Allocation of financial support to Student Branch Activities
Allocation of financial support to Student Branch Activities by the Benelux Section as agreed at the Section Meeting April 3, 2017.
The rebate is defined by the Officer Student Activities, based on the yearly report and request for support from the Student Branches. The yearly report should be done using the vtools reporting tool at sbr.vtools.ieee.org. The total budget allocated to all Student Branches combined shall not exceed EUR 8000 per year. Reporting is done yearly, and this before the November ExCom meeting (deadline for reporting: November 1).
The total subsidy that can be requested by a single Student Branch over a period of one year shall not exceed EUR 2500, which includes the section rebate for yearly reporting.
All requested financial support, for which approval has been obtained, shall be claimed from the treasurers and shall be accompanied by justifying documents (train or plane tickets, invoices, entrance stubs, etc.).
In principle, no subsidy will be granted to Student Branches that did not file the complete annual report, the Student Branch Officers' report and the annual plan for the proper year. The ExCom may, however, consider exceptions.
Under these conditions subsidies may be obtained for following activities:
A. Trips
Object
Must have a "professional" and IEEE Student Activity character (e.g. visits to Student Branches, factories, participation Student Paper Contest, etc. ). To be detailed at time of request.
Amount
The amount shall not be higher than 25% of the expected expenses with a maximum of EUR 100,00 per participating IEEE Student Branch member up to a maximum per branch and per academic year of EUR 1750,00. The academic year is supposed to be from 1 September to 30 August.
Terms
50% upon request based upon detailed budgeting and the tentative list of participating IEEE Student Branch members. Balance after submitting the activities report, the financial report, and the final list of participating IEEE Student Branch members.
May be handled "automatically" at discretion of the Student Activities Coordinator.
B. Conference, Symposium, etc., organized by a Student Branch or a Student Branch Chapter
Object
Should have a "reasonable" budget in terms of financial liability. The Student Branch may request a list of addresses of IEEE Benelux Section members from the Section administrative secretaries, free of charge. Mailing costs are not covered.
Amount
50% of the registration fee for IEEE Student Branch members with a minimum subsidy of EUR 2,50 per participating IEEE Student Branch member and a maximum of EUR 12,50 per participating IEEE Student Branch member up to a maximum of EUR 1000,00 per academic year.
Terms
50% upon request based upon detailed budgeting and the tentative number of participating IEEE Student Branch members expected. Rest after submitting the report including the final list of IEEE Student Branch members having attended the event.
May be handled "automatically" at discretion of SAC chair.
C. Membership Recruitment
A Student Branch may request up to EUR 200 yearly for initiatives that are especially targeted towards recruiting new members for the Student Branch.
D. Other Initiatives
A Student Branch may always request Section support up to EUR 750 yearly for other initiatives by providing an acceptable budget to the Student Activities Coordinator. For higher amounts the approval of the Chair, the Treasurers and the Student Activities Coordinator must be obtained.
E. Yearly reporting
The Student Branches will be credited EUR 250 rebate yearly by the Benelux Section in addition to the regular IEEE rebates and allotments, provided they comply with the IEEE Bylaws, in particular timely filing with the Section Student Activities Coordinator (1) their complete Annual Report, (2) their branch officer reporting and (3) their Annual Plan, on the forms to be found on the Student Branch Forms webpage. Other official reporting is neither necessary nor desirable with regard to these Benelux Section rebates.