Funding Policy

Intention: 

The intention of this program is to reduce the financial barriers specific to students with a disability(ies) at the University of Victoria. This funding policy is to provide reimbursement for or purchase of an assistive device, aid, or technology not otherwise provided or subsidized through other means, including UVic’s and wider-community resources, Student Aid BC, and personal health insurance. An application submitted under this Funding Request Policy is a once-per-semester option for individuals under extenuating circumstances who have exhausted all other options. This funding policy and procedure is not intended to and will not cover emergency funding requests, medication expenses, or devices not properly reputed by a registered medical professional; moreover, the intention of this funding application is to support UVic students with a disability(ies) with one-time purchases or reimbursements, rather than on-going monetary support.

The SSD recognizes that being a student with a disability potentially comes with additional costs to participating in post-secondary education and through this program aims to reduce or partially eliminate this barrier for eligible students.

Definitions:

For the purposes of this policy, the following terms are defined below:

  • “Academic school year” is taken to mean September 1st to August 30th
  • “School-” or “Academic semester” is taken as any and all of the following date ranges:
      • Fall term – September 1 to December 31
      • Spring term – January 1 to April 30
      • Summer session – May 1 to August 30
  • “Reimbursed” or “reimbursement” is defined as the act of paying back money from an expense already incurred, and only with the attachment of an itemized receipt.
  • A “registered medical professional(s)” includes Nurse Practitioners, physiotherapists, occupational therapists, medical doctors (M.D.) or psychologists registered through or with the equivalent licensure of the Canadian Psychological Association (CPA)
  • “Participating” is taken to mean that a student is actively attending one or more for-credit courses at the University of Victoria
  • “For-credit course” is a course or program that provides credit towards an undergraduate or graduate degree at UVic.

Eligibility:

This program is only applicable to members of the SSD. This includes students at UVic who:

  1. a) self-identify as having one or more disabilities, and
  2. b) who are members in good standing of either the UVSS or the GSS; this does not include associate members of the SSD.
  3. c) are currently registered in a for-credit course and participating in one or more classes with the University of Victoria

SSD Council Members are eligible for this program, with preference given to non- Council Members. The program is provided on a first-come, first-serve basis until budgeted funds are exhausted to accepted applicants.

Scope:

The scope of this program is to provide reimbursements or outright purchases of various barrier-reducing assistive technology/ies, devices and mobility aids listed in the Funding Request Categories, shown below.

An eligible student can receive funding via this SSD Funding Policy a frequency of one (1) time per semester up to a maximum of $5,000 per academic school year, and a lifetime maximum of $10,000, with certain exceptions being granted for wheelchair requests.

Each category has a maximum dollar amount listed to ensure equitable and reasonable limits are set and respected. These numbers were determined during policy development by performing research on typical costs, typical insurance coverage, Student Aid BC guidelines, and  personal experience by SSD members.

Funding Request Categories:

  1. Transportation and Mobility

            a. Wheelchairs/Scooters (Maximum amount: $15,000)

            b. Walkers (Maximum amount: $750)

            c. Canes/Crutches/Shoes (Maximum amount: $1000)

            d. Transportation and/or Mobility Device not listed (Maximum amount: $4,500)

      2. Sensory Processing/Adaptation Tools 

           a. Weighted Blankets or Plushies (Maximum amount: $300)

           b. Soft-lighted, incandescent lighting (Maximum amount: $150)

Examples: Incandescent office lamp or a set of 4-6 incandescent bulbs

           c. Noise Cancelling Headphones (Maximum amount: $350)

           d. Sensory Processing/Adaptation Tool not listed (Maximum amount: $450)

      3. Technology and Assistive Devices 

          a. Adaptive technology (Maximum amount: $4500)

Examples: Ergonomic keyboards, computers or tablets needed to run specific adaptive software relevant to a student’s disability.

          b. Adaptive software (Maximum amount: $2000)

Examples: Dragon Naturally Speaking, Kurzweil 3000, live transcription software

         c. Braille, Digital-Talking, or Large Lettered watch (Maximum amount: $250)

         d. Hearing Aids or FM devices (Maximum amount: $5000)

         e. Eye Glasses (Maximum amount: $1000)

         f. Technology or Assistive Device not listed (Maximum amount: $3000)

Further Notes:

All requests must have support documentation from a registered medical professional

Requests for computers/laptops must include a purchase warranty for three years with the quoted item

Limitations:

Funding applicants are eligible up to $5,000 per academic school year with a lifetime maximum of $10,000; some exceptions will be granted for funding requests in Category 1.1, Wheelchairs and Scooters.

Funding applicants may only be granted one (1) funding request per school semester, until the yearly or lifetime maximum has been reached.

Further limitations are listed below:

  • Applicants may receive funding for a funding request through this policy on a frequency of one (1) time per school semester up to an academic yearly total of $5,000  with the exception of certain transportation and mobility aids as determined by proper and thorough documentation and SSD Council review.
  • Should the funding request be granted, the applicant has until the end of the current school semester that the funding request was approved/carried to be reimbursed. If this deadline is missed, funding will be revoked.
  • Funding requests may or may not be granted depending on funding availability.
  • The SSD does not cover any interest charges for funding request items incurred due to delayed processing of funding items on the part of the applicant and/or manufacturer.
  • The UVSS Executive Director and other UVSS signing authorities have the right to deny funding requests even if approved by the SSD Council. In this case, the applicant will be contacted, and the SSD Council and UVSS signing authorities will work together to find a resolution.
  • All dollar amounts listed in this document are in Candian Dollars (CAD), and all quotes in funding requests must be provided in CAD.

How to Apply:

The SSD Funding Request Policy Application Form is found here or at the bottom of the page.

  1. Fill out the SSD Funding Request Policy Application Form. Applicants need to explain in detail how the requested item(s) will aid their studies at the University of Victoria, as relevant to his/her/their disability(ies). All questions on the form must be answered, with specific relevance to how requested item(s) are addressing a barrier related to the individual’s ability to study at UVic due to his/her/their disability.
  2. Quote price of requested item(s), and attach a printed or linked version of specific model(s) of item(s) requested to your filled-out SSD Funding Request Policy Application Form in Appendix A. If item(s) are already purchased, include a copy of the itemized receipt in the funding application. All quotes and receipts must be in CAD.
  3. Acquire and include a copy of documentation from a registered medical professional that clearly explains the relevance of the requested item(s) to your reducing your barriers, because of your disability(ies), to participate in your studies with the University of Victoria
  4. Submit funding request and all relevant documentation outlined in steps 1-3.

*Funding applications will be reviewed on a monthly occurrence and must be submitted in the first week of the month to be reviewed in that month, else the review of the application will be postponed until the following month. *incomplete or incorrectly-filled funding applications will not be accepted

*Important*:

  • We cannot guarantee confidentiality
  • Funding applications will be accepted starting after September 14th, 2019, of the academic school year and will be subject to SSD budget surpluses and/or UVSS regulations. You will be notified when your application has been reviewed.
  • Funding applications will be reviewed by the SSD Council in-camera.
  • When a funding application is voted on in a Council meeting, the applicant will be sent an email/notice of the result and next steps.
    • Should the funding request be granted, the applicant has until the end of the current school semester that the funding request was approved/carried to be reimbursed. 
  • Funding requests must be submitted within the first seven (7) days of the month to be reviewed that month, else they will be reviewed in the subsequent month.
  • The SSD does not cover any interest charges incurred due to delayed processing of funding items.