Constituency Aid Fund Form

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Due to end of year turnover, all applications submitted on or after Wednesday April 15th, 2026 will be reviewed in August. Keep this in mind when submitting an application.

Constituency Aid Fund 2025-2026 Form

Constituency Aid Fund Information and Requirement: – AMS Constituency or member of an AMS Constituency – Funding for elections, fee referenda, newsletters, furnishings and equipment, or special projects – Deadline: At least 3 weeks prior to the project – Max: Up to $1000 per application and less than 75% of total expenses (may be granted up to 3 times for each fiscal year) – Please refer to the AMS code for more details If you have any questions, please contact the AVP Funds: avpfunds@ams.ubc.ca

Eligibility

I am submitting on behalf of a recognized (Constituted) AMS Constituency (Undergraduate Society). The constituency has submitted a budget and executive list for 2024-2025, which has been approved. The Constituency has not defaulted on a loan within the past 2 years

I have read the above eligibility clause.(Required)

Yes

We reserve the right to decline applications that don’t fulfill the aforementioned eligibility.

Contact Information

AMS Constituency Name(Required)

Applicant's Name(Required)

First Last

Applicant's Position Within Constituency(Required)

Applicant's UBC Student ID Number(Required)

Applicant's Email Address(Required)

Project/Event Outline

Project/Event Name(Required)

Project/Event Location(Required)

Project/Event Start Date(Required)

Project/Event End Date(Required)

Name(s) of UBC Student(s) Involved(Required)

Please include first and last names, and student number. Please include the student number in brackets beside the name. Note: You don’t need to include the name of every member in your club, just the Executive Team.

Brief Description of Purpose of Project(Required)

Describe your project and what the funds will be used for. Be sure to explicitly relate anticipated costs/expenses listed in your preliminary budget to your project’s description and explain why each expense is relevant to your operations

Utilization of Existing Fund(Required)

Please indicate the current state/sources of funds or if there is a current lack/need for additional support.

How will this project/event benefit the students involved directly and the AMS as a whole?(Required)

Amount Received Last Year (if applicable)

Main Constituency Account Code(Required)

Preliminary Budget Upload(Required)

Max. file size: 128 MB.

Upload a detailed outline of all anticipated expenses and revenues for your project. Please upload the budget of your project in .xls format including amount requested and all expenses and revenues. Please use the AMS FundCom approved template attached below.

Letter of Support

Max. file size: 128 MB.

Optional: include a letter of support from Dean, Director, Department Head, or Representative from other student organizations

Recognition

As part of receiving funding from the Clubs Benefit Fund, AMS Clubs must have a plan to recognise the AMS for funding their initiative. Methods of Recognition include: Digital Recognition: Social Media Posts, Pre-project promotional post, Post-project thank you post, Story post, Short form video content, Websites and Applications Credits section, Podcasts & Videos Audio shout out, Video shout out featuring. In Person Recognition: Verbal recognition, Shout out during execution of project, Presentations Slide, Signage Stand up banner, Poster, Apparel Team jerseys, Promotional T Shirts, Miscellaneous merchandise. Constructed Products: Branding of AMS logo, Capital Repairs Sign or placard. Please use the most up to date AMS Logos found here under the “AMS Logos & Templates” Section https://www.ams.ubc.ca/staff-resources/

How will you recognize the Finance Committee and the AMS for their support?(Required)

For example, using our logo on posters, including acknowledgement on social media, etc.

Can the AMS use your event/project to promote both the constituency and fund?(Required)

Yes

For example, for promotional videos, social media posts, newsletters, etc

Agreement

If your application is approved, the Finance Commission requires a one page follow-up report, a final budget, and ALL receipts to be submitted before the money can be transferred into the Constituency’s Account. Photocopies of receipts are also acceptable. The follow-up report should highlight the project’s successes and how it benefitted the applicants. Please specify which account you would like the award to be deposited to. Note that the account must be a revenue account (a “50000” account). Please submit all of the above information no later than 3 weeks after the event. By signing below, you agree to the above requirement.

Agreement

I agree to the above statement

Yes

Final Report Submission Date

This date can be no later than 3 weeks after the end date of the project as listed above.