| FUNDING REQUEST GUIDELINES |
Each year the Graduate Student Government (GSG) co-sponsors a number of
events organized by other campus organizations for the benefit of graduate
students. The Assembly, the GSG's governing body, has adopted guidelines
to make it easer for groups to apply for funding, easier for the Assembly
to discuss potential funding requests, and easier for the Treasurer to
process reimbursements once the event is over.
To apply for funding from the GSG:
- Plan your event and budget. Submit for approval from the Dean of Graduate Student Life.
(See the Grad Student Handbook).
- Determine the date of the GSG Assembly meeting that occurs before your event.
- Submit a Funding Request to the Treasurer at least two weeks before the Assembly meeting.
- Send a representative to the meeting to describe the event and answer questions.
- The GSG Assembly will make a decision about your funding request.
- Advertise your event.
- The event must be open to all grad students and you must list the GSG as a co-sponsor.
- The GSG can send a global e-mail to help advertise to grad students. Send us the text 1-2 weeks in advance.
- Enjoy your event!
- After the event, submit a statement of final expenses and original receipts to the Treasurer for reimbursement. This must be completed within three months of your event, otherwise your grant of funding will expire.
The GSG encourages all groups to apply for co-sponsorship. Most of our requests are from
graduate student organizations, registered with the Graduate School. We welcome requests from undergrad organizations and other groups that want to include graduate students.
Before you request funding from the GSG, you need to determine at least a rough estimate of your budget, how many graduate students you expect to attend, and total attendance. Estimates may be based on previous turnout if you have run the same event in the past. Our funding will be based partially on the number of grad students attending.
Events run by graduate students must be registered with the Graduate School. Submit for approval from the Dean of Graduate Student Life. For more information, see the Grad Student Handbook on the Grad School's website. Other students should register their event with the University as appropriate.
Graduate student groups and other campus organizations can request GSG co-sponsorship by submitting a funding request. The GSG hears funding requests at each of its regular monthly meetings. The annual co-sponsorship budget is divided evenly over the year to groups making requests at each meeting. You should request funding at the Assembly meeting just before your event. If our meeting is close to your event and you need to know about co-sponsorship earlier (for budgetting, advertising, etc), you can submit your request for an earlier Assembly meeting.
To make a request, organizations should submit the following information by using the On-Line Request Form,.
By standing order of the GSG Assembly, adopted October 9, 2002, all
funding requests must be received by the Treasurer at least two
weeks before the GSG Assembly meeting at which they are to be considered. Any requests submitted after this time will not be considered until the next Assembly meeting. Requests will also not be considered after the event has taken place.
You will be asked to submit this information with your funding request:
- Itemized budget of projected expenses for the event(s).
- Amount of requested support (specific value, rather than a range).
- Best estimate of graduate student and total participation.
- Other funding info: other prospective or confirmed sponsors, will
admission be charged?, etc.
- Assurance that the GSG will be acknowledged as an event sponsor in
advertising and that advertising will be posted in places where graduate
students will see it (e.g. academic departments, grad housing areas).
- Recognized groups should submit their 7-digit University account
number.
Please send a representative to the GSG Assembly meeting where your request is being considered. He/she will be asked to briefly describe your event and answer any questions. While this is not required, it is helpful for the Assembly members to make a funding decision.
The GSG collects a small annual fee from all graduate students. This is used to fund all of our operations, including GSG social events and co-sponsorship. Our co-sponsorship money is limited and we will not be able to fully fund all requests. We try to provide some funding for all reasonable requests. Funding amounts are at the discretion of the Assembly, and although no amount is guaranteed, we try to provide funding around $50 to $400. Many factors can be considered by the Assembly, but graduate student attendance is a primary factor. Our constitution and non-profit status do not allow us to fund or support any political cause.
Organizations receiving co-sponsorship funding from the GSG are required to list the GSG as a co-sponsor on all advertising for the event. Also, the event(s) must be open to all graduate students. These are requirements for funding by the GSG.
The GSG ordinarily sends e-mails advertising all events run by the GSG and
all events co-sponsored by the GSG. If you would like your co-sponsored event
advertised by a global e-mail, please read the GSG's
Global E-Mail Policy and send your advertisment to
gsg@princeton.edu 1-2 weeks in advance.
| CLAIMING FUNDING AFTER THE EVENT |
Following the co-sponsored event, you must turn in a statement of final
expenses as well as original receipts to the GSG Treasurer. Please
note these guidelines (adopted by the Assembly on April 10, 2002)
regarding reimbursements:
- Money will be disbursed to petitioning groups only upon the submission
of receipts to the Treasurer. This rule may be waived at the discretion
of the Treasurer if the group to be funded (1) has a long-standing
relationship with the GSG, (2) has a University account, and (3)
has made an explicit request.
- All grants of funding shall expire three months after the date of the
approved event. (Grants of funding approved prior to April 10, 2002,
expired on July 10, 2002.)
We hope that this information is helpful to you. If had additional
questions, please contact the
GSG. GSG Assembly meetings
are typically held the second Wednesday evening of each month at 6 pm.
Please confirm the precise date on our web page. These
meetings are an appropriate place to observe how the GSG functions and to
voice concerns regarding funding decisions.
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