Terms and Conditions (as of February 9, 2026)
1. Purpose
The Alumni Activity Fund (AAF) is established to provide financial assistance to University of British Columbia's (UBC) alumni for hosting events that promote alumni engagement, networking, and professional development opportunities.
2. Eligibility
All UBC Applied Science (Engineering, Nursing, School of Community and Regional Planning, and School of Architecture and Landscape Architecture) alumni are eligible to apply for funding through the AAF. Applications can be submitted by individuals or groups of alumni who are interested in hosting an event or activity that aligns with the objectives of the fund.
The Winter Edition (February 11, 2026 to March 31, 2026) of the AAF is only available for UBC Applied Science alumni who have not previously received funding in the previous launches (May 1, 2023 to September 12, 2025) of this initiative.
3. Objectives
The objectives of the AAF are as follows:
- To promote alumni engagement and networking opportunities by supporting alumni-led events and activities
- To encourage networking among alumni and students by providing opportunities for alumni to connect with each other and current students
- To foster professional development among alumni by supporting events
4. Funding Restrictions and Usage
The following restrictions apply to the use of AAF funds:
- Funds can only be used to support alumni-led events and activities
- Funds cannot be used for events or programs that generate profit
- One approved applicant per event
- Funding is subject to availability and is not guaranteed for every application
Funds may be used for the following purposes:
- Food and beverage costs
- A reasonable amount of alcohol (e.g. one glass per person) must be accompanied by food, as per the university’s alcohol policy.
- Activity fees or entrance fees
- Equipment costs Venue and audio-visual equipment rental fees
- Speaker or performer fees
5. Application Process and Timeline
To apply for AAF funding, alumni must complete the online application form. Applications must include a detailed description of the proposed activity, anticipated alumni group size, and location. Applications will be reviewed by the AAF committee, who will make funding decisions based on the objectives of the fund, the impact of the proposed event or program, and the availability of funds.
The application timeline for the Winter Edition of the Alumni Activity Fund is as follows:
February 9, 2026 – Launch of Winter Edition
February 17, 2026 – Deadline to submit the application of your activity proposal
March 31, 2026 – Deadline to complete your activity
April 17, 2026 – Deadline to submit your reimbursement form
April to May 2026 – Receive your reimbursement. The reimbursement process could take up to 2 to 4 weeks after submission due to high volume of inquiries.
6. Reimbursement Process and Requirements
You will receive your reimbursement only after the following conditions are met:
- You must complete your activity and submit your reimbursement form by the deadline according to the application timeline.
- You must submit all of the required documents: payment details, summary write-up of the event or activity, an attendance list, a group photo with all attendees and itemized receipts of all expenses (Credit card authorization receipts will not be accepted).
- Alcohol purchases are permitted only when food is purchased on the same receipt; separate receipts for food and alcohol will not be accepted.
- Reimbursement will only be paid to the person who paid the receipt or invoice. The name on the receipt or invoice must be the name of the original applicant.
- You will only receive reimbursement based on the amount on your receipt. The amount you may receive is $20 per Applied Science alumni or up to $100 CAD, whichever one is lower.
- You must allow your write-up and photo to be uploaded to the Alumni Activity Fund Recaps page. Your write-up may be further revised by the APSC Alumni Engagement Team before uploading.
Failure to submit these items could impact reimbursement.
7. Amendments to the Terms and Conditions
These terms and conditions may be amended by the APSC Alumni Engagement Team at any time. Amendments will be communicated to all applicants and recipients of the AAF.
