The EGSS Student Initiative Grant Program
The Education Graduate Student Society (EGSS) Student Initiative Grant Program is designed to
provide finical assistance to academic or social events for educational graduate students. Events
must be open to the entire educational graduate community.
This grant is designed to provide financial assistance of up to $200 per event for activities that
enhance the social and academic experiences of educational graduate students. Applications for
funding will be reviewed each semester.
Deadlines
To be considered for funding, please submit your application to egss@queensu.ca. Funding amounts
for events is subject to the availability of funds.
Eligibility Requirement

The applicant needs to be a current graduate student of the Faculty of Education.

Events must be open to and involve the entire educational graduate community.
Application
For the EGSS Executive Committee to consider your funding request, please submit the following for
review:


Application Form
Event Budget
For more information or questions please contact egss@queensu.ca
The EGSS Student Initiative Grant Program
Application Form
Contact Information (of Educational Graduate Student)
Name:
______________________________________
Address:
______________________________________
Phone:
(_____) __N/A___ - ______ E-mail: ______________
Event Information
Name of Group/Organization/Department:
_______________________________________________
Date(s) of the Event: _______________________________
Purpose of the Event:
________________________________________________________________________________
________________________________________________________________________________
____________________________________________________________
Description of the Event:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
__________________________________________________________________
Event Plan







Attach a separate sheet that outlines the following:
Who is organizing the event?
Who will be invited?
How will the event be advertised?
Will there be a cost to those attending?
How will the event be carried out?
What, if any, are the potential risks of harm during or due to this event?
Any event where there is a potential for harm, the review committee may request a risk management
plan. This statement will be required if asked for in order for funding to be considered.
Budget
Attach a budget detailing all planned expenditures for the event. Please note if the funds request are
only for specific items. Receipts will need to be submitted within the post-event report.
Financial Information
Amount of funding requested: $_______________
Additional Sources of Funding:
Group/Source Name
_______________________
Amount
$_______
_______________________
$_______
Is funding tentative (T) or confirmed (C)
________
________
I have read the agreement form and acknowledge that if this request is granted, I will be asked to
sign and fulfill that agreement. Furthermore, I certify the above to be true:
Name: ___________________ Signature ____________________ Date: ____________________
EGSS Official Use Only
Approved by:__________________________________ Amount: __$_______________
The EGSS Student Initiative Grant Program
Program Policy
The EGSS
The Education Graduate Student Society (EGSS) is the official organization of graduate students in
the Faculty of Education at Queen’s University. The role of the EGSS is to act as a facilitator between
the Faculty of Education and the graduate student body. Additionally, the EGSS organizes various
academic and social activities for the Faculty of Education and Graduate Students.
Grants Program Rationale
This grants program aims to provide educational graduate students (EGSS members) with funds to
support events beyond those directly run by the EGSS. Selected events will support the EGSS
mission of supporting connections amongst students and between students and the Faculty socially
and academically.
Funding Amount
The amount of funding available for the year is set within the EGSS budget. The division of the funds
across semesters is approximately 40% for Fall term, 40% for Winter term, and 20% for
Spring/Summer term if reviewed once each term. Requests may be reviewed on an ongoing basis at
the decision of the Treasurer.
Adjudication
No individual submitting an application may be involved in making the funding decision for that
application.
The Review Committee will consist of three individuals: the EGSS President, and two EGSS
members (who may also be EGSS executives). Based on the received materials, this committee will
determine which requests to fund and the amount of funding to grant each request.
Records
Original applications and the rationale for decisions regarding recommendations will be retained in
secure storage for the remainder of the term after the events’ scheduled date and then destroyed
with only the record of awarded funding and events retained.
The review committee will report to the EGSS Executive, through the President’s report, at least once
a term on the number of requests and amounts awarded.
Responsibility
To sustain the grants program, liability on behalf of the EGSS for any harm resulting from events
funded by this program will be waived by the event organizers as part of the agreement. In addition,
the EGSS will give due diligence in requests for funding by the review committee examining the
description, event plan, and budget submitted. In addition, a risk management plan may be requested
by the committee, and will be required if asked for in order for funding to be considered or granted. If
requested the EGSS will be giving due diligence when review committee examines this risk
management plan.
Funding Distribution and Agreement
Granted funds will be provided prior to the event. Prior to funding being given to the organizing
individual or group, the contact person will be required to agree to and sign the funding agreement.
After the event a report needs to be submitted to the EGSS with receipts that account for the
expenditures. Any unused monies will be returned to the EGSS
Funding Agreement Form
Prior to funding being given to the organizing individual or group, the contact person will be required
to agree to and sign this funding agreement form.
Funds totaling $________ have been granted by the EGSS Grants Program. This event may be
listed on the EGSS website and/or newsletter.
Those responsible for this event waive the EGSS of any liability regarding this event.
After the event:
Any remaining unspent funds will be returned to the EGSS Treasurer within one week of the event’s
scheduled date.
A brief report will be submitted within two weeks of the event’s scheduled date that follows up on the
Event Plan submitted noting:

Who organized the event?

Who was invited?

How was the event advertised?

Was there a cost to those attending?

How was the event carried out?

Expenditures (listed with amounts and copies of receipts)
_____________________
Signature (Agent of the EGSS)
_____________
Date
-------------------------------------------------------------------------------------------------------------------------I, ______________________, have received the funds, totaling $________ from the EGSS.
(printed name)
_____________________
Signature
______________
Date
Review of Each Request
Initial Review
Conducted by the EGSS Treasurer of the Review Committee.
Contact information for an Education Graduate Student (EGSS Member): YES / NO
Budget attached:
Description attached:
YES / NO
YES / NO
If adjudicated by term:
N/A
Event occurring during the term under consideration (fall, winter, summer): YES / NO
Received by deadline: YES / NO
If all ‘yes’
Submit funding request to committee
If at least one of these key pieces of
information is missing:
Either:
____Decline request
____ Request information
Committee Review
This body consists of three individuals: The President, and two EGSS members (who may also be
EGSS executives).
Attachments
Description complete:
Budget complete:
Event Plan complete:
If all “yes”
Continue with review
YES / NO
YES / NO
YES / NO
If budget unclear
Either:
If budget not appropriate
Either:
____Decline request
____ Request information
____Decline request
____ Request information
Potential for risks
Are risks identified in the event plan?
YES / NO
If risks are identified, is a risk management plan included?
Risk management plan complete: YES / NO.
EGSS Priorities
YES / NO
Based on the description, does the event align with any of the following priorities (0 = minimally, 4 =
primarily):
Facilitating education graduate students’ personal and academic growth
0
1
2
3
4
n/a
unclear
Strengthening social connections amongst education graduate students
0
1
2
3
4
n/a
unclear
promoting inclusive access, health, and wellness of education graduate students
0
1
2
3
4
n/a
unclear
If align with one or more priorities
Continue with review
If does not align with one or more priorities
Either:
____Decline request
____ Request information
Education Graduate Student involvement
Based on the description, how involved are graduate education students in this event through the
following roles:
Leadership
0
1
2
3
4
n/a
unclear
Facilitation/Presentation
0
1
2
3
4
n/a
unclear
Additional volunteering
0
1
2
3
4
n/a
unclear
Participation/Attending
0
1
2
3
4
n/a
unclear
If the sum of the above ratings are:
Less than 3
Between 3-5
Either:
Accept if funding is available
____Decline request
____ Request information
Decision
__ Accept
__ Accept if funding remaining
__ Decline
__ Request information
6 or more
Accept
Amount request: $_____
Based on available funding, amount granted; $_______
Date decision reached on: _____________
Allocation of funding
Total amount available for this term: $_______ (Set in EGSS Budget)
ACCEPTED
Total amount requested by “ACCEPTED” funding requests $____________
If total amount requested is less than or equal to available funds, then provide requested amounts.
If total amount requested is more than available funds, then provide each proposal with their
requested amount up to $100 (e.g. if requested $50, they receive $50. If requested $200, receive
$100) with remaining funds allotted by the committee based on education graduate student
involvement in the event and EGSS priorities.
ACCEPT IF FUNDING REMAINING
If funds remain, funding requests for which additional information is needed to evaluate the budget,
education graduate student involvement and alignment EGSS priorities can be considered after the
additional information is requested and received.
All declined applications will not be funded.
After the agreement form has been signed, funds will be given to the Education graduate student
contact person prior to the event by the EGSS treasurer. Receipt of these funds will be recorded on
the agreement form and signed by the contact person.
Records of this process will be kept for the remainder for the term after the events’ scheduled date.
The treasurer will receive and review with aid of the committee the brief report submitted post event,
which includes receipts of the expenditures and any unspent funds.