2.20 | Student’s Activity Fund Sponsorship

2.20.1 | Purpose

Sampoerna University (SU), through Student Affairs (SAA), considered the importance of supporting students’ activities that aim to personal development, particularly related to interest and talent and professional preparation. The goals of the activity fund sponsorship are:

• To encourage SU students to enrich achievement and experience outside campus through competitions and national/ international conferences.
• To increase the value of students’ soft skills and the University’s reputation.

2.20.2 | Scope

This policy is applied to all Sampoerna University students who propose the Activity Fund Sponsorship.

2.20.3 | Definition

• Proposal
  The proposal is a document proposed by students to Student Affairs completed with supporting documentation as required by Student Affairs to request the Activity sponsorship.

• Activity Fund Sponsorship
  Activity sponsorship funds are given to students to commence activities aiming at personal development, particularly related to interest and talent and professional preparation.

• The Study Program
  The Study Program is a unit of education and learning activities with a particular curriculum and learning methods in one type of academic education, professional education, and/or vocational education.

• Profession
  The profession is particular job students aim for after graduation.

• Reimbursement system
  A reimbursement system is a payment system in which students propose claims for expenses spent or paid.

• Force Majeure
  Force Majeure refers to an exceptionally giant power condition that is beyond human control and inevitable so that an activity cannot be carried on or cannot be executed properly.

2.20.4 | Policy

2.20.4.1 | Criteria

To obtain activity fund sponsorship, each criterion stated below should be fulfilled:

1. The activity must be relevant to Study Program and/or correspond to the student’s future career development.
2. The activity must increase the value students and Faculty, such as the paper should be indexed by a reputable and well-known international organization; the name of the paper advisor should be included in the paper.
3. The activity must be included in the category of competition, conference, or similar activities in which the organizer accepts participating students through the selection process for being a speaker, facilitator, paper presenter, competition participant, adjudicator, or judge.
4. Referred activity that Sampoerna University initiates in the form of an assignment to represent University, especially that aligns with Tri Dharma Perguruan Tinggi.
5. The scope of activities is national or international levels.
6. The student’s status must be active, not on academic leave, and has not joined judicium when the activity is held.
7. The sponsorship opportunity can only be given once for each student within the same academic year.
8. Activity Sponsorship is not applicable for the following: students exchange activity, poster presentation, community service, competition of talent, and interest.

All above criteria should be fulfilled unless there is an exception approval concerning the University’s needs and approval from Vice-Rector of Academic and Student Affairs.

2.20.4.2 | Proposal Procedure

1. To propose Activity Fund Sponsorship, students shall fulfil administrative requirements as follows:
   1. the complete proposal includes background, objectives, and benefit of activity toward student’s interest and talent or career preparation.
   2. Detail activity
   3. Estimated activity budget
   4. Information regarding financial supports from other external or fundraising.
   5. Letter of Acceptance/ Invitation letter/ Winner Announcement from the Event Organizer
   6. Student’s resume
   7. Copy of ID Card and the first page of Bank Account
2. The proposal shall be signed by Paper Advisor (for paper conference activity) and approved by a respected Dean, Head of Student Affairs, Dean of Student Success, Vice-Rector of Administration, Human Resource and Operations, and Vice-Rector for Academic and Student Affairs.
3. Proposal submission is a maximum of one month before the activity is implemented.
4. Supporting funds will be provided in partial with a maximum of 75% from all expenses and based on the available budget managed by Student Affairs.
5. Activity report should be submitted to student affairs maximum of 14 (fourteen) days after the activities.

2.20.4.3  | Funds Disbursement Procedures

1. Student Affairs will proceed with the reimbursement in accordance with valid DOA (Delegation of Authorization).
2. Approved Activity Fund Sponsorship will be paid with a reimbursement system within a maximum of 30 calendar days after documents have been completely received. Exception for funding in cash advance to the student prior to the activity or order through University’s vendor can proceed in case of student’s fund limitation. This condition requires a Dean’s request document to assure no activity cancellation on student’s participation.

2.20.4.4 | Cancellation

1. Approved and funded Activity cannot be cancelled
2. In case of activity cancellation, the student must submit an accountability document and refund all funds issued to the University shortly.
3. A student who cancels the activity will not be granted the Fund Sponsorship for the next academic years.