Rector's Directive No. 13/2018 ****************************************************************************************** * ****************************************************************************************** To implement: Article 3 of the Rules for Supporting Extracurricular Activities of Students University Date of effect: 16 April 2018 ****************************************************************************************** * Principles of Providing Support for Extracurricular Activities of Students ****************************************************************************************** *========================================================================================= * Article 1 – Introductory Provisions *========================================================================================= 1.In compliance with Article 3 and other relevant provisions of the Rules for Supporting E Activities of Students of Charles University (“the Rules” and “the University” respectiv Principles of Providing Support for Extracurricular Activities of Students specify detai provision of individual forms of support, limits for those forms of support, and other e 2.Under Article 2 (5), in conjunction with Article 2 (1) of the Rules, support for extracu activities at the University may only be provided to a student association, foundation, fund satisfying the conditions stipulated in Article 2 (6) of the Rules, if it engages o engage in activities relating to the student part of the academic community of at least faculties; support for extracurricular activities at a faculty may be only provided to a or foundation under Article 2 (7) of the Rules, if it engages or intends to engage in ac relating to the student part of the academic community of the faculty whose students are the association. An extracurricular activity means any activity aimed at the fulfilment cultural, social, and other needs of students in their leisure time, at the organisation talks, and other meetings, and at the provision of information services, organisation of concerts, artistic performances, student conferences, and the like, as well as the suppo association’s operation itself. *========================================================================================= * Article 2 – Periodic Financial Support Provided for Extracurricular Activities at the Un *========================================================================================= 1.In compliance with Article 3 (1) (a) of the Rules, a student association under Article 2 Article 2 (6) (a) of the Rules, or a foundation and an endowment fund under Article 2 (3 Article 2 (6) (b) of the Rules (“Foundation”), may be provided periodic financial suppor annual financial support paid in one or multiple instalments. 2.Periodic financial support of up to CZK 100,000 may be provided to a student association student association comprises more than 250 members, periodic financial support of up to may be provided. For the purposes of this provision, members of associations that are me association with university-wide operation are included. 3.The date decisive for the determination of the number of members of a student associatio paragraph 2 is 31st December of the preceding calendar year. For the purposes of the asc the amount of support, a student of the University may be included in only one student a date of filing an application is decisive. 4.The amount of periodic financial support provided to a student association under paragra not exceed 30% of the amount spent on the extracurricular activities under Article 2 of (“Extracurricular Activities”) in the preceding calendar year or the calendar year befor 5.Periodic financial support to a Foundation may be provided in the amount of up to 10% of spent on extracurricular activities in the preceding calendar year or the calendar year however, the amount shall not exceed CZK 180,000. *========================================================================================= * Article 3 – One-off Financial Support Provided for Extracurricular Activities at the Uni *========================================================================================= 1.A student association or a Foundation may be provided one-off financial support for extr activities at the University (Article 3 (1) (a) of the Rules) up to the amount of 65% of an event, both upcoming or executed, which falls under extracurricular activities; the a however, shall not exceed CZK 100,000. 2.The Rector can, on a proposal from the Social Commission of the Academic Senate of the U (“the Commission” and “the Senate” respectively), grant one-off financial support for ex activities at the University that exceeds CZK 100,000 in the case of an event that direc least 1,000 students of the University. 3.The Rector can, on the proposal of the Commission grant one-off financial support for ex activities at the university that exceeds the limit of 65% under paragraph 1 in the case event that concerns special-needs students, irrespective of the faculty at which they st that is worthy of special consideration; the amount provided, however, may not exceed th event. 4.Where an event has already taken place, the application for one-off financial support of activities at the University may be submitted within 60 days of the date on which the ev but no later than by the deadline set out in Article 7 (9). *========================================================================================= * Article 4 – One-off Financial Support Provided for Extracurricular Activities at the Fac *========================================================================================= 1.A student association or a Foundation may be provided one-off financial support for extr activities at the faculty (Article 3 (1) (a) of the Rules) up to the amount of 65% of th event, both upcoming or executed, which falls under extracurricular activities; the amou however, shall not exceed CZK 15,000, or CZK 20,000 in special cases where an event dire large number of students. 2.The Rector can, on the proposal from the Evaluation Commission, grant one-off financial exceeds the limit of 65% under paragraph 1 in the case of either an event that concerns students or an event that is worthy of special consideration; the amount provided, howev exceed the costs of such event. 3.When considering applications submitted, the Evaluation Commission proceeds in complianc 3 of the Rules; at the same time, the Commission ensures that at least one application f extracurricular activities at the respective faculty be granted reasonable financial sup that such an application has been filed. 4.Where an event has already taken place, an application for one-off financial support may within 60 days of the date on which the event finished. *========================================================================================= * Article 5 – Preferential Leases, Rentals, Loans for Consumption and Gifts *========================================================================================= 1.Support in the form of a preferential lease or rental of immovable and movable property (c) and (d) of the Rules) can be provided only if it is not to the prejudice of the fulf activities of the University. 2.The support under paragraph 1 can be provided only if it concerns property to the handli Rector or Chief Financial Officer is authorised. This support thus cannot be provided if property entrusted to the administration by a faculty or another unit of the University. 3.Support in the form of a simple loan for consumption (Article 3 (1) (b) of the Rules) an a gift (Article 3 (1) (e) of the Rules) can be provided only in exceptional cases. *========================================================================================= * Article 6 – List of Associations and Foundations *========================================================================================= 1.The following data is recorded in the list of associations and Foundations maintained by a.name, b.legal form, c.name of a person or persons authorised to act on behalf of the association or Foundati d.seat, e.contact address, contact details, and f.as the case may be, link to a website or another form of electronic presentation. 2.The list may also contain students’ interest groups that have no legal form; however, su be grantees of support under the Rules. 3.The list of associations and Foundations is published on the University’s website. 4.An application for registration, along with data listed in paragraph 1, is to be sent to address: registr-spolku@cuni.cz. 5.The association or Foundation will be informed about registration in the list within 15 delivery of the application for registration, or it will be notified, within the same pe need to complement the application. Should they fail to complement the application for r within the deadline set, the application will be set aside. 6.The association or Foundation is obliged to immediately notify the University of changes paragraph 1 via the address provided in paragraph 4. *========================================================================================= * Article 7 – Formal Elements of Applications and Deadlines for Submission *========================================================================================= 1.An application for support under Articles 3-5 must contain the following elements: a.identification of the applicant, including proof of its legal form, and other relevant to Article 2 of the Rules; b.description of the upcoming or executed event, the date and ensuring organisation ther c.information regarding the people for whom the event is intended, and the mode of its p promotion; d.information about securing relevant permissions or decisions if such permissions or de necessary under legal regulations in effect or under the internal regulations of the U e.budget for the event (a recommended template for a budget form can be found in Appendi it is also available for download on the IASAC website); f.in the case of an event that has already taken place, subparagraphs (b)-(e) apply with modifications; and g.the application must be signed by the governing body; where the application is filed b person, such person must be authorised to file an application by the governing body, a authorisation must be attached to the application. 2.The support provided cannot be transferred to another legal entity or individual, be it part. 3.An application for regular support under Article 2 must contain the following elements: a.identification of the applicant, including proof of its legal form, and other relevant Article 2 of the Rules; b.the annual report and report on financial management of the applicant for the last yea before last; c.relevant data regarding the extracurricular activities performed, under Article 2 of t including the enumeration of costs and revenues if they are not expressly stated in th subparagraph (b); and d.an affidavit of the number of University students who are members of a student associa down according to the faculties in which they study, or a list of the names of Univers are members of the governing and supervisory bodies of a Foundation. 4.A printed hard copy of the application is to be submitted to the Rector using the form f Appendices No. 1 and 2 hereof, and at the same time in electronic form to the email addr cinnost@ruk.cuni.cz. The application for support will not be considered if the printed h not delivered to the University by the set deadline (the electronic version of the appli sufficient). Applications delivered after the set deadline will not be considered at the Commission session. If an applicant consents to it, the application will be considered a session of the Commission. 5.Instead of the elements of an application that are already recorded in the list under Ar suffices to refer to that list in the application. Where the nature of the elements of t allows, an applicant may substitute them with an affidavit stating that those facts are facts that have already been supplied in connection with an earlier application. The Rec that a list of names of members of a student association be provided for inspection. 6.If an application is filed by a student association or Foundation that is not registered associations under Article 6, the Rector will immediately invite them to first apply for in said list. If the data required for registration is not submitted within 30 days of t of the invitation, the application will be set aside; where the application concerns the extracurricular activities at a faculty, the time limit is 7 days. Where an incomplete a is filed, a student association or Foundation will be invited to complement it within 7 application is not complemented within said period, it will be set aside. 7.The Rector, Social Commission of the Academic Senate of the University, and/or the Evalu may, in reasonable cases, request further data unless legal regulations provide otherwis period set for the complementing of data is not included in the period under Article 4 ( nor in the period under paragraphs 10 and 12. If the application is not complemented wit period, it will be set aside. 8.In the case of an event in the current calendar year, the application for support for ex activities at the University under Articles 3 or 5 can be filed no later than on 15th No current calendar year. 9.The Social Commission of the Senate will express its opinion regarding an application fo extracurricular activities at the University usually within 45 days of the delivery of t however, in the case of an application delivered between 15th June and 14th September, t will express its opinion thereon usually by 10th October. 10Applications for support for extracurricular activities at the faculty under Article 4 a three times a year, namely by 28th February, 30th April, and 15th October. 11The Evaluation Commission will express its opinion regarding the applications for suppor extracurricular activities at the faculty no later than by 22nd March, 22nd May, and 7th 12Administrative activities related to the granting of support for extracurricular activit is secured by the Information, Advisory and Social Affairs Centre (“the IASAC”), a depar Rector’s Office, which may request the opinion of the legal and financial departments re assessment of special issues. Decisions and drafts of contracts are prepared by the lega the Rector’s Office. *========================================================================================= * Article 8 - Contract *========================================================================================= A contract on the provision of support must, among others, always contain a provision rega obligation of the grantee of support stipulated in Article 9 hereof, to allow the inspecti primary accounting documents, and the obligation to return the provided financial support, if the conditions of the provision of support are not observed, be it only partially, as w obligation to adequately publish that the grantee of support or an event is supported by t *========================================================================================= * Article 9 – Using the Support *========================================================================================= An association or a Foundation that has been provided support for extracurricular activiti present to the University through a relevant commission under Article 4 (8) of the Rules a of the financial support provided within 60 days of the completion of the supported event, support was provided for an event that had already been executed, within 60 days of the co contract on the provision of support. Financial support provided cannot exceed 65% of actu for the event, with the exception of events stipulated in Article 3 (3) and Article 4 (2) actual expenditures for an already executed event is documented by an affidavit and stipul accounting. A recommended template of the final accounting form can be found in Appendix N the same time, it is available for download on the IASAC website. *========================================================================================= * Article 10 – Common, Transitional, and Final Provisions *========================================================================================= 1.The co-ordination of activities related to the administration of support for extracurric is secured by a person authorised thereto by the Rector. 2.The processing of applications for support for extracurricular activities at the Univers before this directive takes effect is governed by Rector’s Directive No. 37/2017. The ch use of such support is, in accordance with Article 9, governed by this new Rector’s Dire 13/2018. 3.This directive becomes effective on 16th April 2018. 4.Rector’s Directive No. 37/2017 is hereby repealed. In Prague, 9th April 2018 Prof. MUDr. Tomáš Zima, DrSc., MBA Rector *========================================================================================= * Appendices *========================================================================================= • Appendix No. 1 – Application for Financial Support for Extracurricular Activities of Stu University [ URL "UKEN-808-version1-uk_8982_version1_or_2018_13_pril_1_english.docx"] • Appendix No. 2 – Application for Non-financial Support for Extracurricular Activities of Charles University [ URL "UKEN-808-version1-uk_8982_version1_or_2018_13_pril_2_english.d • Appendix No. 3 – Budget for the Event [ URL "UKEN-808-version1- pril_3_zajmova_cinnost_rozpocet_english.xlsx"] • Appendix No. 4 – Support for Extracurricular Activities of Students of Charles University – Final Accounting of Event Expenditures [ URL "UKEN-808-version1- uk_8982_version1_or_2018_13_pril_4_english.xlsx"]