Carefully review the relevant GSA Policy and eligibility criteria for the GSA Academically-Related Graduate Student Group Award below. Call (780) 492-2175 or e-mail email@example.com if you have any questions.
P.POL.3.1.a The GSA Academically-Related Graduate Student Group Award (ASGA) 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 ASGAs 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 April 1 – June 30; July 1 – September 30; October 1 – December 31; January 1 – March 31).
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 ASGA applications for event funding can be submitted at any point in the funding period (specified below) 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: GSA Grant Application Policy and Information, GSA Policy, 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 ASGA
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 ASGA 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 an event will be allocated at 100% of shortfall up to a maximum of $1500 per fiscal year (April 1 – March 31) and a maximum of one (1) GSA ASGA for events may be allocated to an Academically-Related Graduate Student Group in a fiscal year.
P.POL.3.5.d In the event that multiple GSA ASGA 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 ASGA.
P.POL.3.5.e GSA ASGA 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 ASGA budget will be held back as contingency funding and
P.POL.3.7.a.ii Of the total annual GSA ASGA budget, 1/4 will be allocated in the April 1 – June 30 period; 1/4 in the July 1 – September 30 period; 1/4 in the October 1 – December 31 period; and 1/4 in the January 1 – March 31 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 Section P: GSA Grants, Awards, and Bursaries, GSA Policy, GSA Grant Application Policy and Information, Section P.POL.3.2, and others 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 ASGA 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 ASGA 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 ASGA Policy
P.POL.3.10.a GSA ASGA policy is subject to GSA Council approval and cannot be changed without GSA Council’s approval — excluding editorial revisions/clarifications."