Subject 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 subject 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 subject 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 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. E-form: https://elomake3.uta.fi/lomakkeet/20496/lomake.html
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)
- 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.
The link to the online subject association application form: https://elomake3.uta.fi/lomakkeet/20496/lomake.html
Template for the activity calendar: https://tamy.fi/media/activity_calendar2017.doc
Criteria for granting operational grants
The operational grant for subject associations consists of the basic grant allocated to all subject 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 subject associations on the seven sectors introduced below. The committee will evaluate the quality and quantity of the subject association’s activities according to these sectors and gives points based on the evaluation (criteria 2017 in Finnish: https://tamy.fi/media/ainejarjestojen-pisteytyskriteerit-2017.pdf). The activities evaluated include both the activities from the previous term and the planned activities for the new term.
- Membership register and the number of members (maximum 5 points)
Each association that has an up-to-date and regularly updated membership register gets one point. The lack of a membership register deducts one point, but only so that the association’s minimum score is one point. As for the number of members, points are given according to the table below:
When the association has
10-40 members = 1 point
41-100 members = 2 points
101-180 members = 3 points
181-280 members = 4 points
281 or more members = 5 points
If the number of members is not known, the association is seen as belonging to the smallest category. If the association has less than 10 members, it cannot receive an operational grant.
- Supervision of interests and academic affairs (maximum 25 points)
Points are given for actively participating in and influencing the planning of studies, for supervising the interests of students in the faculty and the degree programme, for communicating with the personnel and the administration, and for keeping up with current issues in the faculty and the University. Points are also given for regular communication with the student representatives of the University administration, for study-related cooperation with other subject associations and for organizing other activities that support studies (for example study groups and trips, events promoting studying, exchange studies and working life). Points are also given for informing the association’s members about matters related to education and the activities of the faculty and the degree programme. In addition, points are given for taking international students into consideration in the supervision of interests.
- Tutoring (maximum 10 points)
Points are given for systematic and diverse tutoring which takes the students’ different situations into consideration, in both peer and international tutoring. Points are also given for attending tutor training sessions and maintaining tutoring after the orientation week. NB! Your association cannot receive points for this section unless the association itself organizes the tutoring and has the main responsibility for resourcing tutoring. The criteria for international tutoring only apply to those associations which have international students, and those criteria must be met accordingly.
- Social policy matters and well-being (maximum 15 points)
Points are given for organizing events related to social issues, for promoting the members’ well-being and sports possibilities as well as for otherwise taking social issues into consideration in the association’s activities. Points are also given for taking equality and the environment into consideration in the activities. In addition, points are given for systematic and preventive activities, such as appointing persons in charge and making written plans as well as discussing well-being when planning any activities such as events and communication.
- Free-time activities (maximum 10 points)
Points are given for diverse free-time activities that promote the members’ well-being. Points are granted for emphasizing alcohol-free activities and low-threshold events, acknowledging different students in different situations of life (for example international students and students with families), and cooperating with other subject associations in relation to free-time activities.
- 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 subject association magazine/blog as well as for acknowledging international students in all communication. Moreover, points are given for active communication cooperation with Tamy.
- 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.
- Organizational continuity and improvement (maximum 5 points)
Points are given for efficiently transferring subject 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 in 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 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 will not 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 for submitting the documents can be granted for two months at the most for reasons pertaining to issues regarding 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 its 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.