SSAF Fact Sheet for Project Leaders
What is the SSAF?
The Student Services and Amenities Fee (SSAF) is a fee charged to students for services and amenities of a non‐academic nature. The allocation of SSAF funds are determined in consultation with students and student representative bodies, and guided by the SSAF Committee. All SSAF funded projects must be considered by the Committee and are subject to Executive approval.
What can funding be used for?
Funds generated by the SSAF are used to improve the quality and quantity of services and amenities that fall within one or a number of expenditure categories, as specified under legislation. These categories include:
- Providing food or drink to students on a campus of the higher education provider
- Supporting a sporting or other recreational activity by students
- Supporting the administration of a club most of whose members are students
- Caring for children of students
- Providing legal services to students
- Promoting the health or welfare of students
- Helping students secure accommodation
- Helping students obtain employment or advice on careers
- Helping students with their financial affairs
- Helping students obtain insurance against personal accidents
- Supporting debating by students
- Providing libraries and reading rooms (other than those provided for academic purposes) for students
- Supporting an artistic activity by students
- Supporting the production and dissemination to students of media whose content is provided by students
- Helping students develop skills for study, by means other than undertaking courses of study in which they are enrolled
- Advising on matters arising under the higher education provider's rules
- Advocating students' interests in matters arising under the higher education provider's rules Giving students information to help them in their orientation
- Helping meet the specific needs of overseas students relating to their welfare, accommodation and employment.
A detailed list of allowable expenditure is available on the SSAF website. The use of SSAF funds must fall within the scope of your approved project plan or business case. SSAF funds must not be used to support any political party or the election of a person to a government body. Funds must not be used for any other purpose than that specified in the Project Plan unless prior approval has been granted by the SSAF Committee, University Executive or under their authority by the SSAF Project Manager.
Who is responsible for this project?
The successful delivery of all SSAF funded projects are a cooperative effort of the SSAF Committee, SSAF Project Manager and the Project Leader/Team. If you are leading a SSAF funded project, you should take all reasonable steps to ensure the project is implemented efficiently and effectively, seeking assistance at any stage if you’re unsure about the project’s scope, timing, cost any other requirements.
Do I need to adhere to procurement policies and procedures?
Yes. UNE Procurement Policy and Procedures apply to all staff involved in the procurement of goods or services for the University. It is the responsibility for the Project Leader to ensure the correct application of UNE policies in relation to their project. Find more information about procurement on the UNE Staff Site, under Procurement. If you are unsure, you can also ask the SSAF Project Manager for guidance.
Who will monitor my project?
As Project Leader, you have a responsibility to monitor progress and completion of the project. You should ensure the project is progressing according to plan and may be required to report progress back to the SSAF Committee or SSAF Project Manager.
Do I need to report outcomes?
Yes. At a minimum, a Project Completion Report should be provided to the SSAF Committee once the project has reached its conclusion. All Projects that are delivered utilising SSAF funds will require a financial acquittal. It is important that the utility of SSAF funded projects are maximised for the benefit of all students, and funds are managed in a transparent and accountable manner.
Please contract the SSAF Project Manager for advice and the required paperwork to complete a financial acquittal for your project/s. Acquittals need to be completed within one (1) month of your project concluding or 30 September of funding year.
How are payments made?
If you are unsure about how payments will be made or finances managed under SSAF, you should contact your SSAF Project Manager. Depending on the scale and complexity of the project, payments and acquittal of funds may be managed directly by the Finance Directorate, or handled individually by each Project Leader.
Do I need to use the SSAF logo?
Yes. The SSAF logo should be used for promotional and communications material that relates to SSAF funded projects or initiatives.
Where do I find more information?
Once your project has reached its conclusion, you should submit a Project Completion Report and (if necessary) a Financial Acquittal. Communication of the new or upgraded service / amenity may also need to be supported by communications or marketing activity. SSAF funded projects can be showcased on the UNE website, or other avenues. Please ask your SSAF Project Manager for further details.
Who can I ask for help?
You can contact the SSAF Project Manager on firstname.lastname@example.org.