Working Format

AEGEE-­Europe Social Responsibility Fund Working Format

The Comité Directeur 2012-13 identified the need of a mechanism to enable those AEGEE members who face financial difficulties and cannot afford the cost of the travel to participate in Statutory events, trainings, and thematic conferences. We included this project into our Activity Plan and after a period of slow progress we have now decided to give the process a push so it is available for a pilot phase during Agora Rhein-Neckar.

Purpose

The purpose of the AEGEE-Europe Social Responsibility Fund (ASRF) is to provide financial support to members of AEGEE who find themselves in an exceptionally weak financial situation and who therefore have not the opportunity to experience fully what AEGEE is and how it can change your life. The ASRF will make this possible without allocating AEGEE-Europe’s resources.

Who can apply?

Every member of an AEGEE Antenna or Contact Antenna (as well as members of contacts travelling to the Agora where they will sign the CdA) can apply. We will refer to that person in the whole document as THE APPLICANT. Applications should be submitted by THE APPLICANT him- or herself.

Costs eligible for reimbursement

The ASRF can cover the following typical expenses of THE APPLICANT:

  1. the costs for visa necessary to travel from the place of residency to the location of the event (i.e. including transit visa if necessary).
  2. the participation fee of the event in question, excluding all optional charges (organizers should be contacted and asked to consider providing participation free of charge for THE APPLICANT; this amount must never be higher than for the other participants)
  3. a percentage of the travel costs (according to the reimbursement rules specified in CIA, General Financial Rules). It can reach 100% when deemed necessary.

Food is excluded from the eligible costs.

Application regulations

The application will be submitted through an online form and it should include the following specifications:

  • Name of THE APPLICANT, local of THE APPLICANT.
  • AEGEE experience of THE APPLICANT and current involvement in the local or European level and other relevant settings.
  • Contact details (email, phone number) of THE APPLICANT and AEGEE Local
  • Expected costs (Either the expected costs or the real costs as proven by original receipts). In case expected costs are presented, the real costs should not exceed the expected costs by more than 15%). All costs specified in the original currency and in Euro.
  • Expected Participation fee
  • Expected travel costs
  • Expected visa costs
  • Activity report of the Local, specifying where and how THE APPLICANT was involved.
  • Income of THE APPLICANT (salary, scholarships, grants, family support)
  • Income of the household of THE APPLICANT and number of people living in the household
  • Average monthly income of a student in the country
  • Private fundraising effort made (has THE APPLICANT asked for support from local foundations and/ or the university and/ or other possible sources?)
  • Local Fundraising efforts (has the Local tried to raise funds to support THE APPLICANT?)
  • Has THE APPLICANT received support from the ASRF before?
  • A document including the signatures of THE APPLICANT and President of the Local, stating that all the data are true and that the local endorses the application.

If it later turns out that the antennae supported one APPLICANT being aware that the information provided in the application was false, or in case the ASRF was abused in any way, in order to clarify the situation more information can be requested and, in case of serious doubts, the Mediation Commission can be asked to intervene.

Non-eligible applications

  • Members of Comité Director, NetCom or HRWG board
  • Travels that can be covered through another line of AEGEE-Europe’s budget
  • Delegates of locals to statutory events, unless proven that the local cannot cover their trip

Selection of the beneficiaries
Three bodies will be involved in the evaluation of the application. Together with the CD, the NetCom (Speaker Team in collaboration with the corresponding NetCom of the local where the applicant belongs to) and the HRWG (through its board, as the body dealing with Social Inclusion in our network) will play the role of advisors.

Comité Directeur will be the responsible for the final decision and will be accountable for the management of the fund. The financial aspects of the application will be evaluated by the Financial Director of AEGEE-Europe.

Parameters like experience in AEGEE, relevance of the event to be attended and the motivation will be evaluated with a point system. The criteria are specified in annex 1, and only those among THE APPLICANTS who reach a threshold of 12 points will be eligible for support. Among all the eligible APPLICANTS, the Financial Director will allocate money according to the availability of funds and the evaluation results.

Reimbursement options:
As a common rule, the money will be reimbursed after THE APPLICANT presents a report within 2 weeks after returning from the event. In case of liquidity problems of THE APPLICANT, the local of THE APPLICANT should buy the tickets for THE APPLICANT, and the local will then be reimbursed after presentation of the report by THE APPLICANT. If the local does not have liquidity either, then AEGEE-Europe will buy the ticket in advance. in case THE APPLICANT fails to present a proper report, then the local will be responsible of transferring the money back to the ASRF and collect it later from THE APPLICANT. All this will be regulated by the letter of endorsement of the local to THE APPLICANT, which should include these clauses.

Report:
A report about the conference (including what sessions THE APPLICANT participated, what was his/her contribution, which contacts were made, how will the trip be useful for his/her AEGEE life or career…) has to be presented together with the reimbursement form filled according to the Financial Rules of the CIA. This has to be sent within two weeks after the date of the return ticket, and in any case no more than one month after the end of the event. Failure to provide the documents will result in renounce of the support and obligation for THE APPLICANT to return any money given in advance.

Guidelines for the submission of the report will be provided to the participant before the event. There will not be a common template as there will be different types of events covered.

Deadline(s)
Specific calls will be issued for Statutory events with specific deadlines. For other events like trainings, conferences, and NWMs, applications can be submitted at any time up to 8 weeks before the beginning of the event. Exceptions to the deadline can be issued in justified cases.

A decision has to be communicated to THE APPLICANT within one week from the reception of the application. In case of applications for Statutory events, this will apply to one week after the closing of the specific call deadline.
Administration Costs
The communication costs (telephone, posting, paper) will be covered by AEGEE-Europe, as it would be complicated to separate them from the current administration costs of AEGEE headoffice. Currency exchange and other bank costs will be covered by the ASRF.
For the moment the bookkeeping will go together with common AEGEE-Europe bookkeeping. In the future, if donations done online become frequent, a separate bank account and independent bookkeeping would be implemented

Audit
The ASRF should be regularly audited by the Audit Commission of AEGEE-Europe. An audit report should be submitted to each Agora.

Final note
The obvious bureaucracy is necessary to prevent THE APPLICANT being chosen on a best friend basis. This system – like any system – is cheatable. However we should try to make cheating as difficult as possible, thus not encouraging people to abuse the fund. We believe that making the local co-signing the application will create a first checkpoint for preventing fraud.