Activity Proposal Procedure

Scope

The Procedure

1. The member(s) wanting to initiate a new activity may (optionally) contact a member of the CSSEPG executive to gain advice/assistance before making a proposal for the activity.
   
   
2. The member(s) must contact the entire CSSEPG executive via (cssepg at cs.mu.oz.au) or the CSSEPG mailbox, with their proposal. The proposal must include the following:
   
   
   • List of members/non-members proposing the activity, with full names and email addresses;
     
     
   • Tentative title for the activity;
     
     
   • Short description of the activity;
     
     
   • Description of funds and various organisational resources required to run the proposed activity, the level of support requested from the CSSEPG and the details of support secured/expected from other sources;
     
     
   • Description of group of CSSEPG members/non-members the activity is expected to benefit;
     
     
   • The expected duration of the activity, including estimates of hours for each session, number and frequency of sessions (if applicable); and
     
     
   • The expected start date of the activity, and the date by which a decision of support by the CSSEPG is necessary (if applicable).
     
     
3. A member of the executive must acknowledge receipt of the proposal within 1 week of its submission, requesting further information if necessary and providing an estimate of when notification of a decision of CSSEPG support should be expected.
   
   
4. The executive must notify the proposing member(s) of a decision of CSSEPG support within 4 weeks of the proposal submission or receipt of further necessary information by the CSSEPG executive.
   
   
5. For successful activity proposals that are granted funding, the CSSEPG will supply the promised funding in the form of a cheque as reimbursement, upon receipt of a detailed invoice. If the Group is funding part of a purchase/payment, then an invoice for the full purchase/payment AND an invoice for the CSSEPG-funded portion should be provided. The activity must be advertised to all CSSEPG members via the mailing list.
   
   
6. Outcomes of activities from successful proposals must be reported back to the CSSEPG executive within 1 month of the activity's completion with the following included:
   
   
   • Any changes to the activity's title or description as detailed in its proposal (see above).
     
     
   • Any changes to the time or duration of the activity.
     
     
   • Any changes to the activity's funding sources/expenditures, as detailed in its proposal (see above). The CSSEPG must be notified of any surplus, which normally must be returned to the Group.
     
     
   • Numbers of group members and non-members (ie. staff and guests) who directly benefited or participated in the activity. If possible, a list of names should be provided (ie. as hard-copy submitted to an executive member in person, or to the CSSEPG mailbox).
     
     
   • Report on the success of the activity (the more creative, the better - photos will likely be posted on the CSSEPG webpage).
     
     

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