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Ear-Marked Student Activities Fund

Introduction

Background:

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

Eligibility:

  1. Only activities (i) organised/co-organised by registered student organisations under Office of Student Affairs (SA) / Students’ Union (SU) or (ii) recognised by SA are eligible for the Fund.
  2. Unit cost subsidy for participants of non-UGC funded programmes will be EXCLUDED from the Fund. 
  3. All activities must be supported by staff advisor of the respective student organisation.
  4. For non-local activities such as study tours, conferences and academic visits, which itinerary should consist of at least 50% of teaching and learning elements.
  5. All funded activities must lead to attainment of the University’s graduate attributes.
  6. No double subsidies will be granted by the Office of Student Affairs (SA) for the same activity.

Application procedures:

  1. Completed applications must be submitted at least two weeks prior to the commencement of the activity.
  2. Application should be submitted online with the following support documents:
    1. Comprehensive activity proposal
    2. Budget plan with detailed breakdown
    3. Staff advisor's recommendation form (please reserve sufficient time for the staff advisor to complete the recommendation form)
    4. Tentative itinerary (for overseas activities only)

Student organisation's obligations:

  1. Student officers of the 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 graduate attribute(s) achieved.
      2. Summary of participants' evaluation forms.
      3. Achievements attained (e.g. awards, prizes) via the respective programme, if any.
      4. 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)
      5. At least six photos showing different elements of the activity.
      6. Copy of all promotion materials of the activity.
      7. List of participants including their names and student numbers (Template).
    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 banners, posters and booklets: 

    "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. 

Rules on Reimbursement of Subsidies:

  1. The funding will be FORFEITED if student organisations fail to submit the evaluation report and required documents by the stated deadline.
  2. The funding can only support expenses in the designated activity stated in the application.
  3. The final amount of funding will be determined by the receipts submitted by student organisations and verification by the SA.
  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 activities Local activities

Purpose

 

To support partial expenses including transportation, accommodation, programme registration fee and other general expenses incurred in the overseas activities.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To support mainly the operation and promotion costs of the activities such as:

  • Competition registration fee
  • Training cost
  • Rental cost of equipment and off-campus venues
  • Promotion materials
  • Honorarium for guest speakers
  • Food and beverage to support teaching and learning purposes of activities ONLY (for example, traditional cuisine for introducing the culture of a particular country)

Examples of activities to be supported by the Fund:

  • Academic weeks
  • Community services
  • Competitions
  • Exhibitions
  • Inauguration ceremonies
  • Performances
  • Sports training/practices
  • Training workshops
Estimated amount of funding
  • 50% to 80% of the approved budget.
  • Assessment of the application will be considered based on:
    • Learning objectives of the activity.
    • Expected learning outcomes to be attained by participants.
    • Availability of SA’s budget.
  • 50% to 80% of the approved budget.
  • Assessment of the application will be considered based on:
    • Learning objectives of the activity.
    • Expected learning outcomes to be attained by participants.
    • Availability of SA’s budget.
Funding Ceiling

Subsidy for each participating student (meal costs and personal expenses are excluded):

  • HK$1,000 for activities in Guangdong Province and Macau
  • HK$1,500 for activities in China (except for Guangdong Province), India, Indonesia, Malaysia, Philippines and Thailand
  • HK$2,000 for activities in other countries

Subsidy for the operation of the trip: HK$2,000

HK$6,000 per activity*

 

 

 

 

*For local off-campus activities, an additional rental cost for external venues (including venue set-up equipment) could be sponsored:

Maximum 30% of total rental cost or maximum HK$1,500 per day, whichever is lower

Additional subsidies

  1. An additional 30% of the original approved amount of subsidy OR a maximum of HK$1,500 per activity may be granted if such activity is organised by student organisation(s) which has/have fulfilled the requirements of CODE Programme. Each eligible student organisation can ONLY make one application.
  2. For activities involving participation of a combination of local and international/exchange students:
    1. An additional 30% of the original approved amount of subsidy OR a maximum of HK$5,000 per activity, whichever is lower may be granted if at least 10% of the total participants are international/exchange students.
    2. An additional 50% of the original approved amount of subsidy OR a maximum of HK$7,500 per activity, whichever is lower may be granted if there are (i) at least 10% of the total participants and (ii) 5 or more international/exchange students participating in the activity.
    3. This extra subsidy ONLY applies to the first 10 funding applications which involve international/exchange students of each funding year starting from 1 July received by SA. Student organisations are encouraged to submit funding applications as early as possible.
  3. Additional subsidies may be granted to activities which are jointly organised by different student organisations within HKBU (Study Tours are not included).
    1. Additional 5% of the original approved amount of subsidy may be granted if the activities are jointly organised by 2 or 3 student organisations
    2. Additional 20% the original approved amount of subsidy may be granted if the activities are jointly organised by 4 student organisations or above.
  4. Preference will be given to activities:
    1. which complement the University’s mission for Whole-Person Education,
    2. which promote the positive public image of the University,
    3. which help to strengthen the reputation and sense of belonging to the University,
    4. which are directly related to the objectives of the student organisations,
    5. which are jointly organised 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 the organisation, and;
    8. with students representing the University in inter-varsity competition or external events.
  5. The actual reimbursement will take into consideration of other subsidies / sponsorships which the respective student organisation is able to receive.
  6. Others
    • The DSA reserves the right to approve an extra amount of fund to student organisations if the activity is proven to be beneficial to students at large.
    • The DSA reserves the right to amend the funding guidelines at any time as appropriate.

Useful Resources

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

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