The GSA Discretionary Fund supports one-time educational and cultural events held primarily for graduate students that take place on the UCLA campus. The Discretionary Fund can cover: food; equipment rental and set-up; facilities use charges; honoraria; travel expenses and parking for performers and speakers; and flyers and other advertising for the event.
If you have any questions (such as specific questions about funding possibilities, funding eligibility for a potential line item, or the application process) or would like to make an appointment to meet, please contact:
Director of Discretionary Funding
316 Kerckhoff Hall, Mailbox #25
Due to popular demand, the GSA Discretionary Funding Application is now online! There is no longer a need to turn in a hard copy of your application. Please read carefully the Discretionary Fund eligibility guidelines and application instructions in the links towards the bottom of the page. Failure to adhere to these may result in a delay in processing your application or a denial of your funding request.
GSA Discretionary Funding documents:
- 2016-2017 GSA Discretionary Fund application (on OrgSync) – Use this form when apply for GSA funding. Please see the “Application Instructions” link below if this is your first time navigating the site.
- 2015-2016 GSA Funding Handbook – This contains helpful information about additional funding sources on campus.
Deadlines: Applications are due at least three weeks prior to the event date – earlier submission is encouraged. Late submissions may be considered on a case-by-case basis.
Maximum funding request: The maximum funding allocation varies from year to year. Student interest groups are eligible to receive 50% more funding than regular groups. For the 2016-2017 academic year, the funding maximums are $800 per graduate student group per academic year and $1200 for qualified student interest groups per academic year. If you are unsure whether your group is a “student interest group” or not, please see the “Eligibility Guidelines” below for instructions on how to check this.
For groups that have submitted the Requisition Form, please periodically check the Student Government Accounting (SGA) website (http://gsa.asucla.ucla.edu/briefing-room/student-government-accounting/) for the status of your requisition form. Should there be an issue with your requisition, you will see that under the “SGA Problem REQ Register” on that webpage. If your requisition has no issues and has been processed, you can check the “SGA Check Register” to see if your check is ready for pick-up or as been mailed out.
- Your group MUST be an “officially registered student organization” with the Student Organizations, Leadership & Engagement (SOLE) office and classified as either a “Graduate” organization or an organization that serves “Both” undergraduates and graduates (groups that only serve the undergraduate population are not eligible for GSA funding).
- To check on your group’s organization status, log into UCLA’s OrgSync portal and search for your group name. Here, you can also find the name of your SOLE advisor and the names of the student members who are currently on record as signatories with the SOLE office. Your SOLE advisor and at least one signatory will need to provide their electronic approval of the Discretionary Fund application.
- If necessary, you may visit or contact the SOLE office regarding registering your organization or changing signatories: 105 Kerckhoff Hall, (310) 825-7041, firstname.lastname@example.org.
- Graduate students should be principally involved in planning the event and also be the primary target audience.
- Events must be free and open to ALL UCLA graduate students. No admission for entry can be charged to graduate students.
- All events that receive GSA Discretionary Funds MUST be on campus to ensure accessibility to all graduate students.
- This fund is only for “one-time” events, such as speakers, productions, and educational and cultural events. This fund is NOT for ongoing events (such as weekly/bi-weekly graduate student meetings).
- GSA Discretionary Funds may NOT be used to purchase alcohol.
- GSA Academic Councils that are registered with SOLE may be eligible to receive funds if the event is co-sponsored by another student group.
- 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 approximately the same time.
- First, please ensure that your program/event is eligible for GSA Discretionary Funds by reading the eligibility guidelines above. Should your group require other sources of funds, you may browse the 2015-2016 Funding handbook here.
- To allow time for review, please submit all materials at least 3 weeks prior to the event. Late applications may be considered on a case-by-case basis.
- To access the online 2016-2017 GSA Discretionary Funding application on OrgSync, click here: https://orgsync.com/113483/forms/210086.
- Then click on the “Sign In with Campus ID” button at the top right corner.
- Login using your UCLA credentials.
- Read the instructions there on the page.
- Click on the “Files” tab and then click to download the “Budget Worksheet.” You will have to fill this document out on your computer and then upload this when you submit the online application.
- Once you are ready, click on the green “Begin Form” button at the bottom to fill out the application. You will have the ability to save the application at any point to finish at a later time.
- Please fill out the application carefully and completely, providing all the details and following all the guidelines. The budget portion of your application must be as detailed and accurate as possible. You must include documents to justify your program/event budget. For instance, you may attach invoices, screenshots of item purchases you are planning to make online, or other documents showing the costs of the items for which you are requesting funding. Incomplete applications will not be reviewed.
- When you submit your completed funding application, you are responsible for reminding and ensuring that both of your required approvals (from your SOLE advisor and from the second group member) have gone through. The Discretionary Funding Director will not review your application until these two individuals have approved your application.
- You may receive an email about your allocation decision approximately 1-2 weeks after your completed application has been submitted with the proper approvals. This email will also contain important post-award instructions and information.
- You are required to deliver two flyers to the GSA office prior to the event. The “UCLA Graduate Students Association” must be named as a sponsor of the event and the GSA logo must be placed on all promotional material.
- FOUR WEEKS after your event date, these two materials should be submitted to the Discretionary Funding Director:
- Requisition form
- In order to use your funds, please pick up a Requisition Form from either the GSA office (Kerckhoff 316) or the Student Government Accounting office, or SGA (Kerckhoff 332). There is no online version of the form.
- Instructions on how to fill out the Requisition Form are located in a PDF document here.
- Guidelines on how to use your funds are located in the “How to Use Your GSA Funds” page.
- Please include original receipts, copies of printed materials (if printing was funded by the GSA), invoices, and other supportive documents.
- Once you have filled out the Requisition Form, please keep the pink copy for your records. Don’t forget to sign the bottom under “Project Director.” Submit the top two copies (white and yellow) and supporting documents (stapled to the form) to the Discretionary Funding Director’s mailbox (#25, located outside the GSA office).
- Funds may be withdrawn if not used or if adequate documentation for the expenses is not submitted FOUR WEEKS after the event date. The purpose of this policy is to free up unused funds quickly for other student groups.
- Program evaluation form – A template for the form is available here. You are required to write a brief paragraph describing the nature of the event, how well the event went, and the approximate attendance. The form will be due four weeks after the event date by email to email@example.com.
- Requisition form
- Please note that all programs/events are subject to audits by the Director of Discretionary Funding and by the Student Government Accounting office. Should your organization’s event be determined as not appropriate for GSA Discretionary Funds or not appropriately following the guidelines, this may result in a reduction or loss of your Discretionary Funding award.
- After you submit your completed requisition form, please periodically check the Student Government Accounting (SGA) website (http://gsa.asucla.ucla.edu/briefing-room/student-government-accounting/) for the status of your requisition form. Should there be an issue with your requisition, you will see that under the “SGA Problem REQ Register” on that webpage. If your requisition has no issues and has been processed, you can check the “SGA Check Register” to see if your check is ready for pick-up or as been mailed out.