Funding

GSA Graduate Student Group Grant

GSA Graduate Student Group Grants

Carefully review the relevant GSA Policy and eligibility criteria for the GSA Graduate Student Group Grant below. Call (780) 492-2175 or e-mail gsa.grants@ualberta.ca if you have any questions.

On the application form, you will be asked to provide:

  • Information on your Academically-Related Graduate Student Group;
  • Contact information for yourself, an alternate contact from your group, and a supervisor/chair/delegate/
    University Administrator of the non-departmental unit the group is affiliated;
  • Information on the academic event you are hosting or on the uses of start-up funds applied for;
  • Proposed budget for your academic event (honorarium; travel; accommodations; venue; refreshments; etc. - estimates are okay); and,
  • Any sources of funding you already have.

Reminder: GSA GSGG applications for academic events must be submitted before the event (as determined from the date the application is received). Applications received after the academic event has occurred will not be eligible.

    Once you have submitted an application, the supervisor/chair/delegate/
    University Administrator of the non-departmental unit the group is affiliated will be contacted to confirm that the event is of an academic nature.


    GSA Policy, GSA Grant Application Policy and Information, GSA Graduate Student Group Grants (quoted directly from GSA Policy):

    P.POL.3.1 Sponsor/Purpose
    P.POL.3.1.a The GSA Graduate Student Group Grant (GSA GSGG) is provided by the GSA to support the academic activities of graduate student groups by offering modest start-up funds for the formation of new Academically-Related Graduate Student Groups and providing funding to offset the costs of seminars, guest lecturers, colloquia or other academic events.
    P.POL.3.2 Eligibility Criteria
    P.POL.3.2.a Must be registered as a GSA group through Student Group Services (SGS).
    P.POL.3.2.b Requires confirmation of the Department Chair (or designate) or the University Administrator of the non-departmental unit the group is affiliated with attesting that the event for which the funding is requested is academic in nature and that they support the event.
    P.POL.3.2.c Requires confirmation of the Department Chair (or designate) or the University Administrator of the non-departmental unit the group is affiliated with attesting that the new Academically-Related Graduate Student Groups for which start-up funding is requested is academic in nature.
    P.POL.3.3 Application Information
    P.POL.3.3.a GSA GSGGs are offered on a first-come, first-serve basis. See below.
    P.POL.3.3.b The GSA will offer awards (both start-up funds and event funding) until allocated funding is expended in the specified period (ie 1 April – 30 June; 1 July – 30 September; 1 October – 31 December; 1 January – 31 March).
    P.POL.3.3.c If all available funds have been expended in the specified period, no additional applications will be accepted during that period.
    P.POL.3.3.d GSA GSGG applications for event funding can be submitted at any point in the funding period (specified above) in which their event will take place, provided they are submitted before the event (as determined from the date the application is received). Applications received after the event has occurred will not be eligible.
    P.POL.3.3.e An Academically-Related Graduate Student Group may apply for start-up funds at any point during any of the periods specified above, provided funds remain as per Section P.POL.3.3.c, above.
    P.POL.3.3.f The Academically-Related Graduate Student Group is responsible for the completeness of their application.
    P.POL.3.4 Applying for a GSA GSGG
    P.POL.3.4.a Applications must be completed online through the GSA website.
    P.POL.3.5 Allocation Policy
    P.POL.3.5.a Academically-Related Graduate Student Groups are only eligible to receive start-up funds once; funds will be allocated to a maximum of $250.
    P.POL.3.5.b There is no limit to the number of GSA GSGG applications for events that can be submitted within the fiscal year but a maximum of one (1) application may be submitted per event.
    P.POL.3.5.c Funding for events will be allocated at 100% of shortfall up to a maximum of $1,500 per fiscal year (1 April – 31 March).
    P.POL.3.5.d In the event that multiple GSA GSGG applications are received and insufficient funds remain for the specified period, the award will be given to a graduate student group that has not recently received a GSA GSGG.
    P.POL.3.5.e GSA GSGG event applications will be awarded only for allowable expenses, using the University’s regulations on allowable expenses as a guideline (UAPPOL, Hospitality, Working Sessions/Meetings and University Employee Functions Procedure). In cases of dispute, the VPSS (or designate) will decide on allowable expenses.
    P.POL.3.6 Appeals Policy
    P.POL.3.6.a Any appeals of denied applications must be received by the GSA within ten (10) working days.
    P.POL.3.6.b Appeals must state the grounds for the appeal in writing.
    P.POL.3.6.c Appeals will be reviewed at arm’s length by the VPSS (or designate) and two GSA Councillors (including Speaker and CRO) selected by the President (or other DEO if there is a conflict of interest). All decisions are final and binding. Appeal decisions will normally be made within twenty (20) working days.
    P.POL.3.7 Budget Allocation Policy
    P.POL.3.7.a Funds will normally be distributed as follows:
    P.POL.3.7.a.i 5% of the total annual GSA GSGG budget will be held back as contingency funding and
    P.POL.3.7.a.ii Of the total annual GSA GSGG budget, 1/4 will be allocated in the 1 April – 30 June period; 1/4 in the 1 July – 30 September period; 1/4 in the 1 October – 31 December period; and 1/4 in the 1 January – 31 March period.
    P.POL.3.7.a.iii If the funds have not been completely expended near the end of the fiscal year, a decision will be made by the GSAB on the best way to expend the funds.
    P.POL.3.8 Office Procedures
    P.POL.3.8.a Applications will be reviewed by the GSA office for eligibility and completeness (see Sections P.POL.3.2-3.5, above) using the following checklist:
    P.POL.3.8.a.i The application information is complete and required documentation has been submitted or confirmed,
    P.POL.3.8.a.ii The Academically-Related Graduate Student Group making the application is registered through SGS,
    P.POL.3.8.a.iii If the application is associated with an event, the Academically-Related Graduate Student Group has confirmed in the application that the planned event is an academic activity,
    P.POL.3.8.a.iv The application has been verified and the Department Chair (or designate) in support of the event has confirmed that the event or group (if the application relates to start-up funds) is academic in nature,
    P.POL.3.8.a.v There are sufficient funds available in the GSA GSGG budget in the specified period that the application is received, and
    P.POL.3.8.a.vi The criteria in the Allocation Policy (Section P: GSA Grants, Awards, and Bursaries, GSA Policy, GSA Grant Application Policy and Information, Section P.POL.3.5, above) have been met.
    P.POL.3.8.b Applicants who are ineligible or whose application is incomplete will be contacted by email to provide an opportunity to attempt to resolve the issue.
    P.POL.3.8.c All applications will be reviewed by the VPSS (or designate).
    P.POL.3.8.d Applicants and Department Chairs will be notified by the GSA by email once processing has been completed and a decision has been made.
    P.POL.3.9 Interpretation of GSA GSGG Policy
    P.POL.3.9.a The GSAB will be consulted about any concerns and questions raised by the GSA office about interpretation of this policy. The GSAB’s decision is final and binding.
    P.POL.3.10 Changes to GSA GSGG Policy
    P.POL.3.10.a GSA GSGG policy is subject to GSA Council approval and cannot be changed without GSA Council’s approval — excluding editorial revisions/clarifications.

    The above is an excerpt from GSA Policy, GSA Grant Application Policy and Information, GSA Graduate Student Group Grants. The full Policy can be found in GSA Policy; if there are any discrepancies between the above excerpt and the most current, GSA Council-approved Policy, the Policy referred to in the above link will take precedence.

    Click here to fill out the GSA Graduate Student Group Event Grant Application

    Click here to fill out the GSA Graduate Student Group Start-Up Grant Application