Special Allocations


We are now accepting applications for Winter Quarter 2015.


What are 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 honoraria, advertising, and facility rentals.

Who Can Apply?

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

How are funds awarded?

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.

How to Apply

  1. Login into RSO Community [uws-community.symplicity.com]

  2. Click on the “Student Groups” tab, click on the RSO name you are requesting funding for.

  3. Download and complete the Special Allocations Application located under the “Documents” tab.

  4. 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.)

  5. 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.

  6. When you are done, click on “Save.”

  7. Make an appointment with your SAO Adviser to have your funding request reviewed.

  8. You will then receive an email from the Budget Specialist on when to meet with the Fiancne & Budget Committee.

***Please use this template to build your RSO's budget. It is available on the simplicity site as well.***

If you have any questions please contact GPSS Treasurer Kerstin Hudon at gpsstres@uw.edu.

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.
  • 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.

Advertising Regulations

  • Events funded by the GPSS must be publicized to graduate students.
  • Events funded by the GPSS must bear the GPSS logo on all promotional items and media (Download the logo here: here).
  • Events funded by the GPSS shall be free and open to at least one GPSS representative to attend the event. That representative shall be provided, by the event organizers, an opportunity to speak about the GPSS, its programming, and funding opportunities In lieu of a GPSS representative speaking at the event, the GPSS may require that an event organizer or RSO representative speaks on GPSS's behalf, indicating that funding was provided to the event by GPSS.
  • Organizers of events funded by GPSS will be required to submit a post-event report to the GPSS Budget Specialist no later than two weeks following the date of the event.
  • Organizers of events funded by GPSS are encouraged to photograph the event and provide those photos to the GPSS Budget Specialist (gpssbudg@uw.edu) no later than two weeks following the date of the event. These photos will be used on the GPSS website as record of events funded by the Finance and Budget Committee.
  • All publicity must comply with the Americans with Disabilities Act of 1990 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

Notice of Revocation

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

Completing the Transfer

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.

Resource Center

The Resource Center for Student Organizations provides valuable support to all Registered Student Organizations (RSOs) at the University of Washington.  The Resource Center is located in the Husky Union Building.  The Resource Center provides free access to Macs and Windows PCs with supporting software as well as a digital copier, fax machine, electric typewriter, and paper folding machine.  Student organizations can make a maximum of 4,000 free copies annually at the Resource Center.  RSOs that reach the copy limit can appeal to the Resource Center, and the appeal process usually takes one week.  Each color copy is the equivalent of twenty-five black and white copies.

The Resource Center also provides other materials and resources including desks and work areas, paints, paintbrushes, poster paper, staplers, tape, glue, telephones, and informal meeting space.  There are also several resources that can be checked out at the Resource Center including a video projector, digital camera, electric bullhorn, laptop computer, overhead projector, projector screen, banner materials, canopies, tables, television, VCR/DVD player, and whiteboard with stand, markers, and erasers.

Questions About the Process?

Please contact the GPSS Treasurer Kerstin Hudon at gpsstres@uw.edu.