Funding guidelines

Eligibility

What is Funded

1. Events
2. Capital Expenses

Steps to Receive Funding

1. Only student groups which are at least 50% comprised of graduate students may submit applications to the Funding Board. In addition, student groups must fall into one of the following categories (in the order of priority). Groups in category b and c must contact gsc-treasurer@mit.edu before submitting their applications.
   1. ASA-recognized group with GSC-funded status;
   2. ASA-recognized group with unfunded status;
   3. Departmental graduate student groups;
   4. Graduate house governments.
      
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@mit.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 two weeks in advance using the MIT’s Events Calendar, Anno, and optionally using posters.
   • Be sure to include GSC Funding Board as a (co-)sponsor of the event.
   • 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. Only original itemized receipts will be reimbursed. A credit card receipt without itemization is not sufficient. Sales tax will not be reimbursed. Contact SOLE for help with reimbursement.
   
6. 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/Funding Board will visit GSC-funded events from time to time.

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.

Funding Allocation Meetings

Funding allocation meetings are usually held in the week after the funding application deadlines. New requests for funding may or may not be accepted in the Appeals meeting depending upon funds available.

Requirements and Considerations

I. Events

• Must be open and welcoming to all MIT graduate students, and be conducted in such way that allows engagement from all participants
  • 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 and on Anno 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
  • Events that have occurred in the past cannot be funded
    
• Funding is never guaranteed until the Funding Board meets and votes on the application. Funding Board application cycles are often highly competitive. Funding Board will make every attempt to give each student group as much funding as possible, but many events will be partially funded or not funded at all depending on the budget.
  • Low priority will be given to applications for organizations whose main account balances exceed their event budgets by 10x or more
    • In other words: if your group is sitting on a large main account balance, it is harder for the Funding Board to justify granting you funds that many groups are applying for.
  • Events demonstrating forethought and preparation are given higher consideration
  • Event that meets graduate student needs are given high consideration
  • New events are given higher 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
  • Events that focus on families and/or diversity, as well as events that involve collaborations of at least 3 student groups, are given higher priority
  • High priority is given to events held on campus in spaces that are easily accessible by the MIT graduate community. 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
    
• For each funding cycle, student groups are allowed to apply for funding for up to three small events (up to 45 attendees, typical budget about $800) and one medium event (46-149 attendees maximum. Consider applying for LEF/ARCADE for larger events).
  • Events that focus on families and/or diversity, as well as events that involve collaborations of at least 3 student groups, do not count toward the limit.
  • Dorm orientation events do not count toward the limit.
  • There is no limit on the event budget, on the maximum funding a group can receive, or on the per capita allocation. However, Funding Board may consider these factors when allocating funds to ensure equal access to funding by different student groups.
    
• Funding guidelines for capital expenses are as follows, and groups should indicate that they fulfill these prerequisites on their applications:
  • Your group should have enough space to store this requested equipment safely and securely.
  • The equipment should see frequent use at group events and functions, even if those events are not themselves funded by the Funding Board.
  • The purchases of the equipment will be done using the group’s main account, and the GSC will transfer funds to that main account after the fact (in the same way that funding accounts are used for food currently).
    
• 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.
  • Venue/space rental and set-up funding requests are very rarely approved; use on-campus CAC spaces available at no cost to student groups.
  • Funding for websites are very rarely approved. Consider using free web hosting services provided by MIT.
  • The Funding Board will not fund coaches, performers, speaker fees/honoraria, speaker travel expenses, or prizes/gifts for individuals.
    
• Funding for food will be as follows:
  • Desserts or snacks only $7.5 per person.
  • Desserts or snacks integral to the cultural aspect of the event $10 per person.
  • Meal with self-prepared or catered/delivered food $15 per person.
  • Meal with cultural food integral to the cultural aspect of the event $18 per person.
  • The GSC Funding Board can only provide the above food funding for students (both graduate and undergraduate), so be sure to account for both types of students in the application.
    
• Participants must attend events to get reimbursed.
  
• Reimbursement is based on the approved budget. Please notify the GSC Treasurer (gsc-treasurer[at]mit[dot]edu) for help with the following:
  • Move budget between items;
  • Re-purpose a budget item; or
  • Change per capita allocations.

II. Capital Expenses

• Items that will be reused for many events are given high consideration
• Items that will help student groups meets 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