DIVISION OF

Student Affairs

 

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Team-Building Activity Fund

Next Deadline: December 8, 2014

Are you a leader of a sanctioned student club, team or group that is looking for a way to establish, change or enhance its culture, cohesion and environment through team building activities that are positive, motivating and safe?

The Office of the Vice-Provost and Dean of Student Affairs has established the Team-Building Activity Fundto provide funding opportunities for initiatives that will allow student clubs to "welcome" and support new members in ways that cultivate a sense of belonging and pride, and build positive and respectful club dynamics.

This Fund supports university-sanctioned student clubs (AMS, SGPS, A&R), involving registered students, in organizing activities that enhance the inclusion/introduction of new members into the club's programming that do not rely on rituals or rites of passage.

Projects that foster the principles of leadership, individual and club development, social responsibility, community building and the establishment and enhancement of positive club traditions are encouraged. Preference will be given to projects that establish activities that result in legacy programming that can be self-sustaining.

Application Criteria:

  • The project must illustrate a direct link to support new member training and welcoming.
  • A portion of the activity must be dedicated to a discussion/presentation on how to build and maintain a culture that promotes mutual respect and inclusion.  An event or activity that simply brings club/group members together and does not include specific initiatives that speak to and foster respect and inclusion will not be considered.
  • The event or program must occur at, or close to, the onset of the club’s activity schedule.
  • The activity must be targeted to, and involve, a significant majority of the members of the club.
  • Only one application per club, per academic year will be considered. The application must be submitted by a student club member.
  • The project must be non-profit.
  • 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. Applications from staff or faculty will not be accepted.
  • The club, team or group must be recognized by and be a member in good standing with its sanctioning body (AMS, SGPS, A&R).

What is eligible for funding?

  • Speaker or trainer fees.
  • Room and equipment rentals for guest speakers.
  • Facility-related expenses (e.g. bowling, ropes or obstacles course, etc.).
  • Group travel expenses (see Special Note section).
  • Supplies (such as badges, labels, paper etc.).
  • Other operating expenses not excluded below.

What is NOT eligible for funding?  

  • Purchase of food or beverages.
  • Purchase of routine entertainment expenses (i.e. movie tickets).
  • Purchase of equipment.
  • Expenses related to the club’s routine scheduled activities.
  • Individual participant travel expenses.
  • Activities which pose risk.

Selection Criteria:

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

  • The description/explanation of how the project, activity or event contributes to building a positive club culture.
  • The number of individuals involved in the project, activity or event.
  • The extent to which the project, activity or event enhances the individual and club development.
  • The extent to which the project, activity or event builds or supports the efforts of the club in creating a positive team culture or environment.
  • The extent to which the project, activity or event is built into the club's activity schedule.
  • The extent to which the project, activity or event is able to create legacy programming that can be self-sustaining.
  • The extent to which the project, activity or event adheres to safety and risk management assessment.

Application Timelines and Deadlines:

The 2014-15 submission deadlines are:

  • Monday, December 8, 2014 for activities after January 1, 2015
  • Monday April 6, 2015 for activities scheduled after May 1, 2015

Applicants will be notified of a decision regarding the outcome of their application approximately 3 weeks following the submission deadline. 

Approved projects or events must begin no later than 21 days following the start of the club’s activity schedule.

    Application Process:

    1. Fill out the application form
    2. Fill out the budget form
    3. Get sign confirmation of your club status and standing from your sanctioning body (AMS, SGPS, Athletics and Recreation)
    4. Summarize your club’s activities/events schedule for the year 
    5. Email these four documents to vpdean.sa@queensu.ca by the application deadline. The subject line of the email should be “TBAF: Club Name”.

    Application Requirements:

    All applications must be submitted via email to vpdean.sa@queensu.ca

    The completed application must contain the following information:

    • Name of the student club applying, with club contact information.
    • Description of the project, activity or program.
    • Title/ name to be used for the project, activity or program.
    • How the project, activity or program aligns with the Selection Criteria.
    • Planning timeline for project, activity or event.
    • How requested funds will be used.
    • Draft budget form (This is posted online. There is also an instructions document and a sample budget).
    • Number of students and others who will benefit from the project.
    • Other possible sources of funding (to be received and/or being applied for).
    • If application is funded, how payment will be received -  journal entry, cheque issued to club, cheque issued to individual - see Application Form for more details

    Forms and Instructions:

    TBAF Application Form (PDF, 49KB)

    TBAF Budget Form (XLSX, 18KB)

    Club Status Form (DOC, 136KB)

    TBAF Report Form (DOCX, 50KB)

    Please note: you may get a warning about the budget form, describing it as a protected file- it has been protected so that all you can, and have to, do is fill out the boxes. It is safe to edit.

    TBAF Budget Form Sample (XLSX, 16KB)

    TBAF Budget Form instructions (DOCX, 3.36MB)

    Only completed applications (application form, budget form, activities summary, signed confirmation of status and standing) will be reviewed.   

    Reporting Requirements:

    Successful applicants must email a TBAF Report Form (DOCX, 50KB) and a Final Budget Form (XLSX, 18KB)(update the budget form submitted with your application) to vpdean.sa@queensu.ca within 30 business days of the funded project, activity or event.

    The Report Form should include:  

    • Title or name of project/event/activity.
    • Names and contact information of person(s) completing the report.
    • Scope and number of persons that participated in the project, activity or event.
    • Description of the event and how it contributed to the club’s efforts in creating a positive culture and environment in welcoming new members.
    • Description of the legacy programming resulting from the project, activity or event.
    • Final budget including a breakdown of how the TBAF funds were spent.

    Please keep copies of all receipts that pertain to funding provided through the Team-Building Activity Fund as they may be requested for audit purposes.

    Funding Decisions:

      The approval and amount of funding will be contingent upon:

    • The availability of funds and the total amount of requests received over the fiscal year.
    • The alignment of the project, activity or event with the stated goals and priorities of the fund.
    • The potential impact of the proposed project, activity or program.
    • The degree of initiative taken to raise funds from other sources. Those clubs that have shown greater initiative in this area will be viewed more favourably.
    • The degree to which the project includes legacy programming and can be self-sustaining.
    • The contribution of the project to the positive image or reputation of Queen's.

    Awards:

    A maximum of $1,000 will be awarded to an event or activity.

    The amount of the award will be determined by the nature of the activity and the number of participants involved.  

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

    Team-Building Activity Fund Committee:

    Funding awards will be determined by the Team-Building Activity Fund Committee based on the funding award criteria for the program.

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

    Members on the Committee will consist of two representatives from the Division of Student Affairs and a student (ideally a past recipient of a fund grant).

    Special Notes:

    1. All AMS, SGPS and A&R sanctioned student clubs are eligible to apply - applications from faculty members or staff will not be eligible.
    2. The fund is not intended to provide an annual source of income for recurring projects.
    3. First priority will be given to requests for new initiatives and seed money required to start a project.
    4. Expenses for group travel to activities or events off-campus must comply and be in accordance with Queen’s University Travel Policy.
    5. All activities are subject to a safety and risk management assessment.
    6. Incomplete applications will not be reviewed or considered for funding.
    7. Clubs, teams or groups are considered to be members in good standing with their sanctioning body (AMS, SGPS, A&R) if they have complied with all requirements and expectations outlined.
    8. 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.
    9. Applications will not be accepted for projects, activities or events retroactively** except for the 2013 year. 
    10. Successful applications (including project title and the amount of the award) will be listed on the Division of Student Affairs website and may be the subject of a story on the Queen’s News Centre.

    Contact Information:

    Office of the Vice-Provost and Dean of Student Affairs
    Room 300, Gordon Hall
    74 Union Street
    Queen’s University
    Kingston, ON K7L 3N6
    613-533-6944