The GPSC recognizes that graduate and professional student education is advanced by participation in clubs and organizations. Therefore, the GPSC strives to support graduate and professional clubs and organizations in a manner consistent with its overall mission to serve graduate and professional students at the University of Arizona. A currently recognized ASUA club or organization whose membership is made up of a majority of graduate and/or professional students may apply for Initial Club Funding (ICF) and/or Special Club Funding (SCF). ICF is intended for annual start-up expenses. The maximum that can be awarded for ICF per fiscal year per club or organization is $500. SCF is intended for single club events, and there is no cap on the amount that can be requested, but requests above $1,500 require a letter of recommendation from a UA faculty member.
To check whether or not your club or organization is a currently recognized ASUA club, please visit the List of Recognized Clubs. For information on becoming a ASUA recognized club, please visit the Recognition and Renewal Process. Questions regarding any part of the application process may be directed to the GPSC Club and POD Funding Administrator at firstname.lastname@example.org.
Club Funding GuidelinesClick or enter to reveal information below
All clubs and organizations are responsible for reading all the information on this website before applying, and will be held to the standards elucidated. Please see the GPSC Club and POD Funding Flow Chart if you are confused about which type of funding to apply for. Refer to the General Club Funding Guidelines section for general guidelines concerning both ICF and SCF principles, and be sure to review guidelines specific to ICF and SCF.
General Club Funding Guidelines
- Applicants should compare the current budget and event to past years’ events if applicable, including how and why the event and budget changed, but this does not guarantee that the event will be funded again.
- A follow-up report will be required of all recipients of funding. Information that should be included are amount of funds allocated and used, number of attendees, affiliation of attendees, program schedule, etc.
- Activites that could otherwise be funded through our Travel Grants program will not be considered for Club funding.
- The activity or potential activities must be in keeping with the mission of the University of Arizona and the GPSC.
- Acknowledgement of the GPSC’s support is expected on all announcements and public materials. The GPSC logo will be provided for use if funding is awarded.
- Allocated funds may only be used for the purposes for which they were approved by the GPSC.
- It is the responsibility of the organization to ensure that allocated funds are spent in accordance with University of Arizona and Arizona Board of Regents (ABOR) policy.
- If the final cost of an approved item exceeds the budgeted amount, the GPSC will not pay the difference.
- As per the ABOR policy, UA Printing and Publishing has the first right of refusal for all large print jobs done by any club or organization at UA, excluding jobs done at Fast Copy. The GPSC will not be able to pay for items printed off-campus without prior approval from UA Printing and Publishing.
- The GPSC may fund politically oriented or religious organizations solely for the administration, execution, or maintenance of non-partisan/non-political/non-religious programs, services or special events deemed beneficial to the student body by the GPSC Appropriations Committee. For purposes of organization funding, "political" is defined as "having to do with the organization of individuals who seek to control or influence the action of those who manage the affairs of the state." "Religious" is defined as "having to do with an organization of individuals combining a particular system of faith and worship recognized and practiced by a particular church, sect, or denomination." The Committee funds only secular, non-sectarian activities.
- The GPSC Appropriations Committee reserves the right to transfer a Club Funding application to a POD Funding application.
- Award funds must be used in the same fiscal year.
Additional Initial Club Funding Guidelines
- ICF is intended to support basic operations of student organizations and may not be used for travel or events (see Travel Grants and SCF). Examples of articles that may be purchased include: postage, stationary, office supplies, advertising and marketing, copies, and banners.
- Each graduate and/or professional student organization may receive up to $500 per fiscal year.
- Even though these funds are not requested for specific events, clubs and organizations are still expected to address the purposes for which the monies will be used.
Additional Special Club Funding Guidelines
- Requests above $1,500 require a letter of recommendation from a UA faculty member.
- SCF can involve large sums of money and is highly competitive. Thus, the club must demonstrate why they are deserving of being funded.
- The GPSC funding of past club events is no guarantee of funding for future or current events.
- Events may be advertised on the GPSC calendar upon request, since all events should be open to, at a minimum, all graduate and professional students.
- Group Travel: The GPSC supports club travel. These Special Club Funding - Group Travel Guidelines apply:
- Travel AS A GROUP is necessary to apply for Club Funding-Group Travel. Therefore, it is very unlikely a club can apply for Club Funding-Group Travel if individuals (as opposed to groups) are allowed to attend/register for the conference, event, etc. for which the club seeks funding. In this instance, individuals should seek financial help from the GPSC by applying to the Travel Grants Program. In the application, a club must defend and demonstrate why travel as a club is necessary.
- Expenses covered by the GPSC are limited to hotel, travel/transportation, and conference registration costs. The GPSC will fund organizations for approved travel outside Arizona, through rental fees for a vehicle or airline tickets. The GPSC will fund organizations up to the current fiscal year travel expense rate or the rental fees for a vehicle (whichever is less) for approved travel that is outside Pima County but within Arizona.
- Expenses covered by the GPSC may not be covered by another funding source; this includes GPSC Travel Grants.
- Clubs may request up to $500 per student traveling. There is no cap on the amount a club can request, but requests over $1,500 require a letter of recommendation from a UA faculty member.
- The GPSC operates Club Funding-Group Travel on a reimbursement basis; no travel advances will be issued. Before funds are transferred from the GPSC, the club must submit receipts for all expenses to be covered by the GPSC (i.e. plane ticket stubs, conference papers, photocopies of credit cards, and canceled checks used to pay travel costs).
- A club who receives funding is required to sign a sworn statement affirming costs covered by Club Funding are not also covered by a GPSC Travel Grant(s) or other funding source.
- A club who receives funding is required to provide post-travel feedback to all members of the club—especially members who do not travel. This could be accomplished in an email, oral report at a club meeting, etc. The club must provide a copy of the distributed material to the GPSC or, sign a sworn statement affirming that such a report was given.
- The GPSC Appropriations Committee will give Club Funding-Group Travel low funding priority.
Club Funding Evaluation CriteriaClick or enter to reveal information below
Applications will be judged worthy of funding depending on how well they follow the guidelines already specified, and based on the following criteria:
- How complete and detailed the proposed budget is on the application. For example specific costs of items (i.e. unit and total cost per flyer/pen/poster = $0.15 x 100 units/copies = $15; NOT about $20 for posters).
- How the item or event contributes to the overall mission of the club or organization.
- How well the item or event educates, enhances, or enriches UA graduate and/or professional students, and the University community.
- The extent to which the item or event advances the academic or professional development of graduate and/or professional students.
- The nature of the item, event, or organization and the quality of the application.
- The financial status of the club or organization and its effort to seek alternative funding. GPSC funding is intended to be supplemental to a group's fundraising efforts, not a guaranteed base. The GPSC Appropriations Committee gives preference to organizations who seek alternative funding and priority may be given to students in programs with fewer resources.
- If applicable, how this application compares to previous years’ approved funding and how, if any, it has changed.
- If applicable, how the event compares to the previous years' events. Applicants should address how successful the event was last year and to what extent the program and schedule changed and why.
The potential positive impact of the item, event, and/or club or organization on the professional development of the students involved, the benefit to the University community, the range of appeal, and the originality are key factors in evaluating all applications for funding. Requests that accurately and clearly reflect the resources needed to hold the event or carry out the project for which funding is requested will be viewed positively by the GPSC Appropriations Committee. Applicants are advised to specifically address the aforementioned criteria in the Event Description in the SCF application or the Description of Club or Organization and Intent in the ICF application. Preference will be given to activities (or potential activities for ICF requests) benefiting the academic and/or professional development of students, with secondary consideration given to cultural, recreational, and social events.
Club Funding Application DeadlinesClick or enter to reveal information below
Club Funding Application RequirementsClick or enter to reveal information below
The GPSC supports the sustainability initiative at the University of Arizona to eliminate paper applications. Application must be submitted electronically through our Online Club Funding application webform. It must be received by 5:00pm (AZ time) on the deadline date to be considered. In the event that a given deadline does not fall on a business day, applications must be received by noon of the first business day following the posted deadline. All subsequent communication with applicants will be through email. No physical copies or email application of any material will be accepted. The application packet consists of:
- The completed funding form, containing contact and financial info, event synopsis, and proposed budget. Initial Club Funding Application and/or Special Club Funding Application.
- Please complete the appropriate club funding application form and all the required information as a single PDF. No upload may exceed 4 MB.
Please remember that funding shall be awarded to those clubs or organizations that are recognized by the Center for Student Involvement and Leadership. The GPSC Appropriations Committee shall review all Club Funding requests, and forward their recommendations to the GPSC Council for a final decision.
Additional Special Club Funding Requirements
- A letter of recommendation from a UA faculty member (scanned copy is acceptable) if the amount requested exceeds $1,500.
- If applicable, a brief biography of any invited speakers.
Club Funding Prohibited ItemsClick or enter to reveal information below
The GPSC will not fund the following items:
- Food and refreshments
- Philanthropic events
- Academic materials used for tutorial purposes
- Mailings for organizational minutes
- Awards, trophies, gifts, and gift cards
- Entertainment not open to the entire student population
- Reimbursement for a charge that would be payable after the use of the good or service is incurred by an organization (e.g. monthly phone bill, cable TV charge) except for travel costs.
Club Funding Evaluation ProcessClick or enter to reveal information below
Following each deadline, the GPSC Club and POD Funding Administrator reviews and prepares all Club Funding applications. S/he then provides them to the GPSC Appropriations Committee, which is chaired by the GPSC Treasurer, for review. The GPSC Appropriations Committee reviews the applications and votes to fully, partially or not fund applications based on whether or not they met the aforementioned criteria. Clubs or organizations that do not receive Club Funding, may reapply. The GPSC Treasurer and/or Club and POD Administrator conveys the recommendations from the GPSC Appropriations Committee to the GPSC General Council for their approval. A simple majority of the GPSC General Council is needed to confirm the GPSC Appropriations Committee’s recommendation. Decisions of the GPSC General Council are duly notified to the applicants by the GPSC Club and POD Funding Administrator.
As the GPSC currently represents a broad spectrum of academic areas, members of the GPSC Appropriations Committee do not vote on applications from people that they know. Depending on the date of receipt of the application and the total number of applications submitted that round, it may take up to four weeks to receive a funding decision.
Questions regarding any part of the application process may be directed to the GPSC Club and POD Funding Administrator.
Club Funding Appeal ProcessClick or enter to reveal information below
Clubs who apply for Club Funding may appeal a funding decision if they wish. Follow these guidelines and steps:
- All appeals shall be submitted in writing to the GPSC Assembly Chairperson within 10 working days of notification regarding a funding decision.
- An appeals committee shall be formed by the GPSC President consisting of the GPSC Appropriations Board Chairperson and two other GPSC members.
- The appeals committee shall review the appeal and forward their decision to the GPSC Council for a final decision.
- All appeals must be initiated by the original Club funding applicant, and a representative of the applicants must be notified of the GPSC meeting where the appeal shall be heard.