- PURPOSE
1.1. Some students are involved in pursuits at a high level of achievement and/or community engagement, and are not otherwise eligible for support or funding from the WSU. This could be as an individual or as a small group. These activities may provide students with the opportunity to develop leadership, organisational, critical thinking, communication, or other important life skills, or could lead to post-study career avenues.
1.2. The WSU may provide funding to sponsor or support these students, or otherwise assist in their activities.
1.2. This policy outlines the process and procedures required for the approval by the WSU for funding requests.
- GENERAL PRINCIPLES
3.1. Applications must be made on the required forms and may not be processed without all
the relevant information.
3.2. A funding application should include:
3.2.1. A detailed proposal that outlines the reason/event and/or opportunity the
applicant wishes to uptake.
3.2.2. The person’s involvement in the University community and how this will impact
themselves as a student of Te Whare Wānanga o Waikato.
3.2.3. A budget breakdown and any other alternative avenues of funding the individual
has sought, pursued, considered or obtained.
3.2.4. Supporting documents deemed appropriate.
3.3. Grant applications must be future focused and not retrospective.
3.4. When evaluating a funding proposal, the WSU Board and/or its delegates will assess the
proposal based on criteria such as the project’s alignment with WSU’s mission, anticipated
impact on the student community, and fiscal responsibility.
3.5. The WSU Board and/or its delegates may conduct due diligence, including interviews with
applicants and verifying budget details.
- APPLICATION TIMEFRAME
4.1. A minimum of three (3) funding rounds will be allocated each year by the WSU. These will
be roughly evenly spaced and held during academic term time in both A and B Trimesters.
4.2. Other than in exceptional circumstances, all funding applications must meet the published
submission deadlines, and must be submitted at least fourteen (14) days before the
proposed event or project.
4.3. WSU may approve funding requests with conditions or restrictions, which must be met by
the requesting organisation.
- CRITERIA FOR APPLICATIONS
5.1. Individual applicants must provide a letter of selection for the event or activity that they are attending when submitting an application for a grant.
5.2. Individuals can only receive one grant per calendar year.
5.3. Grants will only be awarded to students who:
5.3.1. Are currently enrolled at the University of Waikato; and
5.3.2. Have been selected to attend an event; or
5.3.3. Have been selected to represent their region or New Zealand at an event; or
5.4.4. Can demonstrate their attendance at an event or activity will benefit the Student Body and/or wider university community.
5.4. Other than in exceptional circumstances, individual grants cannot cover:
5.4.1. Food or alcohol;
5.4.2. Volunteers’ holidays, international volunteer work trips, or university exchanges.
5.4.3. Political or commercial merchandise for registered political parties. This includes but is not limited to: event hire costs, political poster/flyer printing, and administration costs;
5.4.4. University and Tertiary Sport New Zealand (UTSNZ) Events; and
5.4.5. Any retrospective projects, events, or activities.
5.5. Other than in exceptional circumstances, grants will not exceed a maximum of $1,000
per application.
- DISBURSEMENT AND ACCOUNTABILITY
6.1. Approved funds shall be disbursed as per the terms and conditions outlined in section 4 of this funding policy.
6.2. Those whom are successful must sign a contract that stipulates:
6.2.1. The amount awarded.
6.2.2. An acknowledgement that the successful applicant will provide a report outlining the impact and outcomes of the use of their grant. This must also include photo and/or video documentation if possible.
6.3. WSU reserves the right to audit the use of funds to ensure compliance with the approved
budget.
- CONFLICTS OF INTEREST
7.1. WSU Board members and staff are not eligible to apply for this grant.
- RECORDKEEPING
8.1. All funding requests, approvals, and related correspondence shall be documented, filed, and maintained by WSU for audit and reference purposes.
- REVIEW AND AMENDMENTS
9.1. A review for this policy shall take place every 3 years and be updated, if needed, to reflect the changing circumstances and requirements of the WSU and the student body.
- COMPLIANCE WITH LAW AND REGULATIONS
10.1. WSU shall ensure that all funding approval processes comply with applicable laws and regulations.