Introduction

Background:

The purpose of Ear-marked Student Activities Fund is to support student programmes that are conducive to the enrichment of campus life and development of students.

Eligibility:

1. Only group activities organized by registered student organizations are eligible.
2. Unit cost subsidy for participants of non-UGC funded programmes will be EXCLUDED from the Ear-marked fund. Special consideration may be given for exceptional cases. For academic societies of self-funded full-time undergraduate programmes*, please contact the Office of Student Affairs for further discussion on the application.
3. All activities must be supported by the staff advisor of respective student organization.
4. No double subsidies will be granted within the Office of Student Affairs (SA).

*List of self-funded full-time undergraduate programmes

• Bachelor of Arts (Honours) in Creative Writing for Film, Television and New Media
• Bachelor of Arts (Honours) in Liberal and Cultural Studies
• Bachelor of Arts (Honours) in Music Studies
• Bachelor of Commerce (Honours) in Accountancy
• Bachelor of Commerce (Honours) in Human Resources Management
• Bachelor of Commerce (Honours) in Marketing
• Bachelor of Education (Honours) in Early Childhood Education
• Bachelor of Nursing (Honours)
• Bachelor of Social Sciences (Honours) in Environment and Resources Management
• Bachelor of Social Sciences (Honours) in Integrated Communication Management
• Bachelor of Social Sciences (Honours) in Media and Social Communication
• Bachelor of Social Sciences (Honours) in Psychology
• Bachelor of Social Sciences (Honours) in Social Policy
• Bachelor of Social Sciences (Honours) in Sport and Recreation Leadership

Application procedures:

1. Completed application must be submitted at least 6 weeks prior to the commencement of the programme. Application result will normally be announced within two weeks upon receipt of the completed application.
2. Application should be submitted online with the following support documents:
   1. Activity proposal
   2. Budget plan with detailed breakdown
   3. Staff advisor's recommendation form (please reserve enough time for completion by the staff advisor)
   4. Tentative itinerary (for overseas activities only)
3. For student organizations registered under Students’ Union (SU), please first apply financial subsidies from SU. For details, please contact SU at 3411-6491.

Student organization's obligations:

1. Student officers of all successful applications must submit the following documents within one month upon completion of the funded activity:
   1. Online activity evaluation report with:
      1. Justifications on learning outcome(s) achieved.
      2. Achievements attained (e.g. awards, prizes) via the respective programme, if any.
      3. Financial statement with ORIGINAL receipts. (Please stick all receipts on A4 papers and number the receipts following the order of particulars in the financial statement. Hard copies of the receipts should be submitted to the Office of SA)
      4. At least six photos showing different elements of the activity.
      5. Copy of all promotion materials of the activity.
      6. List of participants including their name and student ID.
   2. Actual itinerary with stubs of boarding passes and/or tickets of transportation. (for overseas activities only)
2. At least one of the following acknowledgements should be included in all promotion materials such as banner, poster and booklet: 
   
   "The activity is sponsored by Hong Kong Baptist University Student Activities Fund" or "本活動由香港浸會大學學生活動基金贊助"
3. Participants in overseas activities are required to share their learning experience with the university community upon completion of the activity. The sharing can be conducted in the form of exhibition, sharing session or written report with pictures. 

Regulations on reimbursement:

1. The funding will be FORFEITED if student organizations fail to submit the evaluation report and required documents by the stated deadline.
2. The funding can only support expenses in the particular activity stated in the application materials.
3. Actual amount of funding will be determined by the receipts submitted by student organizations. 
4. The Director of Student Affairs (DSA) reserves the right to adjust the amount of subsidy in consideration of the availability of funds.

Funding Guidelines

Non-local study tour

1. Up to 80% of cost or a maximum of $800 per person for the inter-city / inter-region / inter-country transportation 
2. Up to 80% of cost or $40 per person per day for lodging, whichever is lower.
3. Up to 80% of cost or $50 per person per day for academic course / seminar fee. 
4. A ceiling of $1,000 per student or the requested amount, whichever is lower.
5. Additional 5% may be granted if tours are led by one or more teaching or administrative staff. 
6. The itinerary of the tour should contain at least 50% of learning elements, for example: field works, academic visits, talks, seminar, conference or forums.

External competition 

1. Competition / Registration Fees: Up to 80%, or a maximum of $500 per person, or a maximum of $2,000 per team, whichever is lower, will be granted to students representing Hong Kong Baptist University at external competitions. 
2. Exceptions could be considered at DSA’s discretion for teams invited by the Office of Student Affairs to participate in external competitions.

External exhibition / Public performance or activity

1. Up to 80% of cost or a maximum $3,500 per activity will be granted for each society.
2. For off campus activities: up to 30% of rental subsidy for external venues, tools or equipment; or a rental subsidy of $1,500/day will be granted in addition to the $3,500 subsidy.

Academic week / Academic festival / Activities week 

1. Up to 70% of cost or a maximum of $500 per A-week for all student organizations will be granted. 
2. Up to 80% of cost or a maximum of $2,400 for a Joint-Society Organizing Committee, consisting of 3 student organizations to organize per joint-society Academic week/ Academic Festival/ Activities Week will be granted; The maximum subsidy amount will be increased based on the ration of $800/per student organization. 
3. Up to $2,500 will be considered for additional performance and special expenses such as equipment rental fee. 
4. Items such as food, beverages, helper costs, honorarium, souvenir, tutor / coach fees, course fees, etc. will NOT be subsidized. Applicants are advised to consult the Office of Student Affairs in case of any questions towards the eligible items for subsidies. 
5. Additional 10% of subsidies may be granted if the activities are attended by not less than 80% of its members.

Training workshop 

1. Up to 50% of cost or a maximum of $3,000 per year will be granted to each society organizing training workshops. 
2. Only honorarium will be subsidized. The speaker / coach should be experienced in a field which may not be available in HKBU. 
3. The training programme should consist of a reasonable number of participants and a minimum duration of two hours.* Each programme should have clear learning objectives which are relevant to the mission of Whole Person Education, and the nature and content are to be approved by the Office of Student Affairs.

Sports training/practice 

1. 100% of on-campus venue rental charges and a maximum of $3,000 per year will be granted to each interest club in the category of sports for trainings/practices. Only sports interest clubs which participated in external competitions on behalf of Hong Kong Baptist University in the respective financial year are eligible. A report on the competition results in the year and the number of participants in the trainings/practices has to be submitted together with the other required documents. For training/practice across 6 months or longer, receipts should be submitted to SA every 3 months.

Refreshment items served at inauguration ceremony/significant activity

1. Up to 80% of costs or a maximum of $375 per activity will be granted.
2. Up to 70% of costs or a maximum of $750 per activity will be granted for activities with 50 or more participants.
3. Each student organization is only eligible for 1 application per financial year (1 July to 30 June).

Cross-cultural event

1. Student activities which are conducive to inter-cultural exchange and the promotion of internationalization
2. Activities must be organized by an organizing committee which consists of a mix of local, and non-local students;
3. 70% of the total promotion and production cost OR a maximum of HK$3,000.00 per activity will be granted, if 20% of the participants are international and/or exchange students OR
4. 80% of the total promotion and production cost OR a maximum of HK$5,000.00 per activity will be granted, if 40% of the participants are international and/or exchange students and the total number of participants is not less than 80.

Additional subsidies

1. An additional 30% of subsidies OR a maximum of HK$1,500.00 per activity may be granted if such activity is organized by student organization(s) which has/have fulfilled the requirements of CODE Programme. Each eligible student organization can ONLY make one application.
2. Additional 50% of subsidy may be granted to activities conducted in English or in both English and Chinese (non-local study tours are not included).
3. Additional subsidies may be granted to activities which are jointly organized by different student organizations within HKBU (Study Tours are not included). 
   1. Additional 5% may be granted if activities are jointly organized by 2 or 3 student organizations
   2. Additional 20% may be granted if activities are jointly organized by 4 student organizations or above.
4. Additional 5% of subsidy may be granted if the report and display of the activity are well written.
5. Preference will be given to activities: 
   1. which complement the University’s mission for Whole-Person Education,
   2. promote the public image of the University,
   3. which help to strengthen the sense of belonging to the University,
   4. which are directly related to the objectives of the student organizations,
   5. which are jointly organized by societies within a faculty/school,
   6. results and observations of which will be shared with other students of the University,
   7. which are creative, e.g. special function of the year or first attempt of organization, and 
   8. with students representing the University in inter-varsity competition or external events.
6. The actual reimbursement will take into consideration of other subsidies / sponsorships which the respective student organization is able to obtain.
7. Others
   1. The DSA reserves the right to approve an extra amount of fund to student organizations if the activity is proven to be beneficial to students at a large scale.
   2. The DSA reserves the right to amend the funding guidelines at any time as appropriate. 

Useful Resources

• Online application form for Ear-marked Student Activities Fund
• Staff Advisor's Recommendation form
• Online activity evalution report

Enquiry

Office of Student Affairs

Phone: 3411 5894
Email: sacla@hkbu.edu.hk
Address: Room 401, The Wing Lung Bank Building for Business Studies, Shaw Campus