Graduate Student Group Start-up Fund

Mission of the fund:

To provide necessary resources to student groups that have just been formed and recognized by ASA. However, exceptions to the “newly formed” requirement might apply, which will be reviewed on a case-by-case basis.  Besides the financial resource, GSC would also assist and provide knowledge for managing/growing student groups whenever possible.

Funding Guidelines

 All funded graduate student groups are required to meet the guidelines established by the GSC Funding Board.

Funding structure:

Funding cycles: Two per year: October 1st – March 30th and April 1st  – September 30th

Amount:  Around $750/cycle would be allocated depending on the applications.

Criteria and priority:

Event must have positive impact on its constituents and MIT grad population as a whole.

Event must be well planned with a detailed budget layout (include expenses and funding sources).

Event must be open to all MIT graduate student.

Event must show that it can help the student group sustain itself in the future without relying on GSC funding.

The event must aim to provide the student group with a sustainable model so that the student group can expect funding from other resources in the near future.

Shows initiative to think out of the box and optimize the usage of their resources.

The student group must have been formed or restarted within the past two years.

The student group must not have received funding through the GSC start-up fund in the past.

Important dates:

Funding Cycle Application deadline (11pm) Reimbursement Deadline (5pm)
October – March September 21st April 30th
April – September TBD September 30th
* Reimbursements will have at least a 2-business day grace period after the date of the event, but no later than the last day of the cycle.

 

Applications are Open:

Applications for the Fall/Winter funding cycle can be submitted here.

Reimbursement for Individual Expenses:

In order to get reimbursement from the start-up fund as allocated by GSC Funding Board, your student group must

  • Publicize the event at least two weeks in advance using, at a minimum, the MIT’s Events Calendar and the GSC Anno. Posters and other advertising media may also be used. Here is the link to add events.
  • 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.

  • 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:

Steps to get reimbursement through SAPweb:

Student groups are encouraged to use the online Atlas Request for Payment (RFP) service.

  1. Start online reimbursement form by clicking on Reimbursement on ATLAS under buying tab.
  2. Please reference the funding period, event title, and event details in the reimbursement form.
  3. Use relevant G/L expense categories below.
  4. 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.
  5. 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.
  6. After completing all fields, please choose the treasurer or other financial signatories of your group as the recipient for approval.
  7. The treasurer or other financial signatories should then approve and “Send To” “Student Activities Office” for approval.
  8. The original itemized receipts, and proof of payment (remember, MIT is tax exempt) should be sent to the SAFO office (W20-549).
  9. 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.

Please visit http://gsc.mit.edu/programs-initiatives/leadership/ for more information on how the GSC can help you and your organization to develop the leadership capabilities that are so important for student groups both old and new!