Division of the Deputy Vice-Chancellor (Students & Education)

Student Experience Committee Funding Scheme

Guidelines

Background

In 2012 a Student Experience Committee of Academic Senate was established to provide advice and recommendations on the development, implementation and review of strategies, policies and initiatives to address the needs of students and enhance the student experience at UTAS. The Deputy Vice-Chancellor (Students & Education) put in place an annual allocation of $50,000 coordinated by the Student Experience Committee to support the achievement of the Committee's terms of reference.

Aim

The aim of the Student Experience Committee funding scheme is to provide an avenue through which to fund new and emerging projects that support the achievement of strategic objectives outlined within the Student Experience Plan.

Call for Project Proposals

The Student Experience Committee and its sub-committees contain broad representation from across the institution, including student representatives. Committee members will be invited to canvass for and submit project proposals for consideration in December of the year prior to and again in January of the year of project commencement. A second call for submissions will be made in March/April, if a balance of funding remains available for distribution.

The Student Experience Committee will meet in early February to consider proposals submitted in the initial round, and in late May for proposals submitted in Round 2.

Projects that extend beyond one calendar year will be considered. However, when projects extend beyond the one funding year, project budgets will need to be split to indicate the year in which expenditure will occur. The Student Experience Committee will earmark funding for the following year/s subject to availability.  Before funding will be released in the following years, recipients will need to provide a report confirming anticipated progress against project timelines and revalidating funding requirements.

Obligations of Funding Recipients

Unless otherwise specified within the application, funding recipients will be expected to have commenced project activities by either April (Round 1 projects) or August (Round 2 projects) of the year for which the funding was received. The Deputy Vice-Chancellor (Students & Education) reserves the right to withdraw funding if recipients fail to meet this stipulation.

Funding recipients will be expected to disseminate project outputs and outcomes.

Recipients will also be expected to complete a final report which documents project outcomes and/or outputs and provides a final budget acquittal. The final report is due to the Student Experience Committee secretariat by March of the year following the conclusion of project activities.

Student Experience Committee will provide a yearly summary report of projects and outcomes to Academic Senate.

Timeline Summary

ActionTiming
Round 1 
Student Experience Sub-Committee meets to consider progress reports (projects that extend beyond one calendar year)Early December
Call for project proposalsEarly December
Reminder call for project proposalsMid January
Project submissions due to Student Experience Sub-Committee SecretariatEarly February
Student Experience Sub-Committee meets to consider proposalsMid February
Feedback provided to successful and unsuccessful applicantsMid / Late February
Student Experience Sub-Committee Secretariat provides a report to Academic Senate advising of successful proposalsEarly March
Projects commenceFrom late February and by April at the latest
  
Round 2 (if funding available) 
Call for project proposalsEarly March
Project submissions due to Student Experience Sub-Committee SecretariatMid April
Student Experience Sub-Committee meets to consider proposalsEarly May 
Feedback provided to successful and unsuccessful applicantsMid May
Student Experience Sub-Committee Secretariat provides a report to Academic Senate advising of successful projectsMid May
Projects commenceFrom May but by August of the funding year at the latest
  
Reporting 
Progress reports (projects that extend beyond one calendar year)Mid November
Project reports dueGenerally March of the year following the conclusion of project activities
Project reports considered by the Student Experience Sub-CommitteeMay / June meeting
Summary report of projects and outcomes submitted to Academic SenateAugust / September

If there are funds remaining following the second round of proposals, the Student Experience Sub-Committee may decide to make a further call for submissions. 

Examples of Successful Applications