These guidelines concern allocations considered by the GSC Funding Board. Note: these guidelines may be modified by a vote of the Funding Board.

Eligibility

What is Funded

  1. Events
  2. Capital Expenses
  3. Conference Travel

Steps to Receive Funding

  1. Apply for funding from GSC before the posted deadline on the GSC Funding Board homepage.
  2. Publicize the event at least two weeks in advance using the GSC Anno.
  3. Submit the 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.
  4. Comply with the Institute and GSC Alcohol Policies.
  5. The GSC reserves the right to withhold funding and reimbursements if GSC Funding Board Guidelines or MIT Financial Policy have been violated, as determined by the Funding Board and GSC Financial Systems Manager.

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.

Funding is never guaranteed until the Funding Board meets and votes on the application. Funding Board application cycles are often highly competitive.

Requirements and Considerations

I. Events

Events are defined as a social occasion or activity where the primary goal is promoting community among MIT graduate students.

  • 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.
  • Events must be open and welcoming to all MIT graduate students, and be conducted in such a way that allows engagement from all participants.
    • Events must be of general interest to all Graduate Students.
    • Events must charge all MIT students, whether they are the members or non-members of the student group, the same entrance fee.
  • Events must be advertised campus-wide with the GSC name.
    • Events must be posted on the GSC Events Calendar and Anno.
    • Advertising must include all relevant information in English. Other languages may be used in addition to English.
    • Only events that will take place in the future may be funded.
  • Low priority will be given to applications for organizations, except graduate residences, whose main account balances exceed their event budgets by 10x or more.
  • Events demonstrating forethought and preparation are given higher consideration.
  • Events or activities that are poorly described are unlikely to be funded.
  • 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
  • High priority is given to events held on campus in spaces that are easily accessible by the MIT graduate community.
  • Venue/space rental and set-up funding requests are very rarely approved.
  • The Funding Board cannot fund website development or hosting.
  • The Funding Board cannot fund coaches, honoraria, speaker travel expenses, or prizes/gifts for individuals.
  • Participants must attend events to get reimbursed.
  • Reimbursement is based on the approved budget.

II. Capital Expenses

Capital Expenses are defined as assets and equipment used by a group. For Capital Expenses to be funded, the following conditions apply.

  • Items must be usable for many events and stay within student groups. Therefore, only ASA-recognized groups may receive funding for capital purchases.
  • The Funding Board cannot fund personal items such as shirts, personal gear, or other gifts.
  • Well budgeted items will receive higher consideration.
  • All capital expenses must follow the Institute policies and guidelines on capital purchases.

III. Conference Travel

Conference travel, lodging, and fees may only be funded by the GSC Professional Development Experience Grant and DEI Conference Grant; these funds are overseen by the Funding Board.

The DEI Conference Grant may be used to support students attending identity-based conferences or presenting/participating in DEI-related research.

The Professional Development Experience Grant only funds opportunities outside of a student’s direct area of study or research.