Grants Policy

Grants Requirements - Download official Grants policy here

To apply for grants a club must:

First be affiliated to AuSM. Second, the club must fully complete the approved AuSM Grant application form, including:

• An annual report on the clubs previous year
• A plan outlining the objectives and activities of the club for the forthcoming year
• Current bank account details
• Quotes for items applied for
• Audited Accounts (for club accounts held outside AuSM)
• An assets held list
• A complete membership list
• An itemised budget
• Breakdown of the fund-raising activities that have been planned and of the expected revenue

Additional Items that help applications

• AGM minutes
• 3-5 year Plan/Club Mission Statement
• Pamphlets/Advertising material from club

AuSM only grants up to 50% of what is asked for. Your proposed budget must show how you intend to raise the other 50%

Criteria for receiving grants

Your club must show that:

• It promotes itself on campus and is open to new membership
• It has been active on campus. This is demonstrated by giving regular Treasurer's Reports, Meeting Minutes and Membership Updates to the AuSM Clubs Officer.

Applying for Grants

To apply for a grant

• Pick up an application form from the AuSM Clubs Officer or download from here
• Hand the application and evidence of quotes to the AuSM Clubs Officer

You will be allocated a time to attend the grants meeting. Grants cannot be a clubs sole source of income. AuSM grants a maximum of 50% to the total amount required covering costs of a planned project, so you must show how you intend to raise the rest. This should be done in a breakdown of fund-raising activities planned and expected revenue.

Grants are:

• Not to be the only source of income
• Not given retrospectively (for forthcoming projects only)

Grant Outcomes

Your club will be sent confirmation about how much the club has been granted. To uplift your grant you must fill out a grants claim form (available from the AuSM Clubs Officer) and attach receipts/invoices for the full cost of the purchases. AuSM cannot make payments for any item that is not accompanied by an account, invoice or receipt. The money can either be transferred to your clubs bank account, issued by cheque or picked up as cash.

Specific Grant policy:

When considering grant applications the committee considers:

• The number of AUT students that directly benefit from the club and its activities;
• Ability for students from the greater student population to participate in the event;
• Whether the club complements AuSM's goals and objectives and activities;
• That it is not used to fund core AUT academic activities;
• The number of grants applied for, ie. typically only one grant is issued to a club in any given year;
• That the application is submitted on time;
• The Club's history and record of on-campus participation;
• AuSM's policy of not directly funding alcohol.

You can expect:

• A prompt response from the grants committee on their decision
• The ability to query a decision from the grants committee

When grants are made to clubs for a specific event it is expected that the club provide a report to the AuSM Clubs Officer, including any photos that may be published in debate. All approved grants will be published in debate and announced at the AuSM AGM.