1.  Applicants to the CiviContribution Fund must be one of the following:

• • Queen’s University staff members
  • Enrolled Queen’s University students (including those affiliated with a club or society)

2.  Applicants should be involved in a project with an external partner. This partner should be independent of Queen’s University.

3.  The CiviContribution Fund focuses on supporting three themes that align with the core principles of the university's Social Charter. All applicants are encouraged to familiarise themselves with the Social Charter before submitting an application.

4.  The project must clearly demonstrate local engagement in one of the following three Social Charter themes:

• • Addressing inequalities and promoting equity
  • Civic culture and intercultural dialogue
  • Education with a social purpose

5.  The Social Charter is aligned to the UN's Sustainable Development Goals (SDGs). The project should aim to address at least one of these. 

6.  Applicants should obtain project approval from the relevant Director, Head of School, Director of Operations, Head of Service or Clubs and Societies Manger. Project approvers should confirm their endorsement of the project and the applicant's credibility.

7.  The applicant must agree to all terms and conditions of the CiviContribution Fund.

Following the application deadline, the CiviContribution Fund assessment panel will convene within 7 days. The panel will consider the following criteria in their decision-making process:

1.  Project Significance
How does the project meaningfully promote one or more of the fund's three key themes?

• • Education with a social purpose
  • Addressing inequalities and promoting equity
  • Civic culture and intercultural dialogue

2.  Co-design Approach
Who have you spoken to or worked with in the lead-up?
Have people with lived experience or community members been involved in shaping the project?

3.  Beneficiaries
Who will directly benefit from this project within the local community?

4.  Measurable Outcomes
What difference will this project make, and how will you measure its impact?

5.  Feasibility
Is your project realistic?
What are your timeline and plans for delivery?

6.  Cost Effectiveness and Sustainability
Is the project cost-effective?
Are there plans to sustain it beyond this funding?

Welcome Statements

Our CiviContribution Fund Welcome Statements outline the types of projects we are especially keen to support. They are shaped by our current priorities and highlight areas where we would particularly encourage applications. Projects that do not fall within these areas will still be considered, provided they meet the overall aims of the fund.

For 2025/26, we particularly welcome applications that:

• • Demonstrate innovation in their approach
  • Include meaningful involvement from students
  • Involve individuals from minority ethnic backgrounds, including asylum seekers and refugees
  • Focus on addressing need in economically deprived areas
  • Have a clear impact within the local area
  • Are submitted by first-time applicants

Application Form

The CiviContribution Fund application window opens on Monday 8 September 2025. All applications must be submitted via the online application form by the closing date of 5pm on Tuesday 14 October 2025.

To assist with the application, a downloadable version of the online application form is available here. We recommend that applicants draft their answers offline, as the online form may not save the progress of applications.

Project Approver Form

Applications must be supported by a project approver, who must complete this form. A completed project approver form should be attached to the online application form at the time of submission.

For queries outside of the provided guidance, please contact civicengagement@qub.ac.uk.

APPLY NOW

8 September 2025
Application window opens.

14 October 2025
Application window closes at 5pm on this date.

22 - 23 October 2025
Applicants will be notified of the outcome of their application. 

27 - 29 October 2025
Information meetings for successful applicants will be scheduled between these dates. After the conclusion of these meetings, funds will be allocated to the applicants' chosen project code.

29 May 2026
Where possible, projects should be completed by this date, but we understand that some projects may extend beyond this timeframe. If projects are due to finish beyond 29 May 2026, this will be discussed at the information meeting. Project reports must be submitted within three weeks of project completion.

31 July 2026
All funding must be spent within the 2025/26 financial year, which ends on 31 July 2026.

If a successful applicant accepts funding of £2,500 or £5,000 from the CiviContribution Fund, they agree to the following terms and conditions:

1.  Information Meeting
If funding is approved, the applicant must attend an information meeting with a member of the CiviContribution Fund assessment panel. Information meetings will be scheduled between 27 - 29 October 2025.

2.  Purpose of Funding
The funding must be used for the purpose approved by the CiviContribution Fund assessment panel.

3.  Funding Transfer
Funds will be electronically transferred via QFIS using the sub-analysis D2324PEU to the project code provided in the application. For clubs and societies, the project code will be provided after the application is approved.

4.  Funding Distribution
Any funds awarded to a successful applicant must be managed through internal Queen's University Belfast systems, such as QWork or QFIS.

5.  Permitted Expenses
Funding may cover costs associated with the hire of facilities, catering, promotional materials, travel, accommodation, and project materials.

6.  Financial Records
The applicant must maintain accurate financial records of all spending related to the funding and provide these records upon request. Any funding that is not required for the purpose approved, should be refunded to the CiviContribution Fund.

7.  Withholding of Funds
The CiviContribution Fund assessment panel reserves the right to withhold funding or will require repayment if:

• • Any false information related to the project or the use of funds is discovered.
  • The work undertaken differs from what was approved, and those changes were not authorised.

8.  Project Completion
Where possible, projects should be completed by 29 May 2026. However, we understand that some projects may extend beyond this timeframe. While some projects may run on, all funding must be spent within the 2025/26 financial year, which ends on 31 July 2026.

9.  Acknowledgment
The ‘Queen’s University CiviContribution Fund’ must be acknowledged in any communications regarding the funded project, including social media, reports, brochures, or websites.

10.  Project Report
Successful applicants are expected to provide a project report within 3 weeks of project completion. A project report template will be provided to successful applicants at their information meeting.