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Clubs and Societies

Grants

Grants

Grants

Each year OUSA sets aside funding for specified projects, expenses, and events of affiliated clubs and societies. We also have designated funds for individual students who have been selected for particular events and competitions.  While there is a "ceiling" and conditions on those funds it is a helping hand to facilitate the overall operations of our clubs (and aid individuals with specific endeavours).

The Application Process

  • Read the current OUSA Grants Policy.
  • Scan over historical grants to gauge what kinds of grants have been awarded and to what degree.
  • Familiarise yourself with "good application" examples.
    • Otago Varsity Woman's Basketball Club - Playing Uniform - click here to view application
    • Otago Samoan Students Association - Conference - click here to view application
    • Otago University Cambodian Club - Pull Up Banner - click here to view application
    • Otago Malaysian Students Association - Cultural Show Case - click here to view application
  • IN ADVANCE of making an application you can discuss your idea with the Clubs Development Officer.
  • Submit your application, uploading supporting documentation and "evidence".

Grant Closure Dates (all 5 pm)

  • Round 1, February 28th
  • Round 2, March 31st
  • Round 3, April 30th
  • Round 4, June 30th
  • Round 5, July 31st
  • Round 6, August 31st
  • Wild Card Round, TBA

For clubs this means:

  • Application via Clubs Portal 
  • Information about the event/project - avoid making assumptions that the grants panel knows you and what you are doing, tell your story!
  • Letter of support - this could be from a member of the community or your club president showing their support for the event/project.
  • Quotations - a minimum of 2 quotes for your event/project to show the panel you are getting the best deal.
  • Budget - an accurate budget that showcases all incoming and outgoing costs, not including potential grant amount.
  • Bank account name and number - must be a club bank account in the form of either a deposit slip, screenshot of a statement or of account. Club name and account number must be visible and cannot be typed into a document. The account name needs to match the quotes provided.
  • Quote, invoices, and receipts from organisations need to be formal in nature. If it is a quote, the document should state it is a “quote”, if invoice, then “Tax Invoice”, etc.

Apply for a Club Grant now >

For individuals this means:

  • Information about the event/project.
  • Confirmation from the event/project organisers that you/your team are involved in the event/project.
  • Letter of support - you must be selected to attend the event to be eligible for a grant, this letter of support must come from an official. Feel free to also provide a letter of support from a coach to support your application.
  • Quotations - a minimum of 2 quotes for your project to show the panel you are getting the best deal.
  • Budget - an accurate budget that showcases all incoming and outgoing costs.
  • Bank account name and number - in the form of either a deposit slip, screenshot of a statement, or of account. The name and account number must be visible and cannot be typed into a document.

Apply for an Individual grant now 

Timeframes (Grants are a Slow Burner)

  • There are 7 grant rounds over the course of the year.
  • As per policy, you need to submit your application no later than 14 days prior to your project/event taking place.
  • 1 - 2 weeks post a grant round closing date the panel will meet to discuss your application.
  • Recommendations are then made to our executive (who meet weekly) for ratification.
  • Once approved the CDO will inform the applicant, formalise the grant via a contract, and request you to agree and sign the document. 
  • Pending all supporting information has been received, your grant will go to our accounts team for processing.
  • You can expect payment 1 - 2 months from the grant round application closing date.

Contextual Information

When looking to fund an application the panel look and considers the following:

  • Alignment with the grants policy
  • Purpose and intent
  • Measurable outcomes
  • Must-haves verse wants
  • Community impact and applicant investment
  • Vision and mission alignment
  • Fair quotations and credibility
  • Accuracy and membership base
Covid-19

The grants panel uses its discretion through COVID to award and where required suspend grants. Discretion is used on the basis of risk management, staffing capabilities, and administration practicalities.  If the event you received funding to attend if cancelled, you will need to return the funding or it may be able to be transferred to a replacement event, please contact the Clubs Development Officer is this is the case. cdo@ousa.org.nz 

External Funding

You (or your club) may be eligible for funding outside of OUSA.

For more suggestions head to Sport NZ Funding or the Dunedin Public Library for free access to GIVEUS.