Club Grants

​:The LTSU recognises that the Clubs & Societies form an integral part of student life and are a great way to meet new people, get involved, and enhance a student’s overall university experience. Those clubs who have affiliated with the LTSU are assisted by a variety of benefits, including a budget that can be granted to clubs to assist with the running of events.

All of the necessary documents to get to understand the Grants application process for your club, and to get started with funding your club is available below.

Camp and Off-campus Activity Grant
Capital and Hire Equipment Grant
Coaching and Conference Grant
Functions Grant
General Activist and Publicity Grant
Orientation Activities Grant
Special Contingency Grant
T-shirt Grant

Grant Forms
Grant Application Form
Grants at a Glance Form
Attendance Sheet for Clubs

For any queries on Grants or to hand in grant application forms, contact the Clubs and Societies Officer on 9479 3752 or email clubsofficer@latrobe.edu.au

Camp and Off-campus Activity Grant
The purpose of this grant is to enable C&S Affiliates to cover the cost of travel to and from accommodation at any camp or similar off-campus activities

(a) It includes 50% of the cost of a major camp wholly organised by or jointly organised   by the affiliate concerned up to three (3) camps per annum

(b) The total camp and off campus activities grant for any one C&S affiliate shall be limited to $800.00 per annum

Conditions:

• Affiliates undertaking or participating in extended trips which require overnight accommodation will be funded $10.00 per member per night up to a maximum of 3 nights or $300, whichever is lower

• Orientation camps must have at least 50% first year students. Grants under this sub-section shall be approved by the Council or the GARC only if such Orientation camps or trips shall be held before March 31 of the particular year and not after that date

Application Requirements
Affiliates are required to include in their applications for this grant the following information:

• The full name, address and telephone number of the camp or similar accommodation, or the person in charge of the trip
• The period of time in which the camp or trip is to occur
• The number of people expected to attend
• The attendance fee per head
• A breakdown of the rates and any extra expenditure such as catering costs
• A brief description of the proposed activities in the form of a camp agenda or a similar documentation such as a camp registration form shall be submitted
• There shall be no overseas funding for such proposed activities that are outside Australia approved at any time under this grant area
• Affiliates are required to submit a report to the GARC within one (1) week of the conclusion of a camp or trip when held during the academic year. If held outside an academic semester, report must be submitted within 3 weeks of the following semester. This report shall be accompanied by the following information:

• A completed official attendance form listing names and student enrolment numbers;
• Itemised statement of actual income and expenditure

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Capital and Hire Equipment Grant
The purpose of this grant is to enable C&S Affiliates to hire or obtain items of essential equipment
(a) Includes 75% of the cost of capital-equipment or hire cost
(b) The total capital-equipment grant for any one C&S affiliate shall be limited to $600.00 per annum
(c)  The total hire-equipment grant for any one C&S affiliate shall be limited to $400 per annum

Conditions:
The essential criteria for the approval of any application under this grant area is that the affiliate concerned observes the provisions of sub-section 15.3.6 of the Clubs Rules and Regulations and that as such recognises and abides to the following:

• That all capital-equipment items which are purchased for affiliates from the GARC or the Council’s approved funds are to remain the property of the LTSU Inc. at all times and as such cannot be disposed of through resale, or donation, or transfer or rental or lease or by any other means without the approval of the LTSU Council and furthermore;

• The Council shall reserve the right to stipulate the place of storage and use of such capital-equipment

• In the event of an affiliate being either disaffiliated or otherwise dissolved as under the conditions of the Rules and Regulations all such capital-equipment and any such items which have been purchased through direct C&S areas of grants allocation shall revert to the LTSU Inc

• The full name, address, telephone number of the firm that items are purchased from
• The necessity of such equipment for the operation of the affiliate concerned
• The availability of such items elsewhere on the University
• The proposed place of storage and security of such equipment
• The proposed number of times such equipment will be used in a year
• Three current quotes for the same item
• A current list of capital-equipment

• Receipts for all capital or hire equipment
• An updated list of capital-equipment

No other applications for grants under this area shall be considered by the GARC from the affiliate concerned until these are received

Any equipment or property which belongs to affiliates shall be stored in facilities provided by the LTSU Inc or in suitable premises acceptable to the Council at the end of the academic year

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Coaching and Conference Grant
The purpose of this grant is to enable C&S affiliates to provide a reduction in fees for any classes, coaching, tuition, training (of a non-sporting nature) or conference attendance conducted by affiliates and or to subsidise any fees paid by affiliate members for such aforementioned activities as run by other organisations whether on or off this University.  This grant also covers the travel costs associated with conferences. The essential criteria for the approval of such grants to an affiliate which requires any expert coaching/conference attendance shall be that it complements the activities of the affiliate concerned

Conditions

(a) The subsidy for coaching per student as set by any coach, whether on or off this University shall be decided on the basis of the affiliate’s aims and objectives and will cover no more than 75% of the total cost
(b) The total coaching grant for any one C&S affiliate shall be limited to $800 per annum 
(c) Application for coaching grants must be received within two (2) weeks of beginning course/tuition if within the academic semester. If outside of the academic semester applications must be received within three(3) weeks of the following semester and must be approved prior to coaching commencement
(d)  The subsidy for conference participation per student shall be decided on the basis of the affiliate’s aims and objectives.  It shall be no more than 75% of travel/registration and accommodation cost
(e) The total conference grant for any one C&S affiliate shall be limited to $800
(f) Application for conference grants must be received within one (1) week of conference conclusion if within the academic semester. If outside of the academic semester, they must be received within three (3) weeks of the following semester

Application Requirements
Affiliates are required to include in their applications for this grant the following information:

• The relationship of such coaching/conference to the affiliate’s activities
• Attendance or registration form of the coach/tutor, special education centres or conference which includes the full name, address and contact details of the organisers and details of the venue where conference/coaching will take place
• The date and duration of conference or enrolment and course times for coaching and the duration of conference/coaching in hours per week per person
• Itemised expenditure and income, including the full hire cost of such a venue and or any special equipment or materials involved and the full fee per person, whether at beginners. intermediate, advanced and or concession rates
• Minutes from affiliate meeting authorising expenditure

For conferences, receipts must be included in grant application which include;

• The cost of travel per person
• The cost of accommodation per person
• The cost of conference registration per person
• A list of the names, student enrolment numbers of the persons attending
• Affiliates are required to submit a report to the GARC within two (2) weeks of the commencement of such conference or coaching if within the academic semester. If outside of the academic semester it must be submitted within three (3) weeks of the commencement of the following semester

This report shall be accompanied by the following items:

• Appropriate receipts
• An itemised statement of income and expenditure for the course
• A completed official attendance form listing names and student enrolment numbers

No other applications for grants under this area shall be considered by the Council from the affiliate concerned until these are received
All monies allocated for any coaching/conference subsidy shall be refunded to the council in any of the following instance, in the case of any classes being:

• Cancellation for any reason
• Postponement for any reason

Any cancellation fees for any course, conference or travel arrangements are the responsibility of the affiliate

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Functions Grant
The purpose of this grant is to assist C&S affiliates in the preparation of functions (ie balls, bbq’s etc) held whether on and off this University. It is not, at any time, the intention of this grant at any time to subsidise the entire cost of such functions
 
(a) The total function grant for any one C&S affiliate shall be limited to $10 per student per function or 75% of the total cost, whichever is higher up to a maximum of $1000

Conditions
All function grants shall be applied for at least two (2) weeks in advance of the event if within the academic semester. If outside of the academic semester within three (3) weeks of the following semester

Application Requirements
Affiliates are required to include in their applications for this grant the following information:

• The date, time and venue of the function
• Projected items of expenditure such as food, drink and other costs
• Projected items of income such as the expected student attendance, specifically the entrance fee for affiliate members, non-member students and others
• The current bank balance for the affiliate

Affiliates are required to submit a report to the executive within two (2) weeks of the event if within the academic semester. If outside of the academic semester, report must be submitted within three (3) weeks of the following semester. This report shall be accompanied by the following:

• Appropriate receipts
• An itemised statement of income and expenditure
• Attendance list including names and student enrolment numbers of those who attended the function

No other applications for grants under this area shall be considered by the Executive concerned until these have been recieved

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General Activist and Publicity Grant
The General activist and publicity grant includes;

(a) Up to 75% of the cost of publicity materials. Eg banners, posters, badges, production of T-shirts
(b) A maximum of $400 per annum for production of above publicity materials
(c) The total general activist and publicity grant for any one C&S affiliate shall be limited to $800.00 per annum

Conditions
Applications for the General activities and publicity grant must be made within one month of activity

Application Requirements
Applications must include receipts for all items being claimed and the affiliate clubs minutes authorising expenditure

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Orientation Activities Grant

(a) Includes $200.00 per affiliate

Conditions

• Only those affiliates who book a table with the Union office and attend the Clubs and Societies Orientation day at the beginning of the year are eligible for the Orientation Activities grant
• Clubs may only apply for the Orientation Activities Grant once they have handed in all the Affiliation paperwork.   To be eligible to apply, clubs must submit their affiliation paperwork by the deadline provided by the LTSU Office

Any unusual activities or social functions held during the orientation period, but separate to this grant, shall still be applied for through the normal methods and channels of the particular grant area concerned

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Special Contingency Grant
Includes two categories for different purposes they are A and B. The amount of the allocation in both categories shall be considered on their merits at the discretion of the Council or the Executive
(a) Includes anything that does not fail into any of the areas of grants aforementioned. Affiliates shall meet the following requirements in applying for such a grant if they consider it to be under this category
(b) Includes any extension of the stated limits in the aforementioned existing areas of grants in special circumstances. Affiliates shall meet the following requirements for applying for such an extension of limits

Conditions

• The application shall be applied for in advance but at least one (1) week before such an application might be required to be submitted to the Council for approval
• The Treasurer, or any other affiliate executive or similar authorised student member representative of the affiliate concerned shall attend the Council and or the GARC meeting when the application is to be discussed
• The Council or the GARC shall fix a time limit on which relevant reports shall be submitted to the GARC but at least no more than four (4) weeks from the approval of the grant allocation

Application Requirements
All reports required under category A are to be submitted to the GARC shall include at least the following information:

• Full details of income and expenditure
• Appropriate receipts
• A summary of activities

For Category (b) The application shall contain as much detail as possible, including the reasons why an extension of the present limits is required
The funding for any grant applied for under category B shall be allocated on the following guidelines:

• How predominantly the particular grant area is used by affiliates
• Why any exhaustion of the funds in the particular grant area is hindering the affiliate concerned from fulfilling its main aims and objectives as stated in its Constitution
• The period of time in the academic year
• The extent of any special contingency funding the affiliate concerned has already received
• The percentage of the total funds available to the Council that the affiliate concerned has already received
• The membership size and activities of the affiliate concerned
• Funding shall occur on the same criteria as for that particular grant area on which the limit is being extended
• The Treasurer or any other executive of the affiliate concerned shall attend the Council or the GARC when the application is to be discussed
• All requirements for the affiliate concerned in the existing particular grant area shall apply here
• No other applications for either special funding or any extension of the present grant limits shall be considered by the GARC from the affiliate concerned until the request for any appropriate reports or receipts or any other required documentation is met with

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LTSU-branded Club t-shirts grant
The purpose of this grant is to enable C&S Affiliates to purchase and print official LTSU-branded Club t-shirts for their members.
 
Conditions:

• The limit of the LTSU-branded t-shirt grant for any one Affiliate is $1050.
• An LTSU administration fee of $50 will be charged for each t-shirt order, and should be factored in to grant applications.
• The grant is for t-shirts to be printed by LTSU on behalf of Affiliates, using the LTSU printer.

Application requirements:

• Clubs must sign off on t-shirt expenditure in a club meeting and provide minutes of that meeting to the C&S Officer.
• Clubs must complete the LTSU t-shirt booking form and provide t-shirt image files to the C&S Officer.
• A member of an Affiliate’s executive team must sign off on the t-shirt invoice provided by the C&S Officer.

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