GSAS Graduate Student Council

Student Group Funding

The Graduate Student Council provides funding for recognized GSAS student organizations. Group funding works on a reimbursement basis, with applications considered monthly during the academic year.

These guidelines are intended to assist groups or individuals who wish to request reimbursement from the GSC for events, annual operating expenses, or start-up costs. Each request is considered on its own merits, and is subject to the budgetary constraints of the GSC.

The Funding Process

The GSC considers funding reimbursement requests in four steps:

  1. Submission: Prior is incurring expenses, requests are made for a GSC commitment to reimburse.
  2. Budget Committee Recommendation: During the two weeks prior to the October, November, February, and April GSC meetings, the Budget Committee examines funding requests received and makes funding recommendations to the full GSC.
  3. GSC Decision: Each month the GSC determines the reimbursement commitments it will make.
  4. Reimbursement: Upon submission of original receipts to the GSC Treasurer, the GSC submits vouchers for reimbursement in the group's name (not in an individual's name) to the University offices in Holyoke Center. All recognized GSC student organizations must have a TIN (Tax Identification Number) and bank account. Because payments to groups must be reported to the Internal Revenue Service (IRS) as income, the social security number of individuals is not accepted. Moreover, Holyoke Center will only mail the reimbursement check to a university address (dormitory or home addresses are not acceptable).

Reimbursement requests received after an event has occurred are not encouraged, and do not receive special consideration. Preference is given to groups who submit requests early. A GSC commitment to reimburse lapses at the end of an academic year (June 30).

Fundable Activities

The GSC will reimburse for expenses actually incurred in two categories:

  1. General reimbursement for Recognized GSAS Student Organizations: (FORM 2) The GSC will commit to reimburse up to $200 for start-up expenses for newly recognized organizations. The GSC will also reimburse recognized organizations for operating expenses. Operating expenses include:
    1. Expenses related to regular group meetings (copying, postage, refreshments [but NOT meals])
    2. Expenses related to publicity which advertises the existence and purpose of the group (informational pamphlets, flyers, etc.)
    3. Expenses related to ongoing or regular events (discussions, video screenings, workshops, receptions)
    4. Expenses related to maintenance fees for the organization's bank account
    5. Expenses related to Web accounts will NOT generally be reimbursed by the GSC. All GSAS student organizations are eligible to receive free basic account services from the Harvard Computer Society per agreement between GSC and HCS

  2. Special Event Reimbursements: (FORM 3) Normally, special events appeal to more than one department and may include guest lecturers, academic conferences or parties. The GSC must be listed as a "contributor" in all special event publicity for which it makes a reimbursement commitment.

Criteria for Funding Decisions

The GSC uses objective criteria to determine the extent of its commitment to reimburse. Priority will be given to groups and events that emphasize social, cultural or academic themes, and to groups or events which have demonstrated an effort to obtain other (non-GSC) financial support.

Publicity Expectations

The GSC requires that groups which receive funding from the Graduate Student Council indicate GSC sponsorship in their publicity efforts. Failure to do so will be a factor in determining future GSC support of a group or activity.

Groups are also required to make an effort to publicize their events to the entire GSAS community. Groups are expected to publicize their events in the GSAS Bulletin whenever possible and to poster on the appropriate bulletin boards in Dudley House.

Student organizations are also encouraged to take advantage of the many publicity resources throughout the University.

Relevant Deadlines

Complete requests must be submitted to the GSC Office (Lehman Hall, M-4, phone 495-7512, treasurer@gsc.student.harvard.edu) at least two weeks prior to the monthly GSC meeting at which you wish your request to be considered. Please type or print legibly, so that photocopies will be clear. Each request must include FORM 1, with FORM 2 or FORM 3 (as appropriate) as well as a detailed budget (as detailed as possible). Please retain copies for your records.

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Graduate Student Council: gsc@hcs.harvard.edu
Graduate School of Arts and Sciences, Harvard University		 Page last updated: 17 October 2002, 04:51:37 PM.
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