Club Funding
The GPSC assists with the funding of student clubs that support the interest of graduate and/or professional students. The club must be recognized and in good standing with the ASUA. A club whose membership is made up of a majority of graduate and/or professional students may obtain up to $500 for annual start up expenses. Examples of articles that may be purchased with these funds include postage and stationary, copies and office supplies, organization advertising and marketing, canopies, and organization banners.
In addition to assisting with annual start up expenses, your organization may also request funds for special club events. Although there is no cap on the amount of funding that may be requested, applicants for special club events should be aware that the financial resources of the GPSC are limited, and that club funding is highly competitive. For this reason, requests that accurately and completely reflect the resources needed to hold a proposed event (or carry out a proposed project) will be viewed positively. Similarly, evidence of a group's efforts to seek funding from other sources will also be viewed positively. In addition, groups should not expect the GPSC to fund the entire cost of the events.
Evaluation Process:
Following each deadline, all applications are reviewed by the internal GPSC Appropriations Committee, chaired by the GPSC Treasurer. The GPSC Treasurer conveys the recommendations from the Appropriations Committee to the GPSC Council for the Council's approval. Decisions of the Council are duly notified to the applicants. Depending on the date of receipt of the application and total number of applications submitted for that period, it might take 2-3 weeks for this process to be completed. Also please note that, upon approval, it may take several weeks to transfer funds to your FRS account.
Application deadlines are:
August 15th
September 15th
October 15th
November 15th
January 15th
February 15th
March 15th
April 15th
June 15th
Applications must be received by 5:00pm on the deadline date.
Before you begin this application process, please ensure you are authorized to apply for funding for your club or organization and that you have read and fully understand the following:
Club Funding Philosophy
1. The GPSC recognizes that graduate and professional student education is advanced by participation in student clubs and associations. Therefore, GPSC strives to support graduate and professional student clubs and associations in a manner consistent with its overall mission to serve graduate and professional students at the University of Arizona.
2. The GPSC will give first preference in funding to those clubs engaged in activities that promote the academic and professional development of their members.
3. The GPSC may also fund recreational, cultural, and social clubs in accordance with the GPSC Club Funding Guidelines.
4. The GPSC considers club funding to be supplemental to a club's fundraising efforts, not a guaranteed base. The GPSC expects that clubs will raise the majority of funds for their activities themselves.
5. The GPSC expects that club leadership will work closely with GPSC to communicate the needs and interests of their members and follow up with the GPSC after the conclusion of funded events.
Club Funding Guidelines
1. Any recognized club with a membership of at least 50% graduate and/or professional students may apply for GPSC club funding.
2. The GPSC will fund items or events that contribute to the functioning of an organization within the framework of the organization's mission unless stated otherwise by the GPSC Bylaws or otherwise prohibited by applicable law or policy. Funding shall be rendered in amounts deemed appropriate and necessary by the GPSC Appropriations Committee.
3. Allocated funds may only be used for the purposes for which they were approved by the GPSC. It is the responsibility of the organization to ensure that allocated funds are spent in accordance with University of Arizona and Arizona Board of Regents (ABOR) policy.
4. As per the ABOR policy, UA Printing and Publishing has the first right of refusal for all large print jobs done by any club or organization at the UA, excluding jobs done at Fast Copy. The GPSC will not be able to pay for items printed off campus without prior approval from UA Printing and Publishing.
5. Funding for travel and registration fees will be granted for special club occasions only and for club applicants not covered by travel grants. The GPSC will fund organizations for approved travel outside Arizona, through rental fees for a vehicle or airline tickets, as deemed necessary and appropriate by the GPSC Appropriations Committee. The GPSC will fund organizations up to the current fiscal year travel expense rate or the rental fees for a vehicle (whichever is less) for approved travel that is outside Pima County but within Arizona. No travel advances will be issued. Travel expenses (airline tickets, conference fees, hotel reservations, etc.) will be reimbursed after return from the event in accordance with state reimbursement guidelines only if the following items (when applicable) are provided to the accountant: receipts, plane ticket stubs, conference papers, photocopies of credit cards, and canceled checks used to pay travel costs.
6. The GPSC may fund politically oriented or religious organizations solely for the administration, execution, or maintenance of non-partisan/non-political/non-religious programs, services or special events deemed beneficial to the student body by the GPSC Appropriations Committee. For purposes of organization funding, "political" is defined as "having to do with the organization of individuals who seek to control or influence the action of those who manage the affairs of the state." "Religious" is defined as "having to do with an organization of individuals combining a particular system of faith and worship recognized and practiced by a particular church, sect, or denomination." The Committee funds only secular, non-sectarian activities.
7. Awardees must acknowledge GPSC funding in their event announcements and promotional materials.
8. A follow up report will be required of all recipients of GPSC Club Funding for special events. Examples of information that should be included are: amount of funds allocated and used, number of attendees, affiliation of attendees, etc.
The GPSC Appropriations Committee shall act as a non-political funding committee advisory to the GPSC for all recognized graduate and professional student clubs and organizations. All of the Committee's procedures shall ensure fair and proper allocation of funds in accordance with GPSC Bylaws.
The GPSC will evaluate funding requests on the following criteria:
GPSC will not fund clubs and organizations for:
The GPSC will not reimburse charges in excess of approved amount.
ApplicationThe GPSC supports the sustainability initiative of the University of Arizona to eliminate paper applications. Applications must be submitted electronically using the following form. The applicant must send the completed form and other relevant documents, including a proposed budget, by e-mail to gpscgrant@email.arizona.edu. All subsequent communication with applicants will be through e-mail.
Do not send anything in campus mail unless requested!
Here is an example of completed application packet for club funding. Please make the application as detailed as possible for review by the GPSC Appropriations Committee.
Sample Club Funding Application
How to Appeal Rejected Submissions:
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All appeals shall be submitted in writing to the GPSC Assembly Chairperson within 10 working days of notification regarding a funding decision.
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An appeals committee shall be formed by the GPSC President consisting of the GPSC Treasurer and two other GPSC members.
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The appeals committee shall review the appeal and forward their decision to the GPSC Council for a final decision.
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All appeals must be initiated by an organization representative. This representative will be notified of the GPSC meeting at which the appeal shall be heard.
