On this site you can find our decrees, including the subsidy decrees that detail which organiser and what activities are elegible for subsidy.

The LOKO subsidy decree

LOKO Subsidy decree for student faculty councils and free associations

1. The subsidy committee
LOKO (The Leuven umbrella organisation of student faculty councils) awknowledges and subsidizes certain activities that are organised by and for students from Leuven. The subsidy committee is the committee charged with the task of dividing these subsidies.

2. General decrees
2.1 Decree
The subsidizing of student faculty councils and free associations happens in accordance with this subsidy decree. This decree was approved on the LOKO General Meeting on 19/09/2008.

2.2 Criteria for subsidy
Besides the formal criteria there are specific criteria set for acquiring subsidies depending on the nature of the requester (student faculty council or free association) and depending on the type of activity for which the subsidy request is made. These specific criteria are summarised in the addendum ‘Criteria for subsidy’.

2.3 Approving student faculty councils and free associations
All approved student faculty councils are elegible to receive subsidies. Other associations that organise activities by and for students from Leuven can make an application for approval to LOKO. The procedure for this is detailed in the addendum ‘Approval of Associations’.

2.4 Changing this decree
This decree and it’s addenda can only be changed by the general meeting of LOKO. The general meeting of LOKO can change this decree at any time. Members of the approved councils and assocations can request changes of specific points in the decree.

3. Composition of the subsidy committee.
3.1 Members
The subsidy committee is assembled on the first general meeting of LOKO. The following people are members of the subsidy committee:
- The LOKO president, vice-president or one of their staff employees (who is chairperson of the subsidy committee).
- The coordinator of Sport, or one of their staff employees.
- The coordinator of Culture, or one of their staff employees.
- The coordinator of LOKO International or one of their staff employees.
- Four representatives of Student faculty councils.
- Four representatives of free associations.

The maximum number of staff employees attending the meeting is set on two.

3.2 Division of votes
Every member of the subsidy committee has one vote. The chairperson coordinates the committee and has no vote.

3.3 Voting
Requests and proposals are voted on by majority. Voting by proxy is not allowed. If a vote is cancelled, the request is forwarded to the general meeting of LOKO.

4 Division of subsidies
4.1 Subsidy amounts
The specific subsidy amounts are decided in a general meeting of LOKO as a part of the yearly LOKO budgetting. The subsidy budget gets divided over 5 subsidy periods, being: august-october, november-december, january-february, march-april, may-july.

4.2 Purpose
The purpose of the subsidies is the encouraging of activities by student faculty councils and free associations. LOKO engages itself to do everything possible to realise this.

5 The application procedure
5.1 Making a subsidy request
Subsidy requests can be made in the subsidy period in which the activity takes place or the subsidy period after. Thus subsidy requests can contain maximum activities out of two periods. The requests are examined by the subsidy committee at announced dates.

5.2 Structure of an application
The application should contain:
1. An official application form, available at LOKO.
2. Posters and other promotional material
3. A complete and definite exploitation of the activity. This exploitation should be as detailed as possible and contain the receipts, invoices and sponsoring contracts. Without detailed proofs, as request is not elegible for subsidy.

5.3 Approving subsidy requests
At the end of a subdiy period the committee gives advice to the LOKO General Meeting about the received subsidy requests. The LOKO General Meeting takes the final decision. A detailed report on the calculations and given subsidies is placed on the LOKO website.

5.4 Cheapest formula
Organising student faculty councils and associations are expected to make use of the cheapest formula. The subsidy committee can ask for further explanation of an unrealistic cost-balance and can reject subsidy requests on this basis.

5.5 Double subdidies
Every cost can only be placed once with money of educational institutions which are meant specificly to subsidies student activities. An activity already subsidized by another external party is not elegible for subsidy.
Sponsoring in goods and structural sponsoring, such as yearly sponsoring or packet sponsoring, aren’t seen as income, if proven by a document from the sponsor.

6. Additional mechanisms
6.1 Periodic amounts
If an subsidy amount from one period isn’t fully used, it will be added to the following period. Unused amounts can only be added to a following period within one academic year.

6.2 Exceeding the amount
If the global amount of approved subsidy requests exceeds the available amount, all approved requests are percentually decreased until the global amount can be expended.

7 Appeal
Voting members of the committee who feel unjustly treated after a decision from the LOKO AV can hand in a motivated request for reconsideration to the committee’s chairperson up till two weeks after the initial decision. The chairperson will discuss this request on the following LOKO general meeting. The General meeting can then decide once more. The new decision will be announced on the first following subsidy committee meeting.

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Addendum I: Criteria for subsidy

1. Wherefor can you request subsidies?

It is possible for student faculty councils or associations to request subsidies for different costs of their working process. Some subsidies are for organizing or participating to an activity, while others can only be party subsidised. Thus read first the full document so you know for sure you request subsidies under the correct category. Never forget the general criteria (see below) when estamiting the wanted subsidy!

Also never forget the timing! Subsidy requests for the activity can only be handed in during the subsidy period at the time or the next one.

Subsidies available for:

    1. General costs of the association

    2. Printing works

    3. Subsidizable activities

    4. Partial costs of non-subsidizable activities

2. General Criteria
Proof: All costs must be proven. For some catergories the costs need to be proven in specific way. Make sure there is always a receipt or invoice added to the subsidy request.
Rate: Unless explicited otherwise, the subsidy covers at maximum 50% of the costs.
Maximum: The maximum subsidy is €250 per activity, or a maximum of €4 per person. For some cost-catergories additional limits can be made.

3. Specific criteria for some associations

3.1 Specific requirements for political and social associations

The subsidized activity should:
1. Take place in Leuven; and

3.2 Specific requirements for foreign student associations
The subsidized activity:
1. must take place in Leuven
2. must be a cultural or educational activity, the activity cannot be of a purely recreational nature
3. must be well advertised and open to everyone

5. Printing costs

5.1 Informative printing costs

5.1.1 Member's magazine, Student faculty magazine and information magazine

Proof Mention the number of copies printed, present a copy of the magazine and a copy of the receipts. Because the invoice of printing works can stay out some time, an official proof of the printing company can serve as a proof.

Condition The magazine has a name and publicizes number and year. It is distributed freely.

Maximum For the total of member's, faculty or information magazines there is a compansations of € 0.015 / A4 page for a total of € 60 a period. Faculty associations who don't use the complete amount, cannot transfer the rest to a next period.

5.1.2 Brochures

Proof Mention the number of copies printed, salesprice (even if it’s free); copy of the brochure and a copy of the bill.

Condition Obviously informing, thematical, no periodic publication, relevant in contence.

Maximum €0.015 per page, €50 per brochure

5.2 Promotional Printing works

These conditions apply for all promotional printing works

Proof Copy of the promotional printing work and copy of the bill.

Maximum € 50 per activityy

For flyers and posters there are extra criteria:

5.2.1 Flyers

Proof mention the number of copies printed

Condition distributed for free and informative

Maximum € 0.01 per flyer

5.2.2 Posters

Maximum € 0.10 per poster

6. Activities eligible for subsidy
6.1 General
All associations can request subsidies for the following activities. All associations can also hand in a motivated request for an activity which fits within the purpose of the organization and which is not included in this decree.

Lectures
Educational activities
Debates
Presidium excursions: maximum 1/ year with €4/person

6.2 Culture
International associations and student faculty councils can ask for subsidies for cultural activities. Other cultural activities have to be presented to the subsidy commission on forehand.

Plays/Revue/Opera
Museumvisits
Exhibitions
Film: Film recording and production are elegible, filmviewings aren’t.
Workshops
Travel and excursions: Complete programme’s aren’t elegible, seperate visits to museums, theatre’s,... are. A detailed programme of the trip must be presented to the subsidy commission, as well as proof of attending the cultural activity (tickets to a museum, for instance). For this, read "activities of a long duration"

6.3 Sport

International associations and student faculty councils can ask subsidies for the IOC recognized sports if these are not offered by the KUL or KHL. Next to that subsidies can be requested for:

Carting

Lasershooting

Paintball

6.4 Special types of activities

6.4.1 Activities of a long duration
When an organisation organises an activity taking place over several days, this multiple day activity counts as one activity for a request for subsidies. Exceptions are:

Travel

An association can attend multiple subsidizable activities during travelling and is able to request subsidies for these activities seperatly. However, the total amount granted during the travel cannot exceed € 5 / participant.

Exposition

For expositions the whole exposition counts as one activity  and the opening as another.

6.4.2 Shared activities
When two or more organisations, approved by LOKO, organise an event, only one organisation can request a subsidy for this event.

6.4.3 Partly subsidizable activities
If the subsidizable activity is part of a whole of activities (for instance part of a christmas celebration or a cultural week), then only the costs coming from the subsidizable part are eligible for subsidy. If no separate exploitation was made, one needs to turn in a global financial account.

6.5 Not subsidizable

Following activities cannot be subsidized

Parties

Cantus

Welcoming weekends (Subsidies avaiable via KULeuven)

Sauna visits

7 Activity-specific costs elegible for subsidizing
7.1 Travelling costs
1. For individual travelling costs (guest speakers, etc..):
Proof Copy of transportproofs. In case of own verhicle: A speaker-signed note with the driven trajectory and the costs made.
Conditions The speaker can’t be a member of the assocation organising the activity.
Rate € 0,15 per km if driving by car, or by train in 2nd class.
Maximum € 25 for transportation from Belgium, € 50 from outside the country borders.

2. For group transportation costs (minimum of 5 people..)
Rate 50% of the costs, or € 0,03 per km for own transportation
Maximum € 2,50 per person per activity

7.2 Rooms

5.4 Classrooms
All recognized associations and student faculty councils can use the classrooms of the University (including the University Sportcenter) for free, or at very reduced rates.

Specificely for free associations LOKO pays back the costs of the rent of a room of K.U.Leuven on the condition that:

    a. The free association hands in a copy of the invitation (fe flyer) or proof of the promotion and a proof of the editions     to LOKO

    b. The rooms of the K.U.Leuven only get used for activities and not for organizational meetings. These can be held in         LOKO according to the LOKO regulation

    c. a room of the K.U.Leuven gets used maximum 4 times each month. If a free association rents a room more than 4     times a month, she has to pay it herself. Once a year an activity can be organized in which more rooms are used at         once. A multiple day activity is possible but every day is seen as one activity.

    d. the activities which find place in the rooms of the K.U.Leuven are activities subsidized by LOKO. An exception will be     made for film showings.

    e. cultural associations first apply for recognition at the Commission Culture of the K.U.Leuven

The use of other rooms are only subsidized if the rooms mentioned above are unsuitable, inadequat or unavailable.

Proof Invoice
Maximum € 25

7.3 Audiovisual material, sportsmaterial
Recognized associations can use the infrastructure of the university for free or at very reduced rates. Student Faculty councils can make use of the material of the audiovisual service of the KU Leuven and of the University Sportscenter. The use of other material is only subsidized if the university material is unsuitable, inadequat or unavailable.

Proof Receipt
Maximum 50 euro

7.4 Other costs
As long as the maximum amount for one activity isn’t been allotted, the committee can approve subsidies for other costs that come from a subsidizable activity.

7.5 Not elegible for subsidy
The following costs aren’t elegible for subsidy.
- Administrative costs
- Lost safeguard receipts
- Drinks and food
- Buying of sweater and prize cups
- Temporary Residency costs

Status: Public

Date: 8 September 2008

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