ANU.

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);
  • ANUSA (2);
  • PARSA (2);
  • ANU Sport (1); 
  • 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 there is an absolute majority of students.

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

2.4.5. The Chair has a casting vote but not a deliberative vote.

2.4.6. The Panel may change the Guidelines in any way and at any time it see fit.

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 directly participates in the ANU-organised SSAF funding allocations process, including PARSA, ANUSA, ANU Sport, Woroni, Observer, and the Division of Student Life.

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.

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 upto $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 undergraduate or postgraduate students at the ANU, including at the time of completion of their project and its acquittal;

4.1.2. must not have an outstanding acquittal for a SEEF grant or a Clubs ’ Council grant from any prior grant application, of any kind;

4.1.3. are not permitted to apply for a grant for a project, event, or activity which is substantially or materially related to their course of study or research;

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;

4.1.6. may only apply for events, activities, or projects which occur in the same year as they are approved, excepting the final funding round for which activities may be completed within the first three (3) months of the following calendar year or unless otherwise determined by the Panel.

4.1.7. who apply for more than one (1) Grant in any year, including more than one (1) per round, must demonstrate a higher quality of application and standard of benefit to the Community.

 

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).

5.2. Funding is not available retrospectively. Applications are due before the round closing date, with the project starting at least 10 business days after the closing date.

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 one (1) week of the closing of funding rounds to consider all applications submitted for that round.

6.2. In making their decision the Panel consider the:

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;

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.

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 installment of the awarded funding to successful applicants within ten (10) business days of the Applicant returning their SEEF Acceptance Form.

7.3. The Applicant must undertake and complete their project, event, or activity as outlined in their Application, within the defined project duration and subject to any requirements imposed by the Panel.

7.4. The Applicant must:

7.4.1. Include the SEEF Logo on their advertising material for the project, event, or activity including on fliers, posters, or webpages.

7.4.2. Include a formal acknowledgement in either written or spoken form of SEEF’s contribution to the success of the project, event, or activity.

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 between 300 and 400 words describing the status of the project, event, or activity measured against objectives of the Fund

7.7.2. The report must highlight the hurdles faced or expected barriers towards the completion of the project.

7.7.3. In case of any change in the project details such as duration, project venue, external stakeholders involved, etc., you will need to provide the necessary information in the interim report with valid justification.

7.8. The Final SEEF Acquittal Report shall include:

7.8.1. A report of between 500 and 600 words describing the outcomes of the project, event, or activity measured against the Objectives of the Fund;

7.8.2. A description, including photographs, of where the SEEF Logo was used and how SEEF was formally acknowledged;

7.8.3. A budget report of all expenditure against all spending, including PDF copies of all tax invoices or, if invoices cannot be provided, a completed statutory declaration form. All receipts submitted must be converted to $AUD at date of invoice through the OANDA  website;

7.8.4. A legal declaration that all funds were expended for the purposes for which they were 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 awarded funding.
  • The Applicant shall receive the second half (50%) of awarded funding within thirty (30) days of submitting their completed Final Acquittal Report.

7.10. The Applicant must submit their Acquittal Report(s) on time. A failure to do so, or a failure to submit sufficient acquittal documentation, may result in an applicant being prohibited from applying for a SEEF Grant in future.

7.11. Applicants who fail to submit their Acquittal Report within three (3) months of completion of their project, event, or activity must return all funds already paid to them for the SEEF Grant.

7.12. Applicants, in case of Venture Grants, need to submit an annual report of between 200 and 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 earlier.

7.13. Applicants cannot transfer responsibility for an approved grant to another person not listed in the original application.

 

8. Funding Rules and Prohibitions

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

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 via bank transfer unless otherwise determined by the Panel.

8.3. In general, applications cannot make a profit. Any profit, 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 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; or

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