DIVISION OF

Student Affairs

 

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Student Initiative Fund

Are you a student or a student group with a great idea or project that can help you learn and work in service to the community? The Vice-Provost and Dean of Student Affairs has established the Student Initiative Fund to provide year-round funding opportunities for special projects and initiatives that enhance the student experience and enrich the University community. This Fund supports recognized student groups, clubs and registered students to organize activities, programs, events and activities that enhance the quality of student life at Queen's University.

Projects that are dedicated to the principles of personal and community development and, in particular, provide extra- and co-curricular educational opportunities for students to build leadership, citizenship, intercultural awareness and/or community-building skills are encouraged. Preference will be given to those projects in which the University community, and in some situations the broader community, may participate. 

To encourage programs and initiatives to address and support issues related to mental health and well-being on campus a portion of the funds will be targeted for such projects.

Application Criteria:

  1. The applicant(s) must be a registered student(s) at Queen's at the time of application.
  2. The club or group must be recognized by and be a member in good standing with its sanctioning body
  3. Only one application per student, or student group, per academic year will be considered.
  4. The project must be non-profit.
  5. The project must support co-curricular events or activities and not be related to academic programs such as a class lecture, lab, practicum or internship. 
  6. The event or program must occur within the existing academic year or the upcoming academic year.
  7. Applicant(s) must specify how payment will be received (see Application Form for more details)

    Application Timelines:

    1. Applications will be reviewed three times per year, in September, November and March.
    2. Applicants will be notified of a decision regarding the outcome of their application approximately 3 weeks following the submission deadline.
    3. Projects or events must begin no earlier than 30 days after the submission deadline.

    Application Submission Deadlines:

    The 2014-15 submission deadlines are:

    • Monday, November 24, 2014 – for events and activities scheduled after January 1, 2015
    • Monday, March 2, 2015– for events and activities scheduled after May 1, 2015

    Application Requirements:

    All applications must be submitted by email as below.

    Download the SIF application form (DOCX, 49KB)

    Fill it out and email it to vpdean.sa@queensu.ca  A budget must also be submitted.

    Download the SIF budget form (XLSX, 15KB)

    Fill it out and email it to vpdean.sa@queensu.ca on the same day as the application is submitted. The subject line of the email should be: "SIF: name of event."

    Please note that you may get a warning about the budget form, describing it as a protected file.  It is safe to edit.

    SIF Budget Form sample (XLS, 15KB)

    SIF Budget Form instructions (PDF, 60KB) 

    Only completed applications (form and budget) will be reviewed.

    Selection Criteria:

    Each project application will be reviewed and judged in relation to the following criteria:

    • the extent to which the project, activity or event enhances the quality of student life at Queen’s University;
    • the extent to which the project, activity or event builds or supports leadership, citizenship, intercultural awareness and/or community-building skills;
    • the extent to which the project, activity or event contributes to students’ personal and educational goals;
    • the extent to which the project, activity or event is open to Queen’s and/or the broader community;
    • the extent to which the project, activity or event promotes Queen’s University in a positive manner.

    Reporting Requirements:

    Successful applicants must complete a SIF Report Form and submit a final budget (update the budget document you submitted with your application) within 30 business days of the completion of the activity.  Failure to do so will disqualify future applications.

    Download the SIF Report Form (DOCX, 50KB)

    Funding Decisions: 

    What is eligible for funding?

    1. Speaker fees and associated expenses including travel
    2. Room and equipment rentals for meetings and conferences
    3. Supplies (such as badges, labels, paper etc.)
    4. Marketing, promotional or communication expenses
    5. Travel expenses ( see Special Note section)
    6. Other operating expenses not excluded below

     What is NOT eligible for funding?

    1. Purchase of food or beverages
    2. Purchase of equipment
    3. Expenses such as gifts, charitable donations, wages or volunteer recognition activities
    4. Expenses in support of individuals attending a meeting or conference

    The approval and amount of funding will be contingent upon:

    1. The availability of funds and the total amount of requests received over the fiscal year.
    2. The alignment of the project, activity or event with the stated goals and priorities of the Fund.
    3. The potential impact of the proposed project, activity or program.
    4. The degree of initiative taken to raise funds from other sources. Those groups that have shown greater initiative in this area will be viewed more favourably.
    5. The contribution of the project to the positive image or reputation of Queen's. 

    Awards:

    The maximum award for group projects, events or activities is $1,500.  

    The maximum award for individual projects, events or activities is $500.

    • Please note payment by cheque may take a minimum of 15 business days to be issued.

    Student Initiatives Awards Committee: 

    Funding awards will be determined by the Student Initiatives Awards Committee based on the funding award criteria for the program.

    Decisions of the committee are final and are not subject to appeal. 

    Membership on the Committee will consist of two representatives from Student Affairs and a student representative.

    Special Notes:

    1. The Fund is not intended to provide an annual source of income for recurring projects. First priority will be given to requests for new initiatives and seed money required to start a project.
    2. Undergraduate and graduate students and student groups are eligible to apply.
    3. Travel or related expenses for individual students attending or presenting at a meeting or conference will not be funded.  Travel expenses for groups of students participating in co-curricular/service learning and/or volunteer activities will be considered as eligible expenses if the overall project or activity is approved for funding.
    4. Sponsorship of a project, activity or event through this Fund does not make it a Queen’s-sanctioned event. As such, the University assumes no liability out of or in consequence of any attendance or participation in an activity or event.
    5. Incomplete applications will not be reviewed or considered for funding.
    6. Certain proposals may require additional letters of support or approval, depending on the nature of the initiative.   
    7. Applications submitted by staff or faculty members will not be considered; however, staff, faculty and/or community members may sit as members of the planning/organizing group.
    8. Applications will not be accepted for projects, activities or events retroactively.
    9. Successful applications (including project title and the amount of the award) will be identified on the Student Affairs website.

    Student Initiative Fund Policy (PDF, 63KB)

    If you have any questions, please contact the Office of the Vice-Provost and Dean at(613) 533-6944 or email  vpdean.sa@queensu.ca