Funding for the 2024 - 2025 academic year will open on September 5th at 9:30pm.
How to Apply for Funding
1. Create a Budget and Presentation
Clubs have the opportunity to request funding once per academic year OR once a semester. It is strongly encouraged to request for funding once per academic year.
Use the Budget Template to create a budget for all the items you will need for your events and club activities and use the Presentation Template to provide explanation as to why your club requires funding for the event and/or activity. Some items commonly requested for funding are conference fees, event/meeting supplies and prizes for events.
It is recommended that students plan all of their events before creating the budget and presentation to ensure all costs are calculated in advance.
2. Submit a Club Funding Request Form
The Funding Request Form can be found in the forms section on the clubs portion of the BUSU website. In the form you will need to provide a Budget and a Presentation for the Clubs Advisory Committee to review.
If your club's funding request is under $3000 CAD, the Clubs Administrator will review and approve it. For requests exceeding $3000 CAD, your club must present to the Clubs Advisory Committee for their approval.
Upon submitting your request, the Clubs Coordinator will be in touch with details of when you can meet with the Committee to present. Please note, the Committee meets twice (2) a week and can take up to two (2) requests per meeting. Be sure to submit your request for funding as soon as possible to avoid disappointment.
Wait times to present are dependant on volume requests. We appreciate your patience.
3. Presentation – Clubs Advisory Committee
At your scheduled Committee presentation, your club will have the opportunity to present your funding request. The more detail provided, the better!
Be sure to provide research into the purchases your club wants to make. Having 3 quotes for every item is recommended. E.g. If your club wants to host an event off-campus, please provide 3 different pricing options for that event venue.
4. Notification of Approval
After your presentation, the Clubs team will notify your club via email of their funding approval within 1-3 business days.
Upon receiving your approval, please allow 15 business days for the money to be deposited into the club Scotiabank account. Once the money has been deposited, your club may purchase the approved items using the club debit card.
5. Reconcilation Sheet
Once club funding begins to be used, the Treasurer of each club is required to complete the reconciliation sheet as well as upload receipts, invoices, e-transfer confirmations, etc., to their applicable club folder. Click here to access the club reconciliation sheet.
Unsure how to complete the reconciliation sheet? Click here to review the training.
Rules Surrounding Funding
All clubs must adhere to the funding rules listed in Policy 501 - Clubs Funding
Scotiabank
Clubs are required to open a Scotiabank account to house all their club membership fees, revenue, club funding and donations. This includes basic banking and a chequing account.
- Creating a Club Scotiabank Account is easy! First, you will need to fill out the Scotiabank Form on the BUSU Website. To do this, you will need to know the two signing officers (President and Vice-President, President and Treasurer, or Vice-President and Treasurer), their brock emails, permanent mailing addresses, and phone numbers. You will also need to upload a picture of government ID for the two signing officers (these MUST be either Driver's License, or Passport).
- Once the form is completed, the Clubs Administrator will process your request, and send a letter to Scotiabank. Nothing you need to do on this step!
- Keep in mind which signing officer will hold onto the club's debit card. Only one of the two will sign for the debit card, so while both have access to the account, only one name will be associated with your debit card.
- Finally, the two signing officers will receive an email from Scotiabank asking them to sign, in person, at the Scotiabank Branch on campus (right beside the Club House!). You will receive access to the account, and the debit card upon signing.
- You will recieve your clubs direct deposit form, please forward that to the Clubs Administartor. Please note, CPC approved funding will be deposited into club Scotiabank accounts. Delay in providing the clubs direct deposit form will cause a delay in club funding being deposited into the club bank account.
- Both signing officers will be removed from the account on April 30th of that academic year.
Questions?
Please email clubsadmin@brockbusu.ca