SSAF Student Experience Initiative Grant

Applications will be assessed by the SSAF Consultative Committee, made up of student and staff representatives. The panel will allocate funds according to how applications address one or more of the government-prescribed purposes for the proceeds of SSAF as well as the ranking criteria outlined below.

Essential criteria

SSAF legislation dictates that any SSAF funded activity must contribute to the student experience in one or more of the following ways:

• providing food or drink to students on campus
• supporting a sporting or other recreational activity by students
• supporting the administration of a club most of whose members are students
• caring for children of students
• providing legal services to students
• promoting the health or welfare of students
• helping students secure accommodation
• helping students obtain employment or advice on careers
• helping students with their financial affairs
• helping students obtain insurance against personal accidents
• supporting debating by students
• providing libraries and reading rooms (other than those provided for academic purposes) for students
• supporting an artistic activity by students
• supporting the production and dissemination to students of media whose content is provided by students
• helping students develop skills for study, by means other than undertaking courses of study in which they are enrolled
• advising on matters arising under Victoria University’s rules
• advocating students’ interests in matters arising under Victoria University’s rules
• giving students information to help them in their orientation
• helping meet the specific needs of overseas students relating to their welfare, accommodation and employment.

Ranking criteria

• reach and impact: demonstrated benefit to a broad population of students
• collaboration: demonstrated project outcome of forming a community of practice involving students and staff from across VU
• diversity: benefits of participation for diverse groups of students and staff (gender, sexuality, cultural, age)

When to apply

There are two rounds of grant applications:

• First round: in the first week of higher education (HE) Semester 1
• Second round: in the first week of HE Semester 2.

Make sure you apply for a grant when you have time to complete your project. It must be completed and reported on in the calendar year in which the grant is awarded. Your project can't carry over into the next year.

Review process

After the application round closes:

• the SSAF Consultative Committee meets to evaluate applications and allocate grants
• applicants are advised of their outcome via email
• unsuccessful applicants are given feedback on their applications
• successful applications are published on the VU website.

• Two weeks later:
  • funds are transferred to successful applicants.

Successful grant applications

Now the exciting part begins – you get to put your grant money to use. You will also gain experience creating marketing material and writing reports.

Brand and media

If your project is funded, you need to use the SSAF logo on any public communications or marketing material.

VU may photograph or film parts of your project. You may request for particular aspects of your project to be documented. The rights to this media reside with VU.

Reporting on your project

If you are awarded a substantial grant, you will need to provide:

• monthly progress reports
• an outcome report at the end of project/semester.

You may be required to attend a SSAF Consultative Committee meeting to present your project to the members.

As well as the project evaluation detailed in your application form, your project will be evaluated through student satisfaction surveys.

Completing your project

By the end of the semester the beneficiaries of the grant (you/your team) must submit an outcome report via email to ssaf@vu.edu.au. If this isn’t completed, 100% of the funds must be returned.

Paying back funds

If your project is not completed or only partially completed you will need to pay back the funds:

• only partially completed, a portion of the funds must be returned, by negotiation.
• cancelled, 100% of the funds must be returned.

1. Reporting:
   • Awardees are asked to submit bi-monthly progress reports to the SSAF Consultative Committee meeting and may be invited to speak at SSAF Consultative Committee meetings regarding the project.
   • A final acquittal report in a prescribed format is due by 1 December in the year the grant is awarded. Failure to submit this will require you to return 100% of the granted funds.
   • If the project is only partially completed, a portion of the funds must be returned, by negotiation.
   • If the project is cancelled, 100% of the granted funds must be returned.
2. Brand: If you are awarded a grant, it is your responsibility to ensure the SSAF logo is included in any public communications or marketing material.
3. Media: VU may document parts of your project photographically or in film. You may request for particular aspects of your project to be documented. Rights to this media reside with VU.