How to apply
Please ensure you read the following guidelines carefully before applying.
Complete an application and gain authorisation as required. Please ensure you follow the correct authorisation procedure as outlined below. A completed budget should be submitted with your application.
- Deadline for submission of applications for authorisation: 5pm Friday 15 November 2013
- Deadline for submission of applications to the Alumni & Development Office: 5pm Monday 25 November 2013
Department/Faculty, College or LUSU applications only:
Please ensure you submit your application by 5pm on Friday 15 November at the latest to the relevant contact for approval and prioritisation as below.
- Department/Faculty Applications: All department applications need to be approved, signed and prioritised by the relevant Faculty Dean prior to submission to the Friends Programme. The Dean is asked to then forward the applications to the Alumni and Development Office. Each faculty will be limited to five applications per round of funding. In the case of more than five applications being submitted to a Dean, the Dean should forward the top five applications for consideration, according to the Faculty’s priorities for funding.
- College Applications: Each college is limited to one application per round of funding. All college applications are to be prioritised at a College Principals’ meeting prior to the deadline date. The Chair of the meeting is asked to then forward the applications to the Alumni & Development Office.
- LUSU Applications: All LUSU applications (e.g. an application from a student sports group, society or JCR) need to be approved and signed by both the LUSU General Manager and LUSU General Secretary. The LUSU General Manager is asked to then forward the applications to the Alumni & Development Office. LUSU holds a meeting prior to the application deadline date to prioritise applications. In the case of more than five applications being submitted to LUSU, the top five applications for consideration will be forwarded, according to LUSU’s priorities for funding.
Following authorisation, your Faculty Dean, College Principals’ Chair or LUSU General Manager will forward your application to the Alumni & Development Office for the 25 November deadline.
Please forward to the Alumni & Development Office by 5pm on Monday 25 November 2013.
What types of project will be considered for funding?
When funds are raised donors are asked to support by donating money in an unrestricted way so it may be used at the University’s discretion on areas where need is greatest.
Therefore, the Disbursement Committee considers applications and gives funds according to the greatest need and can demonstrate high priority within the University’s strategic plan.
At each round of funding it is also expected that certain activities should be funded to fulfill donors’ intentions at point of making a gift. Many donors are motivated by the sense of “giving back” to their university. Often they want to support their own department, college, student club etc. To ensure that these interests are reflected and we are able to report on spend within these areas it is expected at each disbursement that a proportion of grants made should cover the following activities:
- Projects working to improve the student experience, such as funding for student clubs and societies.
- College-based projects.
- Projects working to increase academic resources and excellence, including, for example, books, equipment, incentives to attract and keep the best research students etc.
Please consider that if you are applying for furniture, fixtures or fittings it should be co-ordinated with Estate Management in terms of strategic planning. If this is the case, please indicate that the relevant discussions have taken place within the application.
Please note that leverage, in the form of evidence of additional funding from external sources, is welcomed.
In addition, preference will be given to projects or activities that:
- Offer the widest possible benefit, i.e. to the University as a whole or to a large constituency within the University.
- Meet a clearly expressed student, academic or overall university need/policy.
- Enhance the University’s activities and/or reputation more widely.
- Offer long-term benefit or added value. Pump-priming grant applications are welcomed.
- Require one-off funding. We also welcome projects by PhD students which will leverage their research activities. See this previous successful example by a PhD student in 2012 'So you want to be an environmental scientist?'
- Are considered to be of interest to the donors in terms of reporting back on how their donations have been spent. (When you make your application, please bear in mind that the grant money available is money donated by individuals to the University, as explained above. We have a commitment to report back to our donors to inform them how their money has been spent. To this end, the Friends Programme Disbursement Committee will discuss the appeal and interest of each application to the donor base in the decision-making process.)
What types of project will not be considered for funding?
- Research projects eligible for grants from standard research grant sources.
- Research projects which have not been submitted for other sources of funding.
- Retrospective funding will not be considered.
- Applications from individuals (academic or student) seeking support for tuition, other course fees, personal maintenance costs, or for replacement staff costs for sabbatical or other leave.
- Projects requiring recurrent funding (including salaries and subscriptions) will only be funded for one year and will not be considered unless other funds are available to meet the recurrent costs after year one.
- Projects requiring part-funding will only be considered if it is demonstrated that the rest of the project funds are available or very likely to be secured.
- Projects requesting funding for teaching that would usually be covered via course fees.
- Please note that any costs for catering included in an application cannot usually be covered (some exceptions may be made, for example, if catering cannot be covered by means such as conference/symposium fees etc).
- Applications for hardship funds. The Friends Programme is committed on an ongoing basis to support the central hardship fund administered by Student Services and makes 20% of funds raised available for this purpose each year.
What size of grant is available?
The Board will award grants of up to £10,000. Under exceptional circumstances larger grants may be made at the Board’s discretion. Most grants awarded will be between £2,000 - £5,000. In the past the grants awarded have ranged from £300 up to the maximum grant of £10,000. The number of projects funded will be determined by the funds available at the time of the meeting.
- Please ensure you provide a clearly explained budget with your application
- Not all funding may be given for travel and accommodation
Examples of grants made
Please refer to the list of grants that have been made by the Disbursement Committee in the past. The list provides a good indication of the types of project that receive funding.
Can I get help with my application?
Yes, members of the Alumni and Development team are able to give you feedback on your application, giving you the opportunity to make amendments to your bid before the deadlines in November.
If you wish to get feedback on your application prior to submission you must contact one of the following contacts by Friday 8th November 2013:
Rachel Binley, 01524 594897
Rachel Newbury, 01524 592904
How will I know if my application has been successful?
You will be advised of the outcome of your application by email or post by no later than Friday 10 January 2014.
What follow-up activity is required for successful applications?
After notification of a grant award you will need to supply the Alumni & Development Office with the relevant details for the payment arrangements (e.g. providing a University finance code for the payment of the grant). Grants that are not committed within 6 months of an award being made will no longer be available unless a prior arrangement has been made with the Alumni and Development Office.
On occasion the Friends Programme Disbursement Committee may request that certain conditions are met before the grant is made.
A requirement of the process for all applicants is to provide a report for the Friends Programme Disbursement Committee on progress of the project and confirmation of how the grant has been spent. Reports for successful applications in December 2013 will be required within 6 months of the grant being made.
Failure to provide a report and failure to meet any conditions the grant has been made under may preclude any subsequent grants to the grant holder, and to any collaborators/co-grant holders.