Graduate & Professional Student Senate

GPSS Budget

As approved by the Senate on 5/2/2018

Funding Opportunities

What GPSS funding opportunities are available?

  • Travel Grants: Academic conference travel for active participants
  • Diversity Funds: Programs or events related to diversity efforts
  • Special Allocations: Events for Registered Student Organizations
  • Departmental Allocations: Events or items for specific departments

Travel Grants

Applications for Fall conferences (Nov 21 to Jan 29) are due by Wednesday, October 31st.

In an effort to help improve graduate and professional student life at the University of Washington, the GPSS Travel Grants Program contributes funds to qualifying individuals’ travel expenses for active conference participation in the US and abroad.

This is done not only in an effort to facilitate and promote the intellectual and professional development of graduate and professional students at the University of Washington, but also to encourage mutually beneficial interaction among students and GPSS senators. GPSS travel grants further contribute to the strengthening of the University and its increased prominence in the greater scholarly community through the broadening of students’ personal and academic development through exposure to the work of others elsewhere.

Students whose conference participation might otherwise be unfunded, have strong academic credentials and are making fair progress towards their respective degrees are encouraged to apply. The amount of funding awarded will be based on conference location, with typical awards being up to $300 for domestic conferences and $500 for international conferences.

The committee reserves the right to make individual award adjustments based upon an applicant’s expressed need of both an individual applicant or the applicant pool as a whole.

For any questions regarding travel grants, please email gpsstres@uw.edu.

Eligibility

Eligibility

UW (Seattle) graduate and professional students currently enrolled and in good academic standing may apply for this travel grant. Applicants must have a cumulative GPA of 3.2 to be considered. Active participation (presenting a paper or poster, chairing a session or panel, etc.) at an academic conference is mandatory and proof of acceptance is required with this application (see below).

Students may apply for this grant up to one term prior to the scheduled date of the conference event, or during the term in which the conference event will occur. Applications for conferences that have already occurred will not be accepted. Students may not apply for funding if their conference/event will occur before the application deadline, and only one application per conference event/presentation is permitted. Though students may apply only once per conference event, students may apply as many times as they like during their UW student career for different events/presentations. Students may only receive GPSS travel funding once every three years (with a maximum of two awards during one’s UW student career).

Application Materials

Application Materials

The following items are required for an application to be considered complete.

  1. Travel Grant Application (Google Form)
  2. Faculty Recommendation (Google Form) (Note: you are responsible for ensuring your faculty recommender submits the form to GPSS)
  3. Supplemental information (sent via e-mail to gpsstres@uw.edu)
    • Unofficial Transcript (to verify proof of enrollment and minimum GPA of 3.2). Note: if you do not yet have any final grades from UW, please include your transcript from your previous institution AND your unofficial UW transcript.
    • Conference Acceptance Letter or Email

The Applicant is responsible for ensuring all components of the application are received by the GPSS Treasurer (gpsstres@uw.edu) no later than 11:59 PM on the deadline. Late applications and applications missing any component will not be accepted.

2018-2019 Deadlines

2018 – 2019 Deadlines

Travel Grant allocations will be made over six review periods. Please apply for funding during the appropriate period.

Early Fall: Conferences Sep 1 to Nov 20, due August 12

Fall: Conferences Nov 21 to Jan 29 (2019), due October 31

Early Winter: Conferences Jan 30 to Mar 12, due January 9

Winter: Conferences Mar 13 to Apr 23, due February 20

Early Spring: Conferences Apr 24 to June 4, due April 3

Spring & Summer: Conferences June 5 to Aug 31, due May 15


Award decisions will be emailed out to students within 2 weeks after the application’s deadline.

Diversity Funds

Diversity Funds are to supplement programs or events that are related to diversity efforts. Funds should be used to benefit a cross-section of graduate and professional students. Diversity includes but is not limited to consideration of race, ethnicity, gender, sexual orientation, class, dis/ability, age, religion, and nationality.

Eligibility

Eligibility

Diversity Funds are reserved for a) Registered Student Organizations (RSOs) and b) departments working on diversity at the UW Campus. Each applicant can apply for an one-time per year allocation of up to $500.The funding priorities go to:

  • An event organized and attended mainly by graduate and professional students
  • An event of an organization/department that includes graduate and professional student leadership and has a past record of good participation/attendance of graduate and professional students
    An event that can present its past record of good participation/attendance of graduate and professional students
  • An event that is presumed to benefit graduate and professional students by advancing diversity effort on campus even if it does not fit in any criteria of 1 through 3

Application process

Application process

Applications will be reviewed by Diversity Committee and GPSS Secretary. Applicants will be asked to attend a Diversity Committee meeting for an interview; the Committee will then be given the opportunity to ask the authors questions, debate the application, and vote on whether and how much funding will be to be awarded.

Representatives of a RSO or a department must submit the Diversity Funds Application Form to gpsssec@uw.edu.

Funding Policies

Funding Policies

The GPSS, in consultation with the University has created several funding policies, to govern the use of state funds. Funding CANNOT be:

  • Allocated retroactively. No reimbursements may be made for costs incurred prior to the approval of funding.
  • Used to support the instructional mission of the University, including the purchase of materials for program operations.
  • Used for purchasing gifts, prizes, or making loans.
  • Used for capital purchases.
  • Used for the purchase of food or beverages.
  • Used for off-campus events.
  • Used to subsidize student travel.
  • Used for payment of any University of Washington faculty, staff, or student
  • Used for lobbying to influence legislation, campaigning for a political candidate, initiative, or ballot measure.

Other important things to note are that:

  • Revenue generated by a GPSS sponsored event should accrue back to the GPSS. Accrual of revenue may be proportional to the GPSS’ share of funding contributions if the GPSS is not the sole funder.
  • Out-of-town guest speakers or performers whose travel costs are subsidized by the GPSS cannot hold additional speaking or performance engagements in the Seattle vicinity during their visit unless the GPSS Diversity Committee agrees in advance.
  • The Diversity Committee reserves the right to ask for information about the event after its completion.

A few examples of what Diversity Funds CAN fund are:

  • Honorarium of a guest speaker/performer.
  • Accommodation of a guest speaker/performer.
  • Room rental.
  • Printing and advertising cost.
  • Operating cost.

Advertising Regulations:

  • Events funded by the GPSS must be publicized to graduate students.
  • The GPSS may require that an event organizer or RSO representative speaks on the GPSS’s behalf, indicating that funding was provided to the event by the GPSS.
  • Organizers of events funded by GPSS are encouraged to photograph the event and provide those photos to the GPSS Secretary gpsssec@uw.edu within two weeks of the date of the event. The photos may be used for the GPSS website or social media as records of events funded by the Diversity Committee.
  • All publicity must comply with the Americans with Disabilities Act of 1990 (ADA) by including the following notice:
    The University of Washington is committed to providing access, equal opportunity and reasonable accommodations in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation, contact the disability services office at least ten days in advance at: 206-543-6450/V, 206-543-6452/TTY, 206-685-7264/F or dso@uw.edu.

Special Allocations

Special Allocations are funds reserved for Registered Student Organizations (RSO) to supplement their programming and events. Funds should be used to benefit a cross-section of graduate and professional students and have typically been awarded to offset the cost of honorarium, advertising, and facility rentals.

Eligibility

Eligibility

Registered Student Organizations (RSO) at the UW Seattle campus are eligible for Special Allocation funding.

RSOs coordinate with their Student Activities Office (SAO) adviser to prepare an application describing their event and the proposed use of the funds. RSOs then submit the application to the GPSS and/or ASUW via SAO. The GPSS staff receives the application and arranges an interview between the Finance and Budget Committee and application authors. The committee has an opportunity to ask the authors questions, debate the application and vote on whether and how much funding to award.

Application process

How to Apply for Funding (From the SAO Website)

Please contact your SAO adviser before completing an application.

  1. REVIEW: all funding details and policies below prior to applying.
  2. DOWNLOAD: the Event Planning Worksheet and the GPSS funding application. Furthermore,  you will need to install Adobe Reader in order to fill out the PDF application.
  3. COMPLETE: the Event Planning Worksheet and all funding application(s). Note: if you are applying for multiple funding sources for one event, only one Event Planning Worksheet is required.
  4. SAMPLE Event Budget Planning Worksheet and GPSS Special Allocations Funding Application.
  5. SUBMIT: completed form(s) to saofunds@uw.eduNote: all forms must be typed and submitted via email. Please let us know if you need assistance completing the forms.
  6. SCHEDULE: a meeting with your SAO Adviser to discuss details of your Event. Your application will be reviewed once you have met with your SAO Adviser. When you meet with your SAO Adviser, bring facility confirmations, updated budgets and any other details about your event. Your SAO Adviser will notify you that your application is complete.
  7. NOTIFICATION: The RSO will be notified via email when a decision has been made. Note: notifications may take ten (10) business days or longer following committee reviews. Please factor this timing into event planning when requesting funds.

Application can be found here: GPSS Special Allocations Funding Application.

For more information contact saofunds@uw.edu.

Funding Policies

Funding Policies

Funding Rules

The GPSS, in consultation with the University has created several funding policies, to govern the use of state funds in the Special Allocation process.

  • Funding may not be allocated retroactively. No reimbursements may be made for costs incurred prior to the approval of funding.
  • Allocations approved by the GPSS F&B committee must be transferable to a University of Washington budget code other than the codes controlled by the GPSS.
  • The GPSS will only receive applications for funding from Seattle campus RSOs.
  • Applicants are required to indicate an estimated cost per person attending the event.
  • Funding is contingent upon attending a GPSS Finance and Budget committee meeting and satisfying the committee members that funds will be used to enrich the graduate and professional student experience at the UW Seattle campus.
  • Funds may not be used to support the instructional mission of the University, including the purchase of materials for program operations.
  • Funds may not be used for purchasing gifts, prizes, or making loans.
  • Funds may not be used for the purchase of food or beverages.
  • Funds may not be used to subsidize student travel.
  • Funds may not be used for lobbying to influence legislation, campaigning for a political candidate, initiative, or ballot measure.
  • Funds may not be used for capital purchases.
  • Funds may not be used for off-campus events.
  • Revenue generated by a GPSS sponsored event should accrue back to the GPSS. Accrual of revenue may be proportional to the GPSS’s share of funding contributions if the GPSS is not the sole funder. For 2018-2019 this will be 5% of net revenues.
  • Out-of-town guest speakers or performers whose travel costs are subsidized by the GPSS cannot hold additional speaking or performance engagements in the Seattle vicinity during their visit unless the GPSS F&B committee agrees in advance.
  • The Finance and Budget Committee reserves the right to ask RSOs for information about their event after its completion.

Funding Guidelines

The GPSS Finance and Budget Committee favors applications with the following qualities:

  • Graduate and/or professional students involved in planning the event
  • High proportion of graduate and professional students in attendance
  • Thoroughly developed budgets that the presenter can explain
  • Prudent planned use of funding to maximize the impact per student
  • Budget vs. Actual reports if the event has been put on in previous years
  • Preference may be given to first time groups or events

Preference may be given to applications that have made efforts to secure other funding, but ultimately have minimal other sources of funding available besides GPSS.

Funding Caps

  • RSOs with one large event per year: $750 cap
  • RSOs with multiple small/medium events per year: $400 cap per year. Eligible to apply each quarter, but no guarantee that request will be funded each quarter.

Failure to follow any of the above guidelines may result in the DENIAL of funding or the revocation of funding after approval.

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your RSO advisor to make the money available for purchase.

 

Departmental Allocations

Departmental Allocations are funds reserved for events or items that benefit students in a given department. The useful life of any item purchased should be greater than one year. Departmental Allocations have typically been used to fund items like microwave ovens, magazine subscriptions, refrigerators, digital cameras, and departmental community building events.

Eligibility

Eligibility

Only GPSS Senators at the UW Seattle campus may apply for departmental allocations. Funding is open to both departments and programs that have Senate representation.

The Senators representing a given department will submit an application form to the GPSS staff. An interview will be arranged between the Finance and Budget Committee and application authors. The committee has an opportunity to ask the authors questions, debate the application and vote on whether and how much funding to award.

Application process

Application process

  • Download and fill out the Departmental Allocation Application Form.
  • The application should be signed by your department budget coordinator.
  • Submit the printed application form and all supporting documents to the GPSS office at HUB 314, or through campus mail at Box 352238, or email the application to GPSS Budget Specialist at gpssbs@uw.edu
  • Expect to hear back within two weeks to schedule a presentation with the GPSS Finance and Budget Committee.

Funding Policies

Funding Policies

Proposals must meet policies set by both the GPSS and the University of Washington for appropriate use of state funds. These policies include the following:

  • Capital goods funded by the GPSS must be purchased and installed in department facilities by the end of the quarter following the approval of funding. Allocations funded during the Spring Quarter must be purchased and installed in department facilities by the end of the following Fall Quarter, or funds will be revoked.
  • Applications must show evidence of consultation with the student body of the department.
  • Applications must be supported by substantiating evidence of the cost of items to be purchased. This may include invoices, estimates from vendors, or price quotations from websites.
  • Funds may not be allocated retroactively. No reimbursements may be made for costs incurred prior to the approval of funding.
  • Allocations approved by the GPSS must be transferable to a University of Washington budget code other than the codes controlled by the GPSS.
  • The GPSS will only receive applications for funding from Seattle campus degree-granting departments.
  • Items obtained through departmental allocations must be properly stored and maintained by the requesting department.
  • Good attendance at GPSS Senate Meetings may be considered while evaluating requests
  • Funds may not be used to support the instructional mission of the University including the purchase of materials for program operations.
  • Funds may not be used for purchasing gifts, prizes, or making loans
  • Funds may not be used for the purchase of food or beverages
  • Funds may not be used to fund student travel except departmental retreats, under the following conditions:
    • Must have an academic or professional component
    • Be open and accessible to all students within the department
    • Be held at State-owned property
  • Funds may not be used for lobbying to influence legislation, campaigning for a political candidate, initiative, or ballot measure.
  • Revenue generated by a GPSS sponsored event should accrue back to the GPSS. Accrual of revenue may be proportional to the GPSS’ share of funding contributions if the GPSS is not the sole funder.
  • Out-of-town guest speakers or performers whose travel costs are subsidized by the GPSS cannot hold additional speaking or performance engagements in the Seattle vicinity during their visit unless the GPSS F&B committee agrees in advance.
  • The Finance and Budget committee will use the following guidelines in allocating funding, although the committee may allocate more or less funding based on the merits of the application.
  • Funds are limited and there is no guarantee that every department will be able to receive financial assistance.

Funding Caps and Guidelines

  • Capital Items: $1000 per department per academic year.
  • Retreats: $15 per person in the program/department with a maximum of $750 per academic year.
  • Whenever possible, capital goods funded by the GPSS must carry a “Funded by GPSS” sticker, as provided by the Finance and Budget Committee.
  • Preference may be given to departments that have not received GPSS funding within the previous three years.

Failure to follow any of the above guidelines may result in the DENIAL of funding or the revocation of funding after approval.

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your RSO advisor to make the money available for purchase.

Finance and Budget Committee

The Finance and Budget Committee is composed of 5 to 9 Senators, chaired by the Treasurer, and staffed by the Budget Specialist. The Committee is responsible for oversight of the entire GPSS budget and for the development and submission of the budget each year to the Services and Activities Fee Committee. Furthermore, the Committee provides grant funding to both Departments and Registered Student Organizations (RSOs) via the Departmental and Special Allocations processes (see information below for how to receive funding).

Members

Members of the Finance and Budget Committee are recommended by the Treasurer and appointed by the President. Only Senators can serve as voting members of the Committee, but all meetings are open to the public to attend.

2017 - 2018 Members

Committee Members

 

Member Department
Brad Copenhaver, GPSS Treasurer
Adam Tahir
Chase Kania
Grant Williamson
Jacob Zeigler
Sameer Meshram
Ted Cohen
Duong Phan (ex officio)
Foster School of Business MBA
Aeronautics and Astronautics
Foster School of Business MBA
Molecular Engineering
Chemistry
Mechanical Engineering
Molecular Engineering
GPSS Budget Specialist

Agendas & Minutes

Final agendas are posted the day before the meeting, but in general, the committee will consider Old Business first, including updates on prior presentations, and then New Business, including presentations from RSOs and Departments seeking funding. Final minutes will be posted upon approval by the committee, which will usually be at the following week’s meeting.

2017 - 2018

Committee Meetings

 

Quarter Date Records

Fall

Tuesdays at 4 PM in HUB 314

October 31
November 7
November 14
November 21
November 28
December 5
AgendaMinutes
AgendaMinutes
Agenda – Minutes
CANCELED
CANCELED
Agenda Minutes

Winter

Thursdays at 5:30 PM in HUB 314

January 18
January 25
February 1
February 8
February 15
February 22
March 1
March 8
Agenda Minutes
AgendaMinutes
AgendaMinutes
CANCELLED
AgendaMinutes
AgendaMinutes
CANCELED
Agenda – Minutes
Spring
Fridays at 10:30 AM in HUB 314
March 27
April 6
April 13
April 20
April 27
May 4
May 11
May 18
Agenda – Minutes
CANCELLED
Agenda – Minutes
Agenda – Minutes
Agenda – Minutes
Agenda – Minutes
Agenda – Minutes
Agenda – Minutes