Grant Resources
After You Apply
Once you’ve submitted your grant application, here’s what happens next:
Grant Review Process
Your application will be reviewed by the Grant Review Committee—a group of NAITSA representatives and NAIT students at large.
- The committee reviews only those applications from clubs in good standing who have met the Paths training requirements by the grant deadline.
- The committee meets about one week after the intake deadline and may:
- Approve your grant in full.
- Approve part of your request.
- Decline your request.
Tracking Your Application
Submitters can track progress and view comments through ookslife.ca:
- Go to your club page.
- Open Organization Tools > Finance > Budget Requests.
- You’ll receive status updates through email and ookslife.ca notifications, depending on your account privacy settings.
Note: Only the submitter can see comments or special instructions. It’s their responsibility to share important details with the executive team.
Important: Don’t Spend Until Approved
Do not spend, book, or collect money for your event or initiative until you’ve received formal grant approval.
- You can collect quotes and prepare.
- But no purchases or payments until you’re approved.
- Only items listed and approved in your original application will be funded. Anything missing from the budget = no reimbursement.
If Your Grant is Approved
Follow Any Conditions
Your approval may include conditions—the most common being the submission of your event on ookslife.ca.
- Review the comments section for specific instructions.
- Following these conditions is required to access your funds.
Accessing Your Funds
Once approved, the grant funds will appear in a grant-specific sub-account under:
- Organization Tools > Finance > Accounts
You can now spend your grant by:
- Submitting Purchase Requests to pay vendors directly.
- Submitting reimbursement requests for club members.
If you’re combining grant and club funds, you must submit two separate Purchase Requests—one for each sub-account.
Clearly label each request with the project name and “Part 1” or “Part 2.”
Keep Your Club Informed
Let your club team know:
- What was approved.
- What receipts or documents are needed.
- What deadlines apply (especially the close-out date).
Only items listed and approved in your original application will be funded.
Anything missing from the budget = no reimbursement.
Close-Out Date
When you applied, you chose a close-out date—this is your final deadline to:
- Submit receipts.
- Complete all financial obligations.
- Finalize Purchase Requests.
Your close-out date must be within one month after your event, activity, or initiative ends.
Don’t Miss It!
- If you miss your selected close-out date, your funds are automatically reclaimed—no exceptions.
- Lost receipts will not be accepted. Only receipts submitted by the deadline will be covered.
Need to update your close-out date?
Email askclubs@nait.ca before your current close-out date passes and request a new end-of-month deadline.
If Your Grant is Denied
Grant requests may be declined for the following reasons:
- Missing or incomplete information in the application.
- Path training requirements were not met by the deadline.
- The project or activity does not align with NAITSA guidelines.
- The initiative was less impactful than others in a highly competitive intake.
- The club is not in good standing.
If your grant is denied, you can apply again in a future intake—as long as your new event or activity takes place after that intake’s deadline.
Grant Application FAQ
When is the application due?
All grant applications must be submitted before 11:59 p.m. on the intake deadline date. We recommend submitting early to avoid last-minute issues. See all the Application Deadlines here.
Are late applications accepted? No. Late applications are not accepted—no exceptions. Once the deadline passes, that intake is closed.
Can I submit more than one application during the same intake period? Yes! You can submit multiple grant applications for different projects or activities. Each project or activity must have its own separate application.
Can I spend money before I hear back from the Grant Review Committee?
Absolutely not. Do not spend money before you receive formal approval.
Spending early means:
- You’ll lose eligibility for grant funding.
- You’ll be personally responsible for any costs.
Always wait until your grant is approved before making purchases or paying.
