|
Every year the
GSGA sets aside money for supporting specific events/activities
conducted by Graduate Student Associations (GSA's) affiliated to the
GSGA. These events/activities must be academically oriented with an
emphasis on the research impact to the wider graduate student
population. In the past, events such as the following have been
supported, in part or whole:
- Scholar speaker
events
- Journal publication
- Poster competition
- Symposium/Conference
Group travel to conference, buying
products/subscriptions and non academic (fun/socializing) events will
not be funded via the GGA. Please utilize the Group Budget for such activities. In general the
GGA funded events must be :
- Free/equally
available to the entire UC community
- Further graduate
student research / academics of all applicant GSA members
- Beneficial
mainly to graduate students
- Not primarily be a
fundraiser of any kind
Since there is only a fixed amount
of money available for funding such events, the GGA is made a
competitive award. There are 8 deadlines spread across the year in
order to assist events/activities spanning the entire year. Each
deadline has an associated dollar amount - which is the maximum GGA
that can be awarded at that time. The dollar amounts have been
assigned based on past experience of the GSGA and may vary every
year. Awards for specific events will depend on the merit of the
event and number of applications for the deadline. A Group Grant
Review Committee (GGRC) instituted by the GSGA executive board and
chaired by the GSGA VP, reviews all applications and makes a
decision. The GGRC will inform award decisions within TWO (2)
calendar weeks of the deadline. Make sure you allow time for this
when planning the event. The GGRC decisions are final and binding,
arrived at on good faith based on information provided by applicants.
Unused money from previous deadlines of the current year may be moved
to the future deadlines in the same year as per the GGRC's
discretion.
General Rules
Please read ALL these general rules before planning an
event and submitting for the award.
·
Funding (in part or
total) for your event/activity is not guaranteed. Please DO NOT spend money before an approval notice from GSGA.
·
No proposal will be
funded if it is submitted after purchase and/or the event.
·
Your approval email
will list the actual expenses funded by GSGA and the corresponding
amounts. Reimbursements must be applied accordingly. Any change in
that must be pre-approved, in writing, by the GSGA-VP.
·
GSAs which generate
profits from activities funded by GSGA are to return all profits to
GSGA, not exceeding the amount given by GSGA.
·
For expense items over
$500, please submit three competitive bids from university-acceptable
vendors.
·
All expenses listed in
the proposed budget must be supported with proper documentation.
·
ALL grant requests
should be informed to the GSA members before submission and approved
by a majority of the GSA members.
·
GGRC reserves the
right to ask for more supporting documents as deemed necessary.
·
Any
graduate student can submit a proposal, but it must be signed off by
the entire GSA committee.
·
If you are making a
Group Grant related purchase through UC Bookstore, Classic Fare
Catering, Mick & Mack's, Caminetto,
Faculty Club, CenterCourt, MarketPointe, Housing Services, Kingsgate
Conference Center, MainStreet Operations,
Campus Recreation Center, Campus Vending Services, UC Printing and
Duplicating, or Summer Conferencing, GSGA can pay for these directly. Please contact the GSGA Treasurer [treasurer.ucgsga
(at) gmail.com] before placing your order for more information.
Group Grant Award
Application Process
Please read and follow all the steps below completely.
This ensures a quicker approval and money payment process. Contact
the GSGA VP with any/all questions before submitting an application.
·
Decide when you want
to have an event and submit all documents by the applicable deadline
stated below. Keep the decision date too in mind before planning the
event.
·
Complete the GGA application
(Adobe PDF format) and obtain the required signatures. Here is an MS Word 2007 version of the same
application (unzip the file).
·
Obtain a supporting
letter from your group's faculty advisor on UC letter head.
·
Scan the completed and
signed application and all other relevant documents as a single
PDF document. Email this document to the GSGA VP (Key - vicepres.ucgsga [at] gmail.com) before the
deadline applicable.
1. Please
name your PDF file in this way: deadline name, group name, short
grant title, GG (for Group
Grant).
1. Example:
Winter 11-1 Anthropology GSA
Speaker Series GG.pdf
·
Submit the original
application in the GSGA office (683 Steger) by
5pm on the applicable deadline.
A submission is considered complete
only if we receive the entire application and supporting documents in
the scanned file AND in paper at the GSGA office.
GGRC is not responsible for delays caused due to
incomplete applications.
Deadline Name
|
Submission
Deadline
|
Budget Amount Available
|
Decision
Notification
|
Fall12-1
|
5-Oct-12
|
$2,500
|
19-Oct-12
|
Fall12-2
|
7-Dec-12
|
$2,500
|
21-Dec-12
|
Spring13-1
|
9-Feb-13
|
$2,500
|
23-Feb-13
|
Spring13-2
|
5-Apr-13
|
$2,500
|
19-Apr-13
|
All reimbursement requests associated with group grants
must be submitted to the GSGA Treasurer in the appropriate
reimbursement envelope. Use an A113 (Travel) envelope
to reimburse travel-related expenses. Use an A114 (Purchase) envelope
to reimburse event purchases, food, etc. If you are unsure which envelope
to use, please contact the GSGA Treasurer at treasurer.ucgsga
(at) gmail.com.
·
In the instance that
multiple people paid for items for an event, each payee must
submit their own envelope with the above materials.
·
Fill out and submit
the claims
form with every reimbursement request.
·
Submit a print out of
the approval email with every claim.
·
Submit a list of all
attendees for group expense claims, eg:
dinners, speaker events etc.
·
If you have a speaker/guest
at an event whose honorarium is being paid by GSGA, have them
complete this Limited Services Engagement
form and create an "invoice" for their
services. This invoice will serve as a receipt and must be included
with this form. You may visit the Accounts
Payable FAQs here for more information about paying
speakers.
All documentation must
be submitted within 14 calendar days of the end of event /
activity.
|
