Graduate Student Organization Registration & Funding Requests

Graduate Student Groups and Departmental Graduate Student Organizations greatly enhance the graduate student experience by providing opportunities to connect with a community of students who share common interests and goals. Whether those interests are related to culture, sports, or advocacy, these groups enable students to engage in activities that promote personal growth, develop leadership skills, and build community.


 

Registrations / Contact Update

To become an official UD Graduate Student Organization (GSO) you must register your organization with the Graduate College.  All GSOs must register every year to stay in good standing.

Please use this form to register a Graduate Student Organization (GSO) or to update contact information.


Funding Requests

In order to receive a base budget for the academic year every GSO must be in good standing with the University and must submit their registration by the end of September to be considered for the full base budget. Any request submitted after the September 30th deadline will receive funding at a prorated level. A GSO may also  request supplementary funding for an event that was not incorporated into the initial base budget for the academic year.

Supplemental event funding requests must be completed at least two weeks prior to the proposed event and before the Monthly Funding Committee Meeting held at the end of each month. For both base budget and supplemental event requests, the GSO advisor must approve the request before the budget is reviewed for approval by the Graduate College. After review, the GSO point of contact and advisor will be notified of acceptance of approved budget amounts.

Please use this form to request funding for a Graduate Student Organization.


The Graduate College will follow all University of Delaware masking and distancing guidelines to ensure the health and safety of our students.   COVID-19 Guidelines can be found here:  https://www.udel.edu/home/coronavirus/guidelines/

Please use no-cost social media options such as Twitter, Facebook pages, or Instagram to broadcast information about your Graduate Student Organization (GSO). When you submit your form to update your leadership roster, be sure to include  a link to your Facebook page or website. Students reviewing the list of GSOs can click on your group’s name and will be directed to your Facebook page, website, or Instagram site. Zoom webinars can be held at no cost to your group for virtual meetings.

If you have specific questions regarding your GSO budget or allowable expenses or activities please reach out to Cindy Rechsteiner (cindyr@udel.edu), the Business Officer for the Graduate College.

Thank you!

CRITERIA FOR FUNDING

Criteria for Funding

  • Graduate Student Organizations may not use any organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct, nor can the Funding Committee provide supplemental funding for such items or events. Items (or events with below items) covered by this policy include, but are not limited to:
    • Alcohol
    • Candles, lighters, or other open flame devices
    • Drugs or drug paraphernalia
    • Explosives
    • Fireworks/sparklers
    • Listening devices or any type of “spyware” that would invade the privacy of others
    • Tobacco products or devices for smoking tobacco or other herbal products
    • Weapons such as rifles, guns, crossbows, swords (even for display purposes), martial arts items that may inflict harm, etc. as well as ammunition for weapons such as bullets, arrows, pellets, etc.
    • Prizes, trophies, awards
  • GSOs may submit a budget request for funds; however, no funds may be issued to student organizations that conduct any activities prohibited by the Charter of the University of Delaware or the Internal Revenue Code. Delaware Code Title 12, Section 5013 states, “The University shall never be managed or conducted in the interest of any party, sect, or denomination.” In describing the activities of organizations eligible for tax-exempt status, the Internal Revenue Code, Section 501 (c)(3) states “…no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not attempt to participate or intervene in (including the publishing and distribution of statements) any political campaign.”
  • The viewpoint of the GSO will not be considered when making funding decisions, and each organization must make it known that its views and positions are its own and shall not be ascribed to the University.
  • Organizations that receive Event Supplemental Funding agree to allow FREE attendance to the supported event by a Funding Committee member and his/her guest. One Funding Committee member may be required to attend any event that the Funding Committee supports. This is to ensure that the event takes place, and that requested expenses are indeed incurred.
  • The Funding Committee reserves the right to amend these policies with the approval of the Graduate College at any time.
  • Graduate Student Organizations may not use organizational funds without collecting names of attendees through a sign-in sheet or some other mechanism.

Following an event that utilized supplemental funding, an event summary must be completed using the form above. Information regarding the counts and names of all attendees, a brief synopsis of the event, as well as pictures and a record of any additional funds raised will be needed to complete the summary.

 

 

 

FAQ's

What makes a group eligible for funding?

Every GSO in good standing with the University is eligible for funding. Please refer to the Criteria for Funding tab in order to learn what can/cannot be done with the funding.

How much funding is available?

For every academic year, GSOs that apply for a base budget may receive up to $800 in funding to be used by June 30th of that year. Any balance remaining as of June 30th will be deducted from the next fiscal year’s funds so that the available base budget for any fiscal year will not exceed $800. The Graduate College and the GSG Operations committee that approves funding requests will consider the number of students in the organization, the type of organization, among other factors in the approval process.

How much should we apply for a base budget or supplemental funding?

It depends on for what you wish to use the funding. The base budget is the standard budget offered by the Graduate College and can be used for a variety of activities. Supplemental funding is event-specific funding that should only be applied for if your GSO’s current budget cannot accommodate all expected charges.

What is the budget for supplemental funding?

Supplemental funding requests will be reviewed on a case-by-case basis. Requests must be submitted at least two weeks prior to the proposed event. Depending upon the request, the Graduate College and the  Funding Committee may choose to provide partial funding.

Can I apply for funding late?

Yes, but we recommend submitting requests as early as possible. To have funds available for July-September (prior to the first Funding Committee meeting of the year), budget requests must be submitted in May or for a special meeting of the Funding Committee in June. Otherwise, we will review all budget requests for the Fall semester in September. If you apply after September, you can still receive a base budget, it will simply be at a pro-rated level (i.e. the maximum funds you may receive will decrease over time).

What happens when I submit a form?

When you submit a request for funding, a message will go to your advisor for approval. Once this approval is received the Graduate College and the Graduate Student Government’s Funding Committee will review your application. The Funding Committee will make funding decisions during a meeting in the last week of each month of the semester, and final decisions will be subsequently approved by the Graduate College.

When will I learn about my funding status?

Funding requests are reviewed as described in Question 6 and you will receive notification of your status as soon as possible after it has been reviewed.

How will I receive the funding?

Once a decision is made on your application, you will be notified by us via email. Your funding will be reflected in a purpose code for your GSO and expenses can be charged to the code using  a declining balance credit card.

What is a declining balance credit card and how can I apply for one?

A declining balance credit card is a UD credit card that is open for a finite amount of time for a specific amount of funds, which will be placed under  an individual’s name. You will carry out transactions for events, ensuring that you save all receipts, using this credit card. Card services requests and card expenses are submitted via the Concur system.  Your home department should be able to assist with Concur processes, but if you still have questions please reach out to the Graduate College and one of the staff members will be happy to help you with the process. https://www.concursolutions.com/home.asp

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