The GSA Discretionary Fund supports educational and cultural events held on the UCLA campus. Please read the following instructions carefully. Failure to adhere to these guidelines will result in a delay in processing your request.
Application Deadlines: Applications are due at least three weeks prior to the event date - earlier submission is encouraged.
The Discretionary Fund can cover: food; equipment rental and set-up; honoraria for performers, bands, speakers; travel expenses for speakers, facilities use charges; fliers and other advertising; and parking for guest speakers. Please read the Important Information and Guidelines for more details. If you have specific questions about funding possibilities, please email the Director of Discretionary Funding at firstname.lastname@example.org.
IMPORTANT INFORMATION AND GUIDELINES
- Your group MUST be an “officially registered student organization” registered through the Center for Student Programming. If you are unsure, please visit http://www.studentactivities.ucla.edu/grouplist.html and search for your group name using the search box in the left hand column.
- Graduate students should be principally involved in planning the event and also be the primary target audience.
- GSA Academic Councils that are registered with CSP are eligible to receive funds if the event is co-sponsored by another student group. Co-sponsorship of events is highly encouraged.
- Events must be free and open to ALL UCLA graduate students. No admission for entry can be charged to graduate students.
- This fund is for “one-time” events, such as speakers, productions, and cultural events –NOT ongoing (weekly/bi-weekly) graduate student meetings.
- The maximum funding allocation varies from year to year. Student interest groups are eligible to receive 50% more funding than regular groups. For the 2013-2014 academic year, the funding maximums are $800 per graduate student group per academic year and $1200 for student interest groups.
- All reimbursements require original receipts. No reimbursement request will be approved without original receipts.
- Co-sponsorship of events is highly encouraged. Each co-sponsoring group must fill out a separate discretionary funding application. However, the applications must be turned in together at the same time.
- GSA discretionary funds may NOT be used to purchase alcohol.
- Reception costs should only account for a portion of the total amount requested. GSA discretionary funds will only be available to cover reception costs that are reasonable and integral to the purpose of the event.
- Funds may be withdrawn if not used or if adequate documentation for expense is not submitted after TWO (2) WEEKS of the event date. The purpose of this policy is to free up unused funds quickly for other student groups.
- All events that receive GSA discretionary funds MUST be on campus to ensure accessibility to all graduate students.
- If you are uncertain about the funding eligibility for a potential line item, please email email@example.com to confirm.
- “UCLA Graduate Students Association” must be named as a sponsor of the event and the GSA logo must be placed on all promotional material.
- You are required to deliver twenty (20) flyers to the CSP office and five (5) flyers to the GSA office prior to the event.
- Failure to sign and turn in page 5 of the application (including your CSP advisor’s signature) may result in the reduction or loss of your Discretionary Funding award.
- Your program evaluation (a paragraph describing the nature of the event, how well the event went, and the approximate attendance) is due in the GSA Central Office four (4) weeks after the event date by email or letter.
- To learn more about the reimbursement process, you are expected to read and understand the Post-Award Guidelines section of our website.
HOW TO SUBMIT AN APPLICATION
PLEASE READ CAREFULLY!
- Download a GSA Discretionary Funding Application by clicking here. You MUST prepare the application carefully, providing all the details and following all the guidelines. This will help a lot the administrative process. Incorrect applications will not be considered
- Complete the funding application. The budget portion of your application must be as detailed and accurate as possible.
- The funding application MUST be submitted via email to firstname.lastname@example.org and CC'ED TO YOUR CSP ADVISOR. Your CSP advisor should reply all to this email (with email@example.com as a recipient) to approve the application. Your application is considered incomplete until your CSP advisor approves it via email.
- In addition, the Statement of Responsibility (page 5 of the funding application) MUST be submitted in hard copy, with all three (3) signatures, to the Director of Discretionary Funding's mailbox outside the GSA office at 316 Kerckhoff Hall.
- Your acceptance letter will be emailed to the contact person's email address. The acceptance letter contains important instructions for accessing the funds that have been allocated to your program. Please read the letter and the Post-Award Guidelines section of our website carefully as timely disbursement is dependent upon the correct submission of your payment requests and applicable receipts.
If you have any questions or would like to make an appointment, please contact:
Director of Discretionary Funding
316 Kerckhoff Hall
Discretionary Funding Checklist
NOTE: To ensure that important communications reach your leadership throughout the year (especially during transition periods), please consider setting up an organizational email (e.g.,firstname.lastname@example.org) and having it on file with the Center for Student Programming (CSP).
NOTE: If you have any questions regarding this checklist, please contact the Director of Discretionary Funding at email@example.com.
BEFORE submitting your request for discretionary funding:
Registered as a student group through CSP?
- If YES: Please make sure your student group is listed at: http://www.studentactivities.ucla.edu/grouplist.html
- If YES: Please make sure your registration is up-to-date. Your current registration ends on October 31 and you need to re-register annually. If you are unfamiliar with the re-registration process, please follow the re-registration instructions at: http://www.studentactivities.ucla.edu/index.htm
- If NO: Please follow the registration instructions at: http://www.studentactivities.ucla.edu/Startagroup.html
Reviewed the application deadlines?
- If YES: Please make sure the deadline for your event has not passed. Applications are due THE FIRST MONDAY OF THE MONTH PRIOR TO THE MONTH OF YOUR EVENT.
- If NO: Please review the application deadlines here.
- NOTE: Extensions will only be considered on a case-by-case basis.
Reviewed the information on the Discretionary Funding website?
- If YES: Please make sure you clearly understand the important information and guidelines, the submission directions, and the post-award guidelines.
- If NO: Please review the information on this page.
- NOTE: If you have any questions or concerns regarding these guidelines, please email the Director of Discretionary Funding at:firstname.lastname@example.org.
Submitting your request for discretionary funding:
Downloaded the application?
- If YES: Please make sure to review the important information and guidelines to ensure that your event is eligible for discretionary funding and that you provide all the necessary information for processing of your application. Any incorrect or missing information could delay the processing of your application.
- If NO: Please download the application here.
Completely filled out the application?
- If YES: Please email your application to:email@example.com. Please cc: your CSP advisor on this email. Your CSP advisor will need to REPLY ALL to this email in order to approve your application.