Core (Grant) Funding allocation policies for clubs and societies
The basis of the allocation of club and society funding is taken within the context of the Union’s
overall budget and is limited to the funding we have available each year. This means we cannot fund
all requests and apply criteria to ensure transparency and fairness across all UCLU clubs and
societies
All funding allocations are based on funding up to a maximum of 30 members per club or society,
above this number we cannot guarantee funding and expect levels of membership income to
support club and society activity
Part of the basis of the calculation for the allocation of funds to clubs/societies is the judgement as
to what is a ‘reasonable level of activity’ against the clubs constitution and core objectives.
Please note that large non grant balances, spent against non core activity(e.g. parties), when union
funding is still required or additionally asked for to meet core activity, will be considered against
your application for grant the following year.
Criteria for determining level of activity:
o
level of proposed activity and recent previous activity
o
membership numbers and level of expected individual member contribution
o
relationship between constitution of club/society and application for funds
o
profile of activity within the Union/college and beyond.
Members’ Contributions: The level of expected member contribution is a minimum of 30% of your
total income i.e. if you are awarded a grant of £700, you would be expected to raise at least £300 in
membership income, making your total income £1000. You will be notified by Finance Committee if
you are required to raise your membership income(probably by raised membership fees), based on
the amount of grant you are awarded.
Current and Planned Activity: ensure that you demonstrate the type and range of activities your
club/society has carried out this academic year and how often you carry out these activities. We
also want to know if this activity is one of your core objectives outlined in your club/society
constitution. Please also include any additional activity that you are planning for next academic year
and note any activity that you do not plan to repeat/continue in the coming year.
Additional Grant: Is grant we keep back each year that can be applied for throughout the academic
year by any club/society. Each club or society can apply as many times as they like, but will only be
awarded a maximum of two times each academic year.We will ask you to justify any non grant funds
you are holding(for core activity) before we allocate you further funds to ensure funding is spent
where it is most needed.
Core Activity: any costs that do not clearly fall within a club/society’s stated core aims (as stated in
their constitution) may not be funded or may only be partially funded.
Sports Club Coaching is currently funded at a limit of 2 hours coaching per week x 20 weeks x £30/hr
for 1st and 2nd team only. Additional coaching requirements should be funded from non grant
account or negotiated with the Sports Development Coordinator.
Sports Club Facilities are funded up to a maximum of 2 hours per week x 20 weeks x for 1st and 2nd
team only. Again, further funding may be available by negotiation with the Sports Development
Coordinator.
Administration: £25 was the standard grant awarded, including Welcome Fair publicity grant,
however due to the low value of this grant and lack of general use, it will not be awarded this year.
Societies can access additional funding by applying for additional grant or development funding.
Speakers: A maximum of £100 is awarded to contribute towards the costs of each speaker to a
maximum of 3 speakers per society per term and only if a core activity.
Website hosting: Grant funding is not provided to pay for hosting sites externally.
Conference attendance and delegate fees: is funded at a maximum of 50% of total costs, the
remaining cost should be funded through the non-grant account or by the individuals attending.
Facility hire: is not normally grant funded for societies as college and union rooms are available to
book for free. However in light of significant space loss due to refurbishment at UCL over the next
few years UCLU will be looking at funding applications from clubs and societies who have significant
difficulties carrying out their activity due to these ongoing works
AV Hire: Any Audio Visual equipment you require for meetings should be budgeted for. Please note
we will only fund this if it forms part of your core activity. Additional Activity using AV will not be
funded and you will be expected to fund this through your non-grant account. Please note UCLU
pays UCL a fixed fee to cover all Club and Soiety AV use in their rooms each year.
Food, drink, catering, social events, trips and parties: Should be covered by your non grant and
cannot be grant funded. These should be a secondary consideration until your core activity has been
provided from your available funds.
Society sport: No funding is awarded to societies for any sports related costs. Funding is only
allocated to Sports Clubs.
Phone bills: grant funding is not allocated for reclaiming phone calls.
Insurance and qualifications: for instructors of physical activity cannot be grant funded and should
be paid by the instructors or from non grant income.
Personal insurance: for overseas trip should be funded by individuals attending.
Sports Kit: Each team will already have a supply of kit from the preceeding year. Replacements and
additional kit will only be grant funded as part of the UCLU Sports Kit Fund. Contact the Sports
Development Coordinator to find out more
Theatre Production Grants: No longer given as grants but underwrites will be awarded as required.
Cashiering: for events will only be provided at a cost to the club/society. This must be budgeted for
and will need to come from the non-grant account.
Clarity: if applications or comments are unclear or there is a lack of information provided in the
application funding may be withheld.
Friendly matches: grant funding is not awarded for any friendly sports matches.
Prizes: grant funding will not be provided for prizes or trophies.