Clubs Funding

Funding is allocated by the Clubs Committee on the recommendation of the Vice-President, Student Life in accordance with the criteria outlined in the Clubs Policy

The UTSU is currently reviewing its funding process, and more information will be provided on this page soon. Please contact Neeharika Hemrajani, Vice-President Student Life, at vpstudentlife@utsu.ca if you have any questions or concerns.

Funding Process

Funding shall be allocated by the Clubs Committee on the recommendation of the Vice-President, Student Life.

There shall be 4 funding application periods for clubs:

  1. Summer Funding
  2. Year-Long Funding – 15 October – 15 December
  3. Fall Funding – 15 October – 22 November
  4. Winter Funding – 15 February – 15 March

There will be an outline for two (2) different funding streams. For clubs that have not finalized proposed event plans for the full academic year (September 1st – April 30th), we require applications for semesterly funding options (Fall Funding/ Winter Funding).

Only clubs that have been successfully recognized by the UTSU for the current year may apply for Clubs Funding. Applications must include a description of all planned programming, the cost of each item of planned programming, and all projected revenue and expenses.

Applications for Year-Long funding submitted after 15 December shall not be considered.

Applications for Fall Semester Funding submitted after 22 November shall not be considered.

Applications for Winter Semester Funding submitted after 15 March shall not be considered.

The Clubs Committee shall review applications for funding as they are received, such that all funding decisions for Year-Long Funding are made by 31 January.
The Clubs Committee shall review applications for funding as they are received, such that all funding decisions for Fall Funding are made by 31 January.  The Clubs Committee shall review applications for funding as they are received, such that all funding decisions for Winter Funding are made by 31 March.

Conditional Funding – Semestered Funding

Clubs that applied for Semestered Funding will be allocated their full amount for the Fall semester by 15 January given that the club submits all of their original recipes (in one PDF file) for Fall semester events by 31 December.

If a club fails to submit proof of expenses/receipts according to the 31 December deadline, the club will not be eligible to apply for Winter Semester funding.

Year-Long Funding

When the clubs are allocated their funds, 50% of the allocation will be dispersed immediately. The rest of the allocation will depend on the successful submission of proof of expenses/receipts of club expenses. All original receipts/club expenses must be submitted by 1 April. All expenses must follow the club’s funding guidelines.

Semester Funding

Successful clubs funding applicants for semester funding will receive their funding in full only if all club expenses are successfully submitted by the outlined deadlines.

Fall deadline: 31 December
Winter deadline: 1 April

Funding Structure

The clubs funding structure is as follows:

This is an internal practice that is followed by the Clubs Committee when determining allocation for clubs funding, it is as follows:

Clubs which fall under Tier 1 funding are eligible for up to $1000 in clubs funding if their club expenses follow the funding guidelines and criteria outlined in the Clubs Policy.

Clubs which fall under Tier 2 funding are eligible for up to $1001 – $4000 in clubs funding if their club expenses follow the funding guidelines and criteria outlined in the Clubs Policy.

Clubs which fall under Tier 3 funding are eligible for up to $4001 – $9000 in clubs funding if their club expenses follow the funding guidelines and criteria outlined in the Clubs Policy.

All funding applications will be brought to the Clubs Committee and the funding shall be approved by the Clubs Committee, on the recommendation of the Vice-President, Student Life.

Funding Guidelines

The Clubs Committee shall allocate funding on the basis of merit, subject to the following considerations and restrictions:

  1. No club may  receive more than $9000 in a given recognition period, including summer.
  2. Clubs must rely on non-Union funding sources for at least 50% of their total expense for any funding application’s operating budget.
  3. In order to be eligible for funding, a club must have completed at least one (1) Club Executive Training Module within the current Recognition Period.
  4. Preference shall be given to:
    1. Clubs with proven records of financial responsibility and operational efficiency; and/or
    2. Clubs with large memberships; and/or
    3. Clubs whose programming serves many students; and/or
    4. Clubs whose programming serves the needs of marginalized students; and/or
    5. Clubs whose programming is unique; and/or
    6. Clubs whose programming allows for collaboration with other clubs and campus groups.
  5. When considering a club’s projected expenses, the Clubs Committee shall exclude:
    1. The cost of alcohol; and
    2. The cost of individual compensation; and
    3. The cost of customized club materials, including clothing and business cards; and 
    4. Capital expenses, including electronics and furniture; and
    5. The cost of clubs transportation costs;
    6. The cost of clubs executive/leadership retreats
  6. Student societies and service groups may not receive UTSU funding. “Student Societies” are often called “student government”,” student unions” or” student councils”. They are supported by student fees, and students automatically become members based on where they are registered at the university.
  7. Engineering clubs may not receive UTSU funding. “Engineering club” means a club:
    1. In which more than 50% of members are members of the Engineering; and
    2. Whose primary purpose is to serve the needs and/or interests of members of the Engineering Society

As of May 1st, 2020, all clubs which request funding for the next Recognition Period are required to provide a detailed Financial Summary which includes all club revenue and expenses.

Summer Funding

Summer funding shall be allocated by the Clubs Committee on the recommendation of the Vice-President, Student life. The Clubs Committee shall allocate summer funding on the basis of merit, subject to the consideration and restrictions listed above. Summer funding may not exceed $400.

Clubs may apply for summer funding no earlier than 15 May and no later than 15 July. Applications must include a description of all planned summer programming, the cost of each item of planned summer programming, and all projected summer revenue. Applications submitted after 15 July shall not be considered.

The Clubs Committee shall review applications for summer funding as they are received, such that all funding decisions are made by 31 July.

Summer funding shall be issued as soon as the total summer funding allocation is approved by the Clubs Committee.