Graduate & Professional Student Senate

Funding

Travel Grants

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 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. Recipients will receive awards up to $300 for domestic conferences and $500 for international conferences.

Eligibility

Eligibility

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

Students may apply for this grant up to one term before participating in the conference event, during the term of participation. Students may not apply for funding if their conference/event will occur before the quarter deadline. Only one application per conference event/presentation is permitted, however. Though students may apply only once per conference event, one may apply many times as they like during their UW student career for different events/presentations. One may only receive GPSS travel funding once every three years (with a maximum of two awards during one’s UW student career).

Application process

Application process

Application materials will be available the first day of each quarter. All items must be submitted for an application to be considered complete. Applications missing any component below will not be considered.

Students submit

  • The application is completed via Google Form and cannot be saved. Please be prepared to complete it in one sitting, or to view it, write you answers in another document, and then paste them into the form before submitting
  • To access the application, you will need to be logged into your UW Google Apps Account. There are instructions on how to do this below
  • The application asks questions related to both merit and financial need – Financial Assessment and Student Self-Assessment
    • On the last page of the application, please be prepared to copy and paste into the Google Form
    • The abstract of the paper you are presenting
    • Your conference acceptance letter or email (with header)

Faculty Recommenders submit

  • The recommendation is completed via Google Form and cannot be saved. We recommend being prepared to complete it in one sitting, or to view it, write you answers in another document, and then paste them into the form before submitting
  • To access the recommendation form, you will need to be logged into your UW Google Apps Account. There are instructions on how to do this below

Transcript

Download a (.pdf) file of your transcript from the MyUW website and email it to gpsstres@uw.edu

2016 – 2017 Deadlines

Quarter Application deadline Eligible Conference dates
Fall October 26 November 10 – January 18
Winter (Early Cycle) January 4 January 19 – February 15
Winter February 1 February 16 – April 12
Spring (Early Cycle) March 29 April 13 – May 10
Spring April 26 May 11 – August 31

Submit the Faculty Recommendation along with your application

Apply now

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. Diversty 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 this 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.

APPLICATION

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. 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

Application process

  • Login into RSO Community uws-community.symplicity.com
  • Click on the “Student Groups” tab, click on the RSO name you are requesting funding for.
  • Download and complete the Special Allocations Application located under the “Documents” tab.
  • Under the “Budget” tab, click on the “Budget Request” tab. (NOTE: You must be one of the listed RSO Officers in order to view the “Budget” Tab. If you are not one of the listed Officers you will need to have them log into RSO Community to submit the request.)
  • Select “Submit New Budget Request,” fill out the form, click on “Add Document” and upload completed funding request form, click on “Add Line Item” and enter the appropriate type/name/amount.
  • When you are done, click on “Save.”
  • Make an appointment with your SAO Adviser to have your funding request reviewed.<.li>
  • You will then receive an email from the Budget Specialist on when to meet with the Fiancne & Budget Committee.

Use this RSO Budget Template to build your RSO’s budget.

For mor information contact GPSS Treasurer at gpsstres@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 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’ share of funding contributions if the GPSS is not the sole funder. For 2015-2016 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.

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 Request 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 gpssbudg@uw.edu

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.

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.

Application