Club Funding
Club Funding applications are now open. Please see the bottom of this page for the deadlines.
Club funding applications are open during 3 windows All registered Clubs and Associations can apply for club funding, and have been operating as a registered club for at least one year. It is recommended that every club read the POL-GEN 15 before applying. It will help you better understand the procedures and the rules behind our club process.
Steps to receive funding:
1. Get a Club Bank Account
A club must have a bank account under the club’s name to be able to receive funds. The bank account can be created at any bank and can be any type of account. If you require assistance in getting a bank account visit cvuo.ca/clubs-portal/club-banking.
2. Make a Budget
You will be required to submit an overall budget for your club alongside your application, but making a budget ahead of time will help you better understand how much money you need from club funding and for what items. Consider using our available template to draft your budgets if you are making one from scratch. This template would be for your internal use as the funding portal will require you to put in your revenues and expenses directly into it.
3. Submit Your Application
Applications open on predetermined dates and are all available on the POL-GEN 3. You can apply with the link provided above. For your application, you will need to submit your club information, club budget, a void cheque, and a list of all the events and items you are requesting money for. Still confused? Watch the club funding workshop here.
4. Confirm Receival of Funds
If your club is approved for funds, the UOSU Finance Department will directly transfer your funds to your bank account within a few weeks of your approval. When you receive your funds, you can let us know and if you don’t receive them by the specified date, we can figure out what went wrong (things go wrong often).
5. Submit Budget Amendments (Optional)
If your plan changes throughout the year on what you want to spend money on, you can always submit a Budget Amendment. Clubs can request new items or change the cost of items, but can’t request more money through a budget amendment. And clubs are also required to wait for their amendment to be approved before going ahead and spending their money on something they were not approved for.
6. Submit Receipts & Attendees List
Clubs are required to provide proof of purchase for all the items they bought using club funding. Clubs are also required to provide an attendees list of all the events they were approved for. Receipts are collected for every semester's spending.
Receipts can be submitted by preparing a PDF of all the receipts with a number label and then matching each item on the “Main Application” Excel sheet with the corresponding label.
7. Refund Unused Funds
If you have not used all of the funds provided to you, your club will be required to return them to UOSU via e-transfer. This can be done after your receipts have been audited.
Commonly Asked Questions
What is basic funding?
Basic funding is funding used to support the general operations of the club! You can include requests for expenses you’ve already made and any that you expect within the current academic year. Basic funding goes up to a maximum of 500 dollars per year.
Some examples of basic funding include but are not limited too:
1. Website costs.
2. Banking fees.
3. Stationaries, Banners, Tablecloths, and signs.
4. Health and Safety costs: first aid kits and training expenses.
What are the grants?
There are six grants available for funding for the academic year. All funds provided by the UOSU must be used in accordance with the terms and conditions agreed upon when a grant application is approved.
Social Athletic and Academic Event Grant: covers expenses associated with hosting social, athletic, or academic events in the given academic year. This grant may cover up to 75% of the costs associated with organizing an event, up to 3,000 CAD.
Sustainability Initiative Grant: covers expenses that aim to further sustainability goals across campus. Provides support for activities, activism, projects, and initiatives to advance sustainability at the University of Ottawa. This grant may cover up to 75% of the costs associated with organizing an initiative, up to 1,500 CAD.
Conferences & Travel Grant: covers expenses associated with travel and getting club members and/or equipment to and from official events and conferences where they are representing the club in a professional context. This grant may cover up to 50% of the costs associated with sending club representatives to an event, up to 1,000 CAD.
Equity & Accessibility Initiatives Grant: covers expenses associated with initiatives and events promoting and advancing the goals of equity, diversity, inclusion, and accessibility on campus. This grant may cover up to 75% of the costs associated with sending club representatives to an event, up to 2,000 CAD.
Arts & Music Grant: covers expenses associated with visual and performing arts. This grant may cover up to 75% of the costs associated with executing an initiative, up to 1,500 CAD.
Mental Health Grant: covers expenses associated with initiatives and events that promote and advance the goals of equity, diversity, and accessibility on campus. This grant may cover up to 75% of the costs associated with executing an initiative, up to 2,000 CAD.
Approval Criteria
Criteria includes but is not limited to:
A complete and punctual application.
Clubs with consistent history of financial responsibility and record-keeping, Operational efficiency when managing funds provided by the UOSU.
Bilingual events, programs, or services
Sustainable events, programs, or services
Accessible events, programs, or services
Inclusive events, programs, or services
3 Quotes for items over 1000$
Calendar for the 2023-2024 Club Funding Cycles
Clubs may apply for funding in the following windows as of May 2023:
July 1st to July 31st
October 1st to October 31st
February 1st to February 31st
If you have any more questions feel free to contact president@cvuo.ca