EDI Project Fund 2023_24

What is the EDI Project Fund?

The EDI Project Fund is specially designed to facilitate innovative EDI and/or Anti-Racism projects that might otherwise not receive funding. The Project Fund will not be allocated to projects that should otherwise be centrally funded by the University (College/School/Unit), Students’ Union, or the Student Project Fund. The Project Fund will not normally fund usual academic activities such as research, conferences, course development, or student assignments. All those interested in working creatively to further and promote anti-racism at the University of Galway through innovative projects such as symposiums, workshops, sport activities, arts and cultural events (This is a non-exhaustive list) are encouraged to apply. 

What is the eligibility?

Proposals may be made by individual people and groups, or by two or more people / groups in collaboration; a Project Organiser must be appointed as the main point of contact and responsible party. Proposals from individual students/student groups, including Societies or Clubs, must be linked with an appropriate staff member to provide mentorship and budget oversight. Joint staff and student initiatives in collaboration with community organisations are particularly welcome. Overall, a balance will be sought in the allocation of funds with regard to student-led and staff initiatives, and between a variety of diversity groups, where possible. 

When must the projects take place?

Strand 1 - The projects must occur during the academic year 2023/24.  

Strand 2 -  The projects must occur during Nelson Mandela Anti-Racism Week, 19th - 22nd March 2024.

How can I apply for a grant?

Applications must be submitted using the application form provided: EDI Project Fund Application Form

The closing date for receipt of applications is 25^th January 2024 at 1pm. Applications which are late, incomplete, or do not display sufficient planning / attention to detail will not be considered. 

What is the assessment and selection process?

The EDI Project Fund will be overseen by a working group appointed by the Office of the Vice-President for Equality, Diversity and Inclusion. 

The working group will consider the applications received by the published deadline and will award funds to selected proposals following the selection process outlined below.  

Proposals will be judged according to the following criteria: 

• Relevance to EDI or anti-racism and another ground protected in equality legislation (20%) 
• Expected benefit (impact) for University of Galway (30%) 
• Expected benefit (impact) for wider society (10%) 
• Originality and creative approach (20%) 
• Value for money (20%) 

The working group will reserve the right to award funds only to those proposals which achieve an overall score of 70 or higher, noting that this could result in the full fund not being awarded at any particular time. Depending on the number and quality of the received proposals, not all projects scoring 70 or higher may receive funding, and the sub working group reserves the right to award any particular project an amount of funding which is lower than the sum requested in the application. 

 Will I be notified of the outcome? 

All applicants, successful and unsuccessful, will be informed in writing of the outcome of the assessment process by 5th February 2024. 

What are the conditions of the offer?

Successful project recipients are required to sign an acceptance letter which will include but is not limited to: 

• A named “Project Organiser” who will liaise with the OVPEDI in all matters relating to the project 

• A statement of activities and actions to be delivered 
• Funding amount and funding draw down arrangements 
• Agreement that all payments must comply with the University’s Procurement, Payroll, Invoice and Reimbursement guidelines 
• Project review, reporting and financial requirements including poster presentation 

The Project Organiser is responsible for: 

• monitoring the project's budget and requesting reimbursements from the OVPEDI 
• implementing the project 
• ensuring that the project is completed in accordance with the EDI Project Fund Terms of Reference and relevant University policies 
• reporting regularly to the OVPEDI on project progress  

In case of any query or difficulty arising with a project, the Project Organiser must contact the OVPEDI immediately. The Office will assist project organisers with: 

• processing reimbursements for project expenses 
• publicising projects on OVPEDI internal and external communications  
• general advice and guidance  

How will I receive the payment of grant? 

Normally, payment of the grant will be by reimbursement (on the basis of vouched expenditure) to an active University of Galway Cost Centre as outlined on the EDI Project Fund application. Invoices which are approved in advance may be paid directly by the OVPEDI.  All expenditure must be receipted and accounted for, and a final financial report provided prior to reimbursement. 

Project Organisers should be aware that processing each reimbursement may take time to complete. 

Will I need to complete a project report? 

All recipients must complete the EDI Project Fund Report provided upon completion of the project and submit it, together with any other specified documentation, to the Office of the Vice President for Equality, Diversity, and Inclusion.