Guidelines

GSC Funding Board Guidelines

The GSC Funding Board is described in the GSC Bylaws, Article II, Section C, Part 3.

The Allocations Board is composed of the GSC President, GSC Treasurer, ASA Treasurer, one GSC Activities Committee Chair, one ASA Graduate Member-At-Large, and one Graduate Student Member-at-Large appointed by the Council.

The Appeals Board is composed of the GSC Treasurer, GSC Vice President, and one ASA Member-at-Large.

The Goal of GSC Funding

To encourage social life on campus, to improve the lives and work of graduate students, to increase the visibility of the GSC, and to ensure that the special needs of graduate students will be addressed. The fairness and openness to all graduate student groups are the duties of the GSC Funding Board.

What is Funded

  1. Events
  2. Medium Events
  3. Capital Expenses

Actions you must take to receive GSC Funding

  1. Receive ASA recognition as a >50% graduate group before the funding application deadline.
  2. Apply for funding from GSC before the posted deadline on the GSC Funding Board homepage
  3. If requested to by the Funding Board, come to the Allocation Meeting to answer questions about your requests. Contact gsc-treasurer[at]mit[dot]edu immediately if your group wishes to reschedule the Allocation Meeting with the Funding Board or waive the right to appear at the Allocation Meeting.
  4. Publicize the event at least 14 days in advance using the MIT’s Events Calendar and the GSC anno. Here is the link to add events to the events calendar.  Here is the link to add events to the GSC anno.
    • Be sure to include GSC Funding Board (group code 2800) as a co-sponsor on the Events Calendar. (View currently posted events).
    • Use the Funding Board logo (black or white) on all advertisements.
    • Note that paper posters are not required and should be used with the knowledge that they generate low awareness and large amounts of waste.
  5. Submit both the electronic and hard copy components of each reimbursement request before 5pm on the funding cycle deadline, as set by the GSC treasurer:
    • Student groups are encouraged to use the online SAPweb Request for Payment (RFP) service. Please reference the funding period (Summer/Fall Round 1, for example), event title, and event details in the reimbursement form.
    • Submit the scanned receipts, scanned proof of payment, and an electronic print-out of the MIT calendar listing as attachment. Accepted formats include pdf, jpg, png, gif or bmp.
    • Please fill in the ‘cost object’ with your group’s funding account number, and use G/L account 420344 for event expenses, and G/L account 421588 for capital expenses.
    • Please choose the treasurer or other financial signatories of your group as the recipient for approval.
    • The original itemized receipts, a print-out of the MIT Events Calendar listing, and proof of payment (remember, MIT is tax exempt) should be sent to the Student Activies Office (W20-549).
  6. Submit an electronic copy of the GSC Funding Board Post-Event Report to the GSC Treasurer (gsc-treasurer[at]mit[dot]edu).  The template can be found here.  The template is similar to the Post-Event report required by the ASA for LEF/ARCADE funding.
  7. Comply with the Institute and GSC Alcohol Policies.
    Failure to comply with MIT policies and/or GSC Funding Board Guidelines could lead to citations and/or warnings from the GSC Funding Board regarding the GSC funding related issues, and/or a failure on the part of the GSC to provide funding and/or reimbursement.

In order to help graduate student groups coordinate and run events smoothly and follow MIT policies and GSC Funding Guidelines, members of the GSC Executive Committee will visit GSC-funded events from time to time.

Funding Allocation Meetings

The funding allocation meetings are usually held in the week after the funding application deadlines. The exact dates and schedules of funding application deadlines and funding allocation meetings will be posted on the Funding Board web page and will be distributed by email through gsc-funding mailing list. New requests for funding may or may not be accepted in the Appeals meeting depending upon the funds available.

Current Funding Periods

Period Allocation Round Dates Applications Due
Summer/Fall ~ 75K I July – September June
II October – December September
IAP / Spring ~ 75K I January – February December
II March – June February

Requirements and Considerations made by the Funding Board

The current stated goal of the Funding Board is to give preferential allocation to events

  1. Events (Social, cultural, educational, etc)
    • Must be open to all MIT graduate students
    • Must be of general interest to Graduate Students
    • Must charge all MIT students, whether they are the members or non-members of the student group, the same entrance fee if greater than half the total funds are from the GSC
    • Must be advertised campus wide with the GSC name (or logo in the case of posters), which should not be less than 5% of the paper used for advertising
    • Event must be posted on the Events Calendar at least 14 days before the event and include GSC Funding Board as a sponsor, and NOT the Graduate Student Council.
    • Advertising must include all relevant information in English
    • Only original itemized receipts will be reimbursed. A credit card receipt without itemization is not sufficient. Sales tax will not be reimbursed. Contact the GSC office or gsc-treasurer[at]mit[dot]edu for details
    • Events demonstrating forethought and preparation are given higher consideration
    • Events that meets graduate student needs are given high consideration
    • The size of a student group, and the history of an organization’s activities and use of funding awards, will be considered when allocating funding.
    • Funding will only be awarded for specific events. Funding awards may include certain restrictions or prerequisites for reimbursement. Funding allocations not used during the period for which it was awarded is lost and goes back into the pool to fund groups for the next term.
    • Funding is never guaranteed until the Funding Board meets and votes on the application. Special considerations are not given to events that have occurred in the past.
    • The current stated goal of the Funding Board is to give preferential allocation to events that contain an educational or professional development component. The reasoning for this preference stems from the Funding Board’s desire to enrich and expand the scope of student life on campus and allow for graduate students to be exposed to as many new ideas as possible.
    • Funding for food will be as follows:
      • Desserts and snacks – $4 per person
      • Self prepared food – $7 per person
      • Non-ethnic/cultural food – $7 per person
      • Ethnic/cultural food – $9-10 per person
  2. Capital Expenses
    • Items that will be reused for many events are given high consideration.
    • Items that will help student groups meet their goals are considered.
    • Items that will stay with the student groups are given high consideration.
    • Well budgeted items will receive higher consideration.
    • All capital expenses must follow the Institute policies and guidelines on capital purchases.
    • Items must have a storage location on campus that is not in a personal domicile.
  3. Medium Events
    • Events with a total budget greater than $800.
    • Events expecting more than 120 attendees.
    • Each student group may only request funding for a single medium event per funding cycle.
    • All guidelines listed for regular events must also be followed.

GSC Funding Board Alcohol Policy

GSC Funding Board funds cannot be used to buy alcohol. However, alcohol may be present at a Funding Board sponsored event if other funding sources are used to purchase the alcohol and the event fully complies with all MIT Alcohol Policies, including the additional restrictions which apply to student groups.