Student Organization Handbook
ASUW and GPSS Funding
Registered student organizations are eligible to apply for
ASUW or GPSS funding for on-campus programs or events that may benefit and be
of interest to UW students. As ASUW and GPSS funds are public or state funds,
they are subject to some requirements and limitations. Events and programs funded
by ASUW or GPSS funds must meet specific criteria and timelines. If you are
interested in applying for funding or want to find out additional information,
make an appointment with a Student Activities adviser.
Some Criteria for the Use of ASUW and GPSS Funds
- The event/service must take place on campus.
- The event must be initiated and controlled by UW students. Final control
for event decisions remains with ASUW/GPSS.
- The event/service must primarily benefit and/or target UW students.
- Fundraising, donations, advocating legislation and partisan political activity
are not permitted.
- All cosponsors to the event must be identified in the initial stages of
planning and their financial and other responsibilities clearly outlined in
a written agreement, which must be completed prior to initiating any expenditures.
- Operations budgets will not be funded with ASUW/GPSS funds for any registered
student organization. Operations budgets include, but are not limited to general
office supplies, salaries, telecommunications services, decorations and food.
- The ASUW Board of Directors, GPSS Executive, or their respective Finance
and Budget Committees may place stipulations on the use of funds which are
binding.
- Once the request is approved, all organizations must
sign a letter of agreement before money is appropriated. All expenditures
of ASUW/GPSS funds must have prior approval from, and be initiated by, an
adviser.
How to Apply for ASUW Funding
The Associated Students of the University of Washington (ASUW) has set aside an annual fund called
the Special Appropriations Fund to be used only by registered student organizations for programs that
may benefit and be of interest to UW students. Please note: Events and services funded with ASUW funds
must be open to all UW students and not to a select group on campus. Only those students listed as
officers or representatives of the registered student organization in the Student Activities Office
will be allowed to receive an ASUW budget request packet, present requests to the Finance and Budget
Committee and the Board of Directors, and work with an adviser in Student Activities. Here's how to
apply:
- Pick up a Special Appropriations budget packet at the Student Activities
Office and make an appointment with an adviser.
- Submit all information about the proposed event with the appropriate forms
to the SAO adviser at least four working days before the Finance and Budget
Committee meeting you wish to attend. Late or incomplete requests may not
be heard until a later meeting.
- Attend the Finance and Budget Committee meeting (and Board of Directors
if the request is over $750) and present your request. A decision will be
made at the meeting attended.
- If funds are approved, begin working immediately with your Student Activities
Office adviser on the details of your event. He or she will inform you of
how to proceed. If your event is not approved at the Finance and Budget Committee
level, your request can be appealed to the Board of Directors. If your event
is not approved at the Board of Directors level, you can appeal to the Office
of the Vice Provost for Student Life for review and final determination.
- After your event or service is completed, fill out an Event Evaluation form.
How to Apply for GPSS Funding
GPSS is the Graduate and Professional Student Senate, and therefore funds programs that enrich the
cultural and academic experience of graduate and professional students. Please
Note: Only graduate
students may apply for GPSS funds. GPSS has two distinct funding sources: Departmental Allocations
and Special Appropriations. The same process is used for applying for either one. The funds are generally
described below, but check with the GPSS Office and/or Treasurer for further information.
Departmental Allocations
Only GPSS Senators may apply for these funds. They are used
to provide programs or services of benefit to students in the requesting Senator's
department. All items purchased with GPSS departmental funds remain the property
of GPSS.
Special Appropriations
Any graduate student may apply for these funds. They are used
to provide programs or services of benefit to a cross-section of graduate students.
A graduate student must have been involved in the process from its inception.
After you decide what you want to request, here is how to apply:
- Meet with the GPSS Treasurer to describe your request and to pick up the
appropriate application form.
- Complete the application form.
- Submit the application and any necessary documentation to the GPSS Treasurer
at least five working days prior to the Finance and Budget meeting you want
to attend.
- Attend the Finance and Budget Committee meeting and present your request.
You may also need to meet with the Executive Committee if your request is
$100 over the recommended amount for your department or if your request is
over $500 for Special Appropriations.
- If approved, meet with the GPSS Treasurer to finalize the transaction. If
not approved, meet with the GPSS Treasurer for advice on how to improve your
request for further consideration.
- Following your event, fill out and return the Event Evaluation form to the
GPSS Treasurer.
Modified: September 16, 2008
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