Application for Ear-Marked Student Activities Fund
HONG KONG BAPTIST UNIVERSITYOFFICE OF STUDENT AFFAIRS
Application for Ear-Marked Student Activities Fund
Purpose: / The purpose of financial subsidies is to support student programmes that are conducive to the enrichment of campus life and development of students.
Eligibility: / 1. Only group programmes organized by registered and other recognized student groups are eligible.
2. All participants of non-UGC funded courses will be excluded from the ear-marked student activities fund calculation formula of any unit cost subsidy. Special consideration may be given in exceptional cases.
3. A completed application MUST be submitted at least 6 weeks prior to the start of the programme. The outcome of application will be notified normally within two weeks upon receipt of the completed application.
4. All programmes MUST be recommended by the advisor from the respective student organization/ group.
5. No double subsidies will be granted within the Office of Student Affairs
Application Procedure: / 1. All sections of the application form must be completed except otherwise stated.
2. Application form must be submitted via the following URL : http://sa.hkbu.edu.hk/admin/emgrant/index.php.
3. Student Advisor’s recommendation form can be forwarded directly to the Office of Student Affairs via or submitted in hard copy with signature of respective Staff Advisor.
4. For academic societies of self-funded full-time undergraduate programmes (see Note 1), they should contact the Office of Student Affairs for further instructions on application.
5. For student organizations registered under the Students’ Union, the organizations should first apply funding subsidy from the Students’ Union. For details of the subsidy from the Students’ Union, please contact Students’ Union at 3411-7453 or visit Students’ Union.
Obligations / Programme Leaders of ALL SUCCESSFUL applications MUST, within two months upon completion of the programme, submit the following documents to SA:
1. A written descriptive and evaluative report (including the justifications on learning outcome(s) achieved from the perspective of the organizer) on each programme.
2. Achievements attained (e.g. awards, prizes) via the respective programme, if any.
3. A financial Statement with original supporting receipts, together with one copy of all publications of the programme including acknowledgment of support.
4. At least 6 photos showing different elements of the activity.
5. A completed PARTICIPANTS FORM, duly signed by all the participants, is required for Study Tour and Training Workshop. Participants are required to share their learning experience with the university community upon completion of the programme, in the form of exhibition, a sharing session, or a brief report with pictures written in HTML format uploaded to SA’s Web page or submitted in hard copy
6. An actual itinerary is needed for Study Tour.
7. At least one of the following two acknowledgements is to be included in the publicity material*. For example:
8. In English: " Sponsored by: Hong Kong Baptist University Student Activities Fund" /In Chinese: "本活動由香港浸會大學學生活動基金贊助"
*Including all printed materials such as banner, poster, booklet, brochure, leaflets, etc
Rules on Reimbursement of Subsidies
/ 1. Should any programme organizer fail to submit the required documents within two months after the completion of the programme, the grants will be FORFEITED.2. Any grant awarded towards a particular function of a named programme can ONLY be applied towards that function. The usage of the approved grant for other functions or programmes is NOT allowed.
3. The amount of approved grant is basically calculated according to the guidelines and formula applied to each type of programme and based on the expected expenditure.
4. The Director of Student Affairs reserves the right to adjust the amount of grant according to the availability of funds.
Funding Guidelines of Ear-Marked Student Activities Fund
1 Non-local Study Tour
1.1 up to 80% of cost or a maximum of $500 per person for the inter-city / inter-region / inter-country transportation
1.2 up to 80% of cost or $40 per person per day for lodging, whichever is lower.
1.3 up to 80% of cost or $50 per person per day for academic course / seminar fee
1.4 A ceiling of $1,000 per student or the requested amount, whichever is the lower.
1.5 additional 5% may be granted if tours are led by one or more teaching or administrative staff.
1.6 The itinerary of the tour should contain at least 50% of learning elements, for example: field works, academic visits, talks, seminar, conference or forums.
2 External Competition
2.1 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.
2.2 Exceptions could be considered at DSA's discretion for teams invited by the Office of Student Affairs to participate in external competitions.
3 External Exhibition / Public Performance or Activities
3.1 up to 80% of cost or a maximum $3,500 per activity for each society
3.2 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 basic $3,500 subsidy
4 Academic week / Academic Festival/ Activities week
4.1 up to 70% of cost or a maximum of $800 per A-week for all student organizations will be granted.
4.2 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.
4.3 up to $2,500 will be considered for additional performance and special expenses such as equipment rental fee.
4.4 Items such as food, beverages, helper costs, honorarium, souvenir, tutor / coach fees and course fees will NOT be subsidized.
4.5 Additional 10% of subsidies may be granted if the activities are attended by not less than 80% of its members.
5 Training Workshop
5.1 up to 50% of cost and a maximum of $3,000 per year will be granted to each society organizing training workshops.
5.2 Only honorarium will be subsidized. The speaker / coach should be experienced in a field which may not be available in HKBU.
5.3 The training programme should consist of a reasonable number of participants and a minimum duration of two hours.
5.4 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.
6 Sports Trainings/Practices
6.1 100% 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. The applications have to be made on or before 15 June for the rental subsidies incurred in every financial year from 1 July to 30 June. 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.
Additional Subsidies
7 Additional subsidies may be granted to activities which are jointly organized by different student organizations within HKBU (Study Tours are not included).
7.1 Additional 5% may be granted if activities are jointly organized by 2 or 3 student organizations
7.2 Additional 20% may be granted if activities are jointly organized by 4 student organizations or above.
8 Additional 10% of subsidy may be granted to activities which aim at promoting culture diversity and appreciation in nature on campus by an organizing committee which consists of a mix of local, and non-local students.
9 Additional 5% of subsidy may be granted if the report and display of the activity are well written and be selected to post at the BU e-share
10 Preference will be given to programmes:
10.1 which complement the University’s mission for Whole-Person Education,
10.2 promote the public image of the University,
10.3 which help to strengthen the sense of belonging to the University,
10.4 which are directly related to the objectives of the student organizations,
10.5 which are jointly organized by societies within a faculty/school,
10.6 results and observations of which will be shared with other students of the University,
10.7 which are creative, e.g. special function of the year or first attempt of organization, and
10.8 with students representing the University in inter-varsity competition or external events
11 The actual reimbursement will take into consideration of other subsidies / sponsorships which the respective student organization is able to obtain.
12 Others
12.1 The Director of Student Affairs reserves the right to approve an extra amount of fund to student organizations if the activity is proven to be beneficial to students at large or fulfilling the 10.1 to 10.3
12.2 The Director of Student Affairs reserves the right to amend guidelines at any time as appropriate. The said guidelines will be applied to programmes that are held on or after 1st July, 2012
Note
1. List of self-funded full-time undergraduate programmes
· Bachelor of Arts in Liberal and Cultural Studies
· Bachelor of Commerce (Honours) in Accountancy
· Bachelor of Commerce in Human Resources Management
· Bachelor of Commerce in Marketing
· Bachelor of Social Sciences (Honours) in Psychology
· Bachelor of Social Sciences in Integrated Communication Management
· Bachelor of Social Sciences in Sport and Recreation Leadership
· Bachelor of Tourism and Hospitality Management
(to be updated if necessary)
HONG KONG BAPTIST UNIVERSITY
OFFICE OF STUDENT AFFAIRS
Application for Ear-Marked Student Activities Fund
SECTION A (TO BE COMPLETED BY APPLICANT):
Programme Brief1.1 / Type of the Programme (please circle): / (Academic Week /Activities Week / Study Tour / External Exhibition / Annual Performance / Others)
For others, please specify: ______
1.2 / Name of the Programme: / In English:
In Chinese:
1.3 / Objective of the Programme / ______
1.4 / Date of the Programme: / From: / To:
1.5 / Number of Participants / a) Number of organizers:
b) Number of target participants :
1.6 / Expected Learning Outcome(s) for Student Participants
(Please choose at least 1) / Learning outcomes / Examples of elements of skills/knowledge/experience
to be acquired/attained
Citizenship / - to train students to be responsible citizens with an international outlook
- to provide students with experience in global engagement
- to develop students with a sense of ethics and civility
Knowledge / - to attain up-to-date/in-depth knowledge
- to achieve a broad range of cultural & general knowledge
Learning / - to develop students into independent & life-long learners
- to develop students with an open mind and an inquiring spirit
Skills / - to train students on information literacy & IT skills
- to develop students’ numerical and problem-solving skills
Creativity / - to develop students’ critical thinking and creativity
Communication / - to enhance students’ language skills (English, Chinese and Putonghua)
- to develop students’ ability in articulating ideas clearly and coherently
Teamwork / - to train students to be able to serve, lead and/or work in a team
1.7 / Declaration: / As a Programme Leader, I declare that the information given in this application form is true to the best of my knowledge. I will be in-charge of the whole programme and will be the contact person for all future matters relating to the programme.
Name: (English) / (Chinese):
Student No.: / Contact No.:
E-Mail address:
(Position in Student Organization) / (Name of Organization)
(Date on Application)
2 / Detail Budget With Breakdown
*Budget for Study Tour
Brief / Official Use Only
Duration: / days
# of UGC Participants:
Income
$ / Participants: / $
Other source of subsidy: / $
Total: $
Expenditure
1. Inter-city / inter-region / inter-country transportation / $
2. Lodging / $
3. Academic / Educational Fee / $
4. Others ______ / $
Total: $
Budget for A-Week / External Exhibition / Annual Performance / Others Activities
Brief / Official Use Only
Duration: / days
Income
Other source of subsidy:
Expenditure
1. Board Display / $
2. Promotion / $
3. Seminar preparation / $
4. Rental
4.1 Venue / $
4.2 Equipment / $
Surplus / Deficit / $
Total: $
3. / Amount Requested:
4. / Bank Account for Reimbursement: Name:______
(Student Organization Account Only) A/C #: ______
(Please submit the completed form (SectionA) to by using the HKBU student organization email. Section B could be submitted by the advisor separately. For application related to study tour, a detailed itinerary must be submitted together with this application form)
HONG KONG BAPTIST UNIVERSITY
OFFICE OF STUDENT AFFAIRS
Application for Ear-Marked Student Activities Fund
SECTION B . Recommendation Form
(TO BE COMPLETED BY STAFF ADVISOR):
Staff Advisor – All programmes MUST be recommended by the advisor from the respective student organization. (This part must be fully completed or else the application will be rejected)
Name of Advisor:
(Prof./Dr./Mr./Ms.) / Signature:Department/Office: / Contact No.:
Comments of Advisor:
The Staff Advisor (will/will Not) be accompanying the tour. (For study tour applications only)
I (recommend/do not recommend) this application to be granted.
Date: ______
The Staff Advisor is requested to complete this section and forward the completed form to or hand in hard copies to WLB 401, 6 weeks in advanced to the commencement of the programme.
Last updated: 2015/11/24 Page 3