Faculty association operational grant

Faculty association operational grant application

One of Tamy’s main tasks is supporting the associations working under it with annually distributed operational grants. The Executive Board decides on the grants based on the proposal of the Committee for Organizational Affairs.

The application period for the faculty associations’ operational grants opens on Friday 8 December 2017 and ends on Friday 2 March 2018 at 4 p.m. The annual report, the profit and loss statement and the balance sheet approved in the association meeting must be sent via email to the Specialist in Communication and Organizational Affairs no later than Friday 30 March 2018 at 4 p.m., if the association has only sent preliminary versions of the aforementioned documents together with their operational grant application. Tamy’s Executive Board will make a decision on the faculty associations’ operational grants for the year 2018 by Friday 20 April 2018.

Operational grant application instructions

The operation grant application includes a questionnaire about the association’s activities and all necessary attachments. Read the instructions carefully.

The application and attached documents

The operational grant application includes:

  • an online form (In Finnish) including all the basic information of the association, as well as a questionnaire about the association’s previous activities in and its plans for next year. The form can be found on the Finnish website.

The attachments needed for the operational grant application:

  • annual report of the previous term
  • activity calendar of the previous year (a template is available on Tamy’s website: https://tamy.fi/en/associations/forms-for-associations)
  • financial statement’s profit and loss statement and balance sheet for the previous accounting period
  • strategy for the term at issue
  • budget for the accounting period at issue

If the association’s term is not same as the calendar year, the documents of the previous accounting period or the accounting period at issue are attached in the application. All associations must provide an activity calendar for the previous calendar year, based on the Tamy template.

At the very least, preliminary drafts or estimates of the annual report, the profit and loss statement and the balance sheet must be provided. Please remember to state in your application form if the attached documents have not yet been approved in you association’s board meeting.

The documents are delivered in PDF format.

Template for the activity calendar: https://tamy.fi/en/associations/forms-for-associations

Criteria for granting operational grants

The faculty associations’ operational grant is similar to that of subject associations, consisting of the basic grant allocated to all associations and the supplementary allowance granted on the basis of evaluating and scoring the association’s activities.

The Committee for Organizational Affairs, which is responsible for handling the operational grants, will review the activities of faculty associations on the five sectors introduced below. The committee will evaluate the quality and quantity of the association’s activities according to these sectors and gives points based on the evaluation (criteria 2017 in Finnish https://tamy.fi/media/tiedekuntayksikkojarjestojen-pisteytyskriteerit-2017.pdf). The activities evaluated are both the activities from the previous term and the planned activities for the new term.

Scoring sectors

  1. Supervision of interests (maximum 21 points)

Points are given for supervising the interests of students in the faculty and the degree programme, for communicating with the personnel and the administration, for keeping up with current issues related to the faculty and the University, as well as for actively participating in and influencing the planning of studies. Points are also given for being active in the election process of student representatives and for regularly communicating with them. Additionally, points are given for equally taking the faculty’s subject associations and clubs into consideration, for actively involving them, and for taking the international students into consideration in all supervision of interests.

  1. Communality and other activities (maximum 10 points)

Points are given for taking all member associations into consideration and for improving communality in the faculty (e.g. by introducing different practices and organizing low-threshold events that are open to members of the member associations). Points are also given for taking equality and environmental issues into consideration in the activities.

  1. Communication (maximum 12 points)

Points are given for well-organized communication that reaches its target group and pays attention to equality and for effective use of communication channels. Points are given for an up-to-date website and a faculty magazine/blog, and for acknowledging international students in the communication. Moreover, points are given for active communication cooperation with Tamy.

  1. Finances (maximum 5 points)

Points are given for diverse fund-raising and sensible practices in the management and planning of finances. Points are also given for the informativity of the budget and the profit and loss account and for clearly linking them to the strategy and the annual report.

  1. Organizational continuity and development (maximum 5 points)

Points are given for efficiently transferring association information and actively gathering and utilizing member feedback. Points are also given for participating in association trainings and for having a clear strategy and annual report.

Sanctions for late application submission

The online application form closes at the end of the application period on 2 March 2018 at 4 p.m. If your association misses this deadline, please inform the Specialist for Organizational Affairs immediately, no later than Friday 9 March 2018, and ask for a direct link to an open application form.

Missing the operational grant application deadline (the operational grant application includes the online form questionnaire and all required attachments) by a maximum of one week reduces the sum of the basic grant by 20 percent. If the application or an attachment is sent over a week, but no more than two weeks, late, the reduction will be 50 percent. If the application or its attachment is submitted more than two weeks late of the due date, or if the association fails to ask for a link to an open online form by 9 March 2018, the application won’t be processed and no operational grant will be granted.

If the documents approved in the association meeting cannot be approved by the due date according to the association’s rules or because of some other justifiable reason, the association needs to inform the Specialist in Organizational Affairs of the delay and its reasons by 30 March 2018 at the latest. An extension to the deadline of submitting the documents can be granted for two months at the most for reasons pertaining to issues related to the association’s rules or financial statement.  If the specialist is not notified of the delay regarding the approved association documents, the basic grant will be reduced by 50 percent. The operational grant will not be paid until Tamy has received the application and all the attachments.

Sanctions for the misuse of an operational grant

An operational grant may, if Tamy’s Executive Board so decides, be withdrawn in full or in part from the beneficiary, if the grant is used for some other purpose than for that stated in the application, or if the applicant has supplied Tamy incorrect information or otherwise misled the Student Union. Before the grant is ordered to be returned or a waiting period is imposed, Tamy requests the association under suspicion for an account on the matter. As a sanction, Tamy may also decide not to award any grants to the association in question in the year following the misuse.

In cases of a serious misuse, Tamy’s Executive Board has the right to have the grant beneficiary’s all activities and spending reviewed by an auditor, for which purpose the beneficiary is obliged to present all relevant documents and to assist in auditing them.

For more information, contact the Specialist in Organizational Affairs.

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