Financial budgets for educational implementation, teams and locations

Summary
This policy defines the financial budgets available for educational implementation, for team/cluster outings and for (strategic) activities per location. The page also describes how to request these budgets.

This policy is based on the LT decision 2.024.014 d.d. 28-3-2024

There is room for one activity and dinner per cluster, where the cluster can also be split into subgroups/teams. The budget for this is €75 per person per year. Before the activity takes place, a purchase request is submitted by the organizing colleague. Approval by the PM is required.

If there is something to celebrate a lunch, drinks or pastries. A procurement request is also submitted for this. The functional manager approves, depending on the position of the team. For example: a project team wants to celebrate the completion of a project.

The following budgets are available per semester.

• Each PLOU receives € 30 per student.
• For the propaedeutic ceremony at the bachelor, the PLOU Semester 2 will additionally receive € 50 per student. The PLOUs of semester 2 are jointly responsible for the ceremony. There is no limit on the number of invited guests. The budget is the guideline.
• For the certification ceremony (for bachelor semester 8; for associate degree semester 4 and for master semester 2) the PLOU receives € 100 per student. There is no cap on the number of guests invited. The budget is the guideline.

In all cases, procurement requests are submitted in advance and reviewed by UM.
Giving gifts to students is a no-go from financial and account guidelines. However, small prizes at events are possible. Thesis awards are paid for by partners. At graduation ceremonies, we give students a tangible keepsake with a link to the alumni website.

A budget of €40K per location and per semester is available for strategic educational activities. Mindlabs and P8 are hereby considered together as one location. These activities must meet the formulated objective: contribute to the development of our students and be separate from normal educational activities. These can also be international activities. Cooperation across locations is encouraged. This budget is expressly not intended for gifts for students or extra outings, lunches, drinks, etc.

The Fontys ICT colleagues from Planning & Finance (P&F) monitor the financial depletion of the budgets on a monthly basis, so that this remains visible in broad lines.

The following was agreed on communication and evaluation:

• The implementation managers communicate the policy to the PLOUs regarding the budget per location and per educational unit. Special attention is paid to the budgets for propaedeutic and certificate awards.
• P&F provides overviews per semester with budgets for clusters, locations and educational units.
• P&F includes only costs above €500 separately in the realization overview.
• PM: discusses policy in cluster and/or with relevant team managers for Support.
• A review of this policy will take place in February 2025 (after completion of fall semester 2024).