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Program Guidelines
1. Purpose
The Ottawa Valley Swiss Club (OVSC) Camp Sponsorship Program is a charitable initiative designed to provide financial assistance to children of OVSC members for attending camps organized by the Foundation for Young Swiss Abroad (FYSA). This initiative aims to strengthen participants' connection to their Swiss heritage, culture, and community.
The program aims to:
- Support families in exposing their children to Swiss culture and traditions.
- Create opportunities for Swiss children to connect with others living abroad.
- Serve as an incentive for families to join OVSC and increase membership.
2. Organization
2.1 The OVSC Camp Sponsorship Program is administered by the Ottawa Valley Swiss Club, which raises funds through its own initiatives and community contributions.
2.2 The OVSC Board is responsible for overseeing the sponsorship program, reviewing applications, and ensuring funds are distributed in alignment with program objectives.
2.3 A report on awarded sponsorships will be presented at the OVSC Annual General Meeting (AGM), and successful applicants will be encouraged to provide a letter of thanks or a similar acknowledgment to the club.
3. Compliance
3.1 The program complies with OVSC by-laws and adheres to the legal and regulatory requirements applicable to nonprofit organizations and charitable initiatives.
3.2 The OVSC Camp Sponsorship Program and its operating guidelines were approved at the 2023 Annual General Meeting.
4. Eligibility
4.1 Applicants must be children of OVSC members who have paid their membership dues for at least 24 months.
4.2 Applicants must meet the eligibility requirements of the SJAS camp program, which include:
- Meeting the age requirements as defined by SJAS.
- Having at least one parent with Swiss nationality (the child is not required to have Swiss citizenship, but they must be eligible to obtain it through a Swiss parent).
- Immediate family membership dues must be fully paid (grandparents' memberships do not qualify).
4.3 Special consideration will be given to applicants who, without financial assistance, might not be able to attend the camp.
4.4 Proof of enrollment in an SJAS camp for the upcoming session must be provided before sponsorship funds are disbursed.
4.5 Sponsorships will be awarded only once per child in their lifetime. However, exceptions may be made at the discretion of the OVSC Board.
5. Selection Criteria
5.1 The OVSC selection committee will evaluate applications based on the following criteria:
- Financial need
- Connection to the Swiss community in Canada and in Ottawa in particular
- Motivation for attending the SJAS camp
- Efforts to promote Swiss culture and personal engagement within the community
- Previous sponsorships received from the OVSC or related Swiss organizations
6. Application Process & Deadlines
6.1 The deadline for sponsorship applications is September 30th each year. This deadline applies to both the current year’s summer camp and the following winter season’s SJAS camps.
6.2 Applications must be submitted with the required application form, including proof of acceptance to an SJAS camp and a statement of motivation.
6.3 The OVSC Board will review applications and notify successful applicants within a reasonable timeframe.
6.4 Applicants will receive either an acceptance or rejection letter. If selected, sponsorship funds will be sent directly to SJAS or reimbursed to the applicant upon proof of payment.
6.5 Exceptions to the application process or deadlines may be made at the discretion of the OVSC Board.
7. Funding
7.1 The value of the OVSC Sponsorship Program is CAD $200.
7.2 The total number of sponsorships awarded each year is subject to the number of applications received and the availability of funds in the OVSC budget, as specified at the Annual General Meeting 2023.
7.3 The program will begin with a one-year trial period, after which the Board will review and determine its continuation at the AGM.
7.4 Sponsorship payments will only be made once proof of enrollment has been provided for the same year of application.
8. Privacy Statement
By applying for sponsorship, applicants consent to the collection, use, and limited disclosure of personal information for the purpose of processing applications. This information will be kept confidential and used solely for selection and administrative purposes.Successful applicants may have their names and photographs published in OVSC newsletters or promotional material unless they opt out.
9. Interpretation and Amendment
The OVSC Board reserves the right to interpret, modify, or amend these guidelines as necessary. By submitting an application, applicants agree to be bound by the terms of this program and any subsequent updates made by the OVSC Board.
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