Student Affairs SectionWaseda University

Waseda University has the “Extracurricular Activity Subsidy System” to support the active extracurricular activities of circles. This subsidy is provided by the university in accordance with certain standards for the planning of events by each circle, such as lectures, plays, performances, and sports events. 300,000 yen course, 150,000 yen course, 100,000 yen course, and other course are available. Circles wishing to apply for a subsidy for extracurricular activities should confirm the “Application guideline for subsidy for extracurricular activity” and apply for the subsidy within the designated period.

Not all expenses, but “direct expenses” are eligible. Direct expenses are those that simultaneously meet the following three conditions: 1. Must be in line with the purpose of the circle’s establishment, 2. Related to the event clearly, 3. Items belonging to the circle (items belonging to individuals are not eligible). Therefore, expenses for food, staying overnight, transportation, costumes (including uniforms), props, gifts and receptions are NOT eligible for the subsidy for extracurricular activities, regardless of whether they are for circle members or instructors. For more information on examples of eligible for and ineligible for the subsidy, please refer to the “Application guideline for subsidy for extracurricular activity”.

Please submit an “Event Report” to the Student Affairs Section, describing the activities and attaching the appropriate receipts. After the University assesses your application, the University will provide half of the expenses approved as direct expenses in the event report, up to the “annual budget amount for extracurricular activities subsidy” of the circle. The subsidy for extracurricular activities will not be transferred to the circle in advance.

For those events that took place before the announcement of the results of the application for the subsidy for extracurricular activities for the academic year, and which are approved by the university as eligible for the subsidy, the event report must be submitted within one month of the date of the announcement of the results. Specific deadlines will be stated in the announcement of results document.

Because the subsidy for extracurricular activities is processed on an academic year basis, the deadline for submitting event reports for events that end in March is different from the usual deadline. The specific deadlines for the academic year are listed in the “Application guideline for subsidy for extracurricular activity”, so please check them and submit the application by each academic year deadline.

In addition, circles that have difficulty submitting an event report by the end of the academic year because they will hold an event at the “end of March” should consult with the Student Affairs Section by e-mail after mid-February by the consultation deadline separately set by the Student Affairs Section (Mail to: [email protected]). If a circle fails to submit the event report by the submission deadline stated in the “Application guideline for subsidy for extracurricular activity” without advance consultation, the event report will not be accepted.

The subsidy for extracurricular activities will be transferred to the bank account registered in the circle’s name at the university after the event report has been submitted and assessed by the university. The subsidy will be provided approximately two months after the event report is submitted; however, it may be provided earlier or later depending on the circumstances of the assessment. In addition, we will not notify each circle individually of the completion of the bank transfer. Please confirm the specific amount of money to be transferred, etc., by keeping a regular bookkeeping at each circle.