ASFA Special Project Funding - Members-at-LargeForm

ASFA Special Project Funding - Members-at-Large

$12,500 available for the 2026 - 2027 academic year

Got an idea that would make things better for Arts & Science students? This fund exists to pay for it.

Before you start, four things to know:

1. This is a reimbursement, not an advance. You pay the cost, you send us the original receipts, and ASFA pays you back within 14 days.

2. Nothing is funded retroactively. If you have already spent the money, or your event has already happened, we cannot reimburse it. Apply first, spend after you are approved.

3. The Finance Committee meets twice a month - the 1st and 3rd Wednesday. Whatever arrives before 5:00 PM on the Friday before a meeting goes on that meeting's agenda. You will hear back within 14 juridical days.

4. Your project has to directly benefit Arts & Science undergraduates. That is the test the Finance Committee applies, and it comes straight from ASFA's Standing Regulations. Projects taking place on campus get priority.

Deadline: applications close Friday, April 30, 2027 at 11:59 PM, or earlier if the fund is fully committed. All projects must be finished and all receipts submitted by May 15, 2027.

This form takes about 20 minutes.

Questions at any point, email the finance coordinator at: finance@asfa.ca

Before you begin, Tick all three to continue. If you can't tick one of them, don't give up on the idea - email finance@asfa.ca and we'll tell you where you stand. There's usually a way forward.
Checkbox · Required · All three must be ticked

Are you currently registered in an Arts & Science program at Concordia?(An honours, specialization, major, minor or certificate within the Faculty of Arts & Science).

About you (Member-at-Large)

About you and your co-applicants This fund is for groups. You need at least one co-applicant alongside you.
Lead applicant

First NameLast Name
Concordia Student ID
Required · Validation: numeric, exactly 8 characters.
Concordia Email
Use your @mail.concordia.ca or @live.concordia.ca address - all decisions are sent there.
Phone Number
Please enter a valid phone number.Format: 514-676-7676.
Your Program and Year of Study
For example: Political Science major, third year.
Who else is working on this with you?

*At least one co-applicant is required. Everyone listed here must be an Arts & Science undergraduate in good standing. Add a row for each person.*
Co-applicants
Are you or any co-applicant currently an ASFA Councillor, an ASFA executive, the Chairperson of Council, the Minute Keeper, or a member of the Judicial Committee? (This does not automatically disqualify you, but ASFA's By-Laws define a Member-at-Large as a member who holds none of these positions, so we need to check before your application goes to the Finance Committee).
Who, and which position?
Thank you - keep going. We will confirm your eligibility with the Finance Committee before your application is scored, and will email you either way.
Group name: Do you have a group or collective name?
Optional. If your project runs under a name, tell us what it is.

Budget

What it costs. Be honest and be specific. A budget with real numbers and a quote attached is far more likely to be funded than a round number with nothing behind it. If you are not sure what something costs, estimate and say so.
How much are you asking ASFA for?
There is no fixed maximum, but this is a shared fund of $12,500 for the whole year, and the Finance Committee weighs every request against what is left. Ask for what you need.
Download our budget template (avaliable on our website) - it adds everything up for you, including cost per student. Fill it in, then attach it under "quotes and estimates" below and summarise the main lines here.

Required for any line over $300. A screenshot of a website price is fine. PDF, JPG or PNG, up to 10 MB each.
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What is the total cost of the project?
Everything it costs, including anything paid for from elsewhere.
How much funding do you already have confirmed from other sources?
Enter 0 if none.
Does your budget include any of these? (Tick all that apply. None of these are disqualifying - they just need a line of explanation).
Who are you paying, and how much? (Honoraria)
ASFA's standard minimum is $250 for a speaker or facilitator at a workshop, event or presentation, and $50 for a General Assembly chair or facilitator, unless otherwise negotiated. Budget at least that much - underpaying a speaker is not a saving the Finance Committee wants to see.
What equipment, and where does it live afterwards?
ASFA does not fund equipment that ends up as someone's personal property. Tell us who holds it after the project and how other Arts & Science students can borrow or use it.
What are you serving, and roughly for how many people?
At least one third of food served at ASFA-funded events must be vegetarian, and dietary restrictions including gluten-free and vegan options should be accommodated.
What are the prizes, and how does someone win one?
Prizes should be modest and tied to taking part in the project. Cash prizes need a documented selection process.
Partial funding: If the Finance Committee can only fund part of your request, what should we fund first?
This is worth answering properly. It lets the committee approve a smaller amount on the spot instead of sending your application back for another two weeks. Tell us which lines are essential and which you could drop, cut down, or pay for another way.

Declarations and Signature

Almost done! Read these and tick each one. They are the conditions of receiving funding, and the Finance Committee holds applicants to them.
Terms and Conditions

1. The fund. The Arts and Science Federation of Associations administers two Special Project Funding envelopes for 2026–27: $12,500 for Members-at-Large and $15,000 for Member Associations. Funding is granted at the discretion of the Finance Committee so long as the project directly benefits Arts & Science undergraduate students, as required by Standing Regulation 74. Priority is given to projects taking place on campus, as required by Standing Regulation 75.

2. Eligibility. All applicants must be Members in good standing. By-Law 20.4 provides that members in bad standing are not eligible to receive Special Project Funding, as individuals or attached to a Member Association.

3. No retroactive funding. ASFA does not reimburse expenses incurred before the Finance Committee approves the application. Submitting an application is not approval.

4. Reimbursement, not advance. Approved funding is paid as a reimbursement. The applicant pays the cost, submits original receipts with a completed cheque requisition form, and ASFA issues reimbursement within fourteen (14) days of a complete submission.

5. Deadlines. Applications close April 30, 2027. All projects must take place, and all receipts must be submitted, by May 15, 2027, so that every application is financially completed and accounted for before May 31, 2027, as required by Standing Regulation 76. Receipts submitted after May 15, 2027 cannot be reimbursed.

6. Approved amount is a ceiling. The Finance Committee may approve an amount lower than requested. ASFA reimburses actual documented expenses up to the approved amount and never more, whatever the final cost of the project.

7. Changes to the project. Any material change to the dates, scope, location or budget lines after approval must be sent to finance@asfa.ca before the money is spent. Unapproved changes may void the approval.

8. Policy compliance. Funded projects must comply with ASFA's Policy against Harassment, Discrimination and Violence, its Sustainability Policy and its Ethical Purchasing Policy. Events are expected to reach a minimum silver certification (20 actions) under Sustainable Concordia's Sustainable Event Guide, to avoid single-use plastics, and to ensure at least one third of food served is vegetarian. A sustainability checklist must accompany the cheque requisition.

9. Excluded costs. ASFA will not fund alcohol, events at bars, pubs or other venues deemed inaccessible to members at large, personal equipment retained by individuals, honoraria paid to the applicants themselves, costs already covered by a Member Association's approved annual budget, or political campaign material.

10. Reporting. A short post-project report - what happened, how many Arts & Science undergraduates attended, photos, and a final accounting against the approved budget - is due with the receipts. Future applications from the same applicants or Member Association may be refused until an outstanding report is filed.

11. Acknowledgement. Funded projects must acknowledge ASFA's support in their promotional material and tag @asfa.concordia where social media is used.

12. Investigation. The Finance Committee has the authority to investigate any suspicious usage of Special Project Funding allocations and must report to Council on completion of any investigation, under Standing Regulation 78. Misuse of funds may result in a requirement to repay, a freeze of a Member Association's budget, and a finding of bad standing.

13. Appeals. An applicant may contest a decision of the Finance Committee in writing to finance@asfa.ca within seven (7) juridical days of receiving notice of the decision.

14. Privacy. Information submitted is used to assess the application, is shared with the members of the Finance Committee, and appears in summary form in the Finance Coordinator's quarterly report to Council. Names of funded projects and applicants may appear in ASFA's public reporting and promotion.

15. Discretion. Meeting every requirement in this form does not guarantee funding. The envelope is finite and is allocated across the whole year at the Finance Committee's discretion.
Agreement
Optional Consent
Signature (Sign as the lead applicant, on behalf of everyone named on this application).
Date

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate

Submission

Make sure all your information is correct.
WOMP WOMP, you are not eligible to apply for ASFA Special Project Funding - Members-at-Large.

Best,

ASFA Finance Coordinator
Should be Empty:

About you (Member-at-Large)

Your project tell us what you want to do. Write it the way you would explain it to a friend - the Finance Committee is made up of students, not grant officers.

Budget

Declarations and Signature

Submission