GSC Collaboration Award

Aim of the award:

In order to facilitate the collaboration and interdisciplinary activities/events across different student groups, this award encourages the student groups to think outside the box and forge collaboration with other groups, going deeper than simply sharing financial resources.

Funding Guidelines

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

Funding structure and Important Dates:

The award will be given to one to two flagship events. The application will start in September and end on September 21st at 11:00 PM.

Funding Cycle Applications Open Application Deadline Cycle Start Cycle End Reimbursement Deadline
Summer/Fall Round I (Summer) May 17, 2014 June 7, 2014 July 1, 2014 September 30, 2014 October 15, 2014
Summer/Fall Round II (Fall) September 7, 2014 September 21, 2014 October 1, 2014 December 31, 2014 January 15, 2014*
IAP/Spring Round I (IAP) TBD TBD January 1, 2015 March 31, 2015 April 15, 2015
IAP/Spring Round II (Spring) TBD TBD April 1, 2015 June 30, 2015 July 15, 2015*
* Reimbursements are due no later than the 15 days from the last day of the cycle.

Criteria and priority:

  • Event must be co-organized by at least three different student groups. The student groups must have a balanced and shared role in organizing the event.
  • Event must have positive and sustainable impact on its constituents and MIT graduate population as a whole.
  • Event must be well planned with a detailed budget layout (include expenses and funding sources)
  • Event must facilitate the conversation of students from different student groups and encourage lasting impact on the students from each group.
  • Event must be open to all MIT graduate students
  • Plus: Shows initiative to think out of the box and optimize the usage of their resources

Application are currently closed

Please submit your applications here. The dates of the various cycles are listed in the above table.

Funds for Summer/Fall 2014 (Round 2) have been allocated!

Allocation amounts for Summer/Fall 2014 (Round 2) funding can be found below:

 

Reimbursement for Individual Expenses:

In order to get reimbursement from the Collaboration Reward, 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 SAPweb Request for Payment (RFP) service.

  1. Start online reimbursement form at by clicking on Reimbursement on the left on at SAPWEB
  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 (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.

 

Post-event report:

Student groups are required to submit a detailed post-event report to GSC Treasurer within 30 days of the date of the event.