Application guidance: Sit sponsorship programme

Application guidance with questions and answers about application letter, budget and accounting.

Application guidance: Sit sponsorship programme

Which attachments are required?

An application letter, a budget and an account

What should the application letter contain?

The application letter is the most important part of the application and will convince Kulturstyret that you need the money. Here it is important to be concise and precise. The application letter must contain a description of the organisation, membership, plan of use of funds and an activity plan.
 
The description of the organisation should contain purposes, backgrounds, objectives and examples of previous activities to illustrate the organization's work. It is also important to describe the membership of the organisation and who the organisation is targeting. Things that are important to get here are: How many students are involved? What are the students studying? Are all from the same study program or faculty? Who are the students who attend the events? For organisations that are of closed nature, and not student associations, it is extra important that the membership be described. Claims of the "Open to All" claim must be made probable.
 
The actual argument for receiving support is based on what the funds will be used for. It is perfectly fair to say that the funds will go to normal operation of the organization. Many seek funding for specific purchases and events, this is also okay. The most important thing is to describe what to use the funds, and argue well why you need these funds.
 
In summary, the most important parts of the application letter are:
 
Description of the organisation
Activity plan for the entire organisation in the coming period
Description of Membership
membership Fee
What the funds will be used for and why the funds are needed

What is an activity plan?

An activity plan is an overview of all activities the organisation plans to arrange in a year and at what time. Activity plans are often made together with the budget

Accounting

How detailed should the accounts be?
An account is a overview of all the economic movements an organisation has. The accounts are regularly updated as money moves in and out of the organisation. Good accounts are transparent, and with comments it gives a proper overview of how the organisation operates.
 
In order to be able to assess applications thoroughly, Kulturstyret wishes a sufficient insight into the organisation's economic activities and values. For small organisations and those with low turnover, a profit and loss account will suffice. There are several big organisations that have many revenues and values, and high turnover. Here there will be a need for more details in the profit and loss account, and Kulturstyret requires specification through notes to the various items to gain insight into the economy of the organisation.
 
If you are unsure whether the attachment is good enough, ask yourself if the attachment is detailed enough that an outsider becomes familiar with how the organisation is operating. Keep in mind that large entries under "discellaneous" doesn't explain much, especially without comments.
 
Subgroups / committees under major organizations (mainly student associations) must attach budget and accounting to the subgroup / committee, as well as central budget and accounts for parent organisation. If this is not possible or appropriate, it must be argued in the application. If possible, it is preferable that the parent organisation applies for all its subgroups / committees in a single application. In these cases, the parent organisation must include central accounting and budget, as well as the accounting and budget of all subgroups / committees applying.
 
Why does Kulturstyret need insight into our economic activity?
Funds distributed should go to organisations that are managed properly while demonstrating how previously allocated funds have been used. A good account of trust creates trust and shows that funds allocated are used well.
 
What period should the accounts be for?
Different associations operate with different fiscal years. Some use the calendar year, the second school year.
 
For the application round of the autumn semester: If you use the calendar year, you should show the accounts for the period January of this year. If you use the school year, you should show an account for the period August last year.
 
For the application round of the spring semester: If you use the calendar year, you should show the accounts for the periods January last year to today. If you use the school year, you should show an account for the periods last August to today.
 
Is a bank statement enough?
No. A bank statement is only a list of movements in and out of a bank account and will not provide an overview of the organisation's financial activity
 
Example budget and accounting
 
 
 
Example activity
 

Budget

How detailed should the budget be?
A budget is an overview of expected revenue and expenses with comments for the coming period. A good budget is realistic and says something about how the association is to be run. It is important that the budget is transparent and conducted in a manner that allows outsiders to understand how the organisation is to be run and what to arrange. In order to evaluate applications thoroughly, Kulturstyret wishes a complete budget for the entire organisation, with comments.
 
The budget should be shared in an operating and activity budget, to be easier to read. An incomplete, slightly clear or commentless budget will usually lead to a rejection. For example, large items under "miscellaneous" says nothing. The part of the business you seek funding for should be made clear in both the application text and the budget.
 
The budget must show the current period. If you apply for funds for a later period, your current budget for this should also be added.
Student associations will apply in conjunction with their subgroups / committee, with both central accounting and budget, and the accounts and budget of the current subgroups. If there are few or only one or a few subgroups who wish to apply, they can apply independently, then add own accounts / budget and central accounting / budget for the student association. If organisations or newly started subgroups are financially independent from their closest / affiliated student association, they may apply independently, but it is desirable that this independence be clarified and argued for in the application
 
Should funds we apply from Sit be included in this budget?
A budget is a realistic representation of how you want to run the organisation financially. Funds you plan to apply should therefore be budgeted with, and it should be stated in a comment how the funds will be used.
 
Why do we have to attach the entire budget?
The budget tells you how the organization is going to be driven and how money will be used. It is through the budget you show that the organisation is run properly, and any sponsorship funds are used in accordance with Sit's guidelines

We have recently started and do not have accounts and budget. What shall we do?

If you just started, it's enough to send us your budget. 

I have questions about the sponsorship application, who can I ask?

Kulturstyret answers questions about the sponsorship application. They can be contacted at kulturstyret@velferdstinget.no.

FAQ

Q1: How much can my organisation apply for sponsorship support?
A1: There is basically no limit to how much support can be sought, but Sit divides into "under 20,000 NOK" and "over 20,000 NOK". Our reccomendation is that the organisation should search for what they need, with a budget that describes these needs.
 
Q2: We have received support, which has been earmarked for a purpose. For different reasons, we no longer need this purpose, can we redistribute the funds to a new purpose?
A2: It is possible to request redeployment of funds when the organisation's needs changes. You can do this by sending an email to kulturstyret@velferdstinget.no, where you describe the situation and how you want to redistribute.
 
Q3: We will arrange career days / company presentation / study-related activity, can we get support from Sit to such activities?
A3: The objective of Sit's sponsorship program is to increase volunteering activity in student communities in Gjøvik, Ålesund and Trondheim. Sit sponsorship program does not support activity related to their field of study, so it is not possible to apply for support to, ie. career days, business contacts or study trips.
 
Q4: We are unsure whether our organisation og student association meets the requirements to receive support from Sit.
A4: In order to receive support from Sit, the organisation must be driven by students, be only for and open to all students(except for student associations or equivalent), need funds and not be in profit.
 
Q5: We are a volunteer student organisation working for an ideal purpose (charity, refugee aid and the like), can we receive support from Sit?
A5: Your organisation can receive support, but exclusively for activities that benefit the students. This means that the organisation, for example, seek support for social events / activities to strengthen the unity of the students, but not directly support the charitable purpose. The reason for this is that the profit in the student union by law must return to the students.
 
Q6: Our organisation receives sponsorship support elsewhere, is this important information for you?
A6: Yes, we must have an overview of all sponsorship agreements / expected support your organisation will receive during the year, as Sit wants to be the only sponsor in their branch. It is therefore fully possible to receive support from others, but they must be specified in the budget.
 
Q7: We understand that food and drink are not supported, do you have more clear guidelines on expense items that are not supported?
A7: Yes, we have managed guides on some types of unsupported items. It is not directly against the policy to apply for support in these categories, but due to the necessary prioritization, these categories will not really be supported:
Food and drink
• Transport and general events outside the city of study
• Personal outlay
• Events that have already been completed
• Alcohol-related arrangements
• Professional activity (arrangements related to the study, study trips, company presentations / business contacts, career days, etc.)
 
Q8: For previous accounts and the year's budget, are you only interested in numbers, or do you want receipts / accounts?
A8: We are solely interested in your earnings, ie all revenue, expenses, balance and inventory for the organisation. Profit and loss account and budget must also include notes / comments on each post to give Kulturstyret a necessary insight into their finances (eg, the "sponsor" entry will detail all sponsors you have and how much you receive from each - in comment / note form).
 
Q9: Can we receive support for events / acquisitions already held?
A9: No.
 
Q10: Do you have tips for expenses or items that are easier to receive?
A10: Kulturstyret evaluates every semester where support is needed the most, but items that have previously received support can be profiles, office equipment, board games or other fixed inventory for the organisation. Kulturstyret looks at equipment that can be used by many for a number of years as positive investments for the student community. Often organisations also receive support for necessary equipment to ensure continued operation of the organisation's core activity.

Examples budget and accounting