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Special Allocations

The Mission of Special Allocations

Special Allocation funding is available to Registered Student Organizations (RSO) that wish to provide a program of event that will benefit a cross-section of graduate and professional students.  The GPSS Executive Committee has stated that GPSS prefers to fund programs that enrich the cultural and academic experience of graduate and professional students.  Examples of events funded in the past include student colloquia, ethnic festivals, guest speakers, and lectures on topics with interdisciplinary appeal.

Who Can Apply?

Registered Student Organizations (RSO) at the UW Seattle campus are eligible for Special Allocation funding.

Funding Timeline

The funding timeline is as follows:

  • Requests under $500 are to be submitted to your RSO adviser at least three weeks prior to the event.
  • Requests over $500 need to be submitted at least four weeks before the event.
  • Requests over $1000 will not be accepted.
  • During Fall, Winter, and Spring Quarter, the GPSS Finance and Budget (F&B) Committee meets on a weekly basis to discuss funding applications (except during finals week).
  • If your request is approved, please allow 7-10 business days to process the transfer.

How to Apply

  • Meet with your Student Activities Office (SAO) advisor (HUB 207) and plan the event (if you are unsure of who your advisor is, search the SAO Online RSO directory).
  • Review GPSS funding policies outlined below.
  • Download the Special Allocations Application, fill it out electronically, and email it to your SAO Advisor.  Your SAO Advisor will approve it and email it to the GPSS Treasurer.  The application is available through the link below.
  • Attend the GPSS Finance and Budget (F&B) committee as advised by the GPSS Treasurer.
  • Within a week of the completion of the event, fill out the Event Evaluation Form.  Funding for your group in the future will be contingent upon receiving an Evaluation Form.

Funding Policies

The GPSS, in consultation with the University has created several funding policies, to govern the use of state funds in the Special Allocation process.
  • The funds cannot be allocated retroactively.  There will be no reimbursements for purchases made prior to the funding approval.
  • Allocations approved by the GPSS F&B committee must be transferable to a University of Washington budget other than those controlled by GPSS (your RSO Advisor will assist you with this requirement).
  • Requests for over $500 must be submitted at least four weeks prior to the event. If a request is made for less than $500 the request must be submitted at least three weeks prior to the event. The Committee reserves the right to grant exceptions at its discretion.
  • GPSS will hear and fund requests only from Seattle campus Registered Student Organizations.
  • Special Allocation Requests of more than $1000 will not be accepted.
  • Future funding may be contingent on submission of an Event Evaluation Form.
  • Funding is contingent upon attending a GPSS Finance & Budget Committee meeting.
Prohibited Use of Funds
  • Direct support of the instructional mission of the University; this includes the purchase of materials for program operations
  • Gifts or loans of any type
  • Purchase of food or beverage of any type
  • Student travel for any purpose
  • Lobbying activity to influence legislation
  • Endorsements of any political candidate, initiative, or ballot measure
  • Capital purchases
  • Off-campus events
Event Related Guidelines
  • All revenues generated by a GPSS-sponsored event should accrue back to GPSS (proportionately if GPSS is not the sole funding source).
  • Out-of-town guest speakers or performers whose travel costs are being paid by GPSS cannot hold additional speaking/performance engagements in the Seattle vicinity during their visit unless the GPSS Finance & Budget Committee agrees in advance.
  • An Event Evaluation Form must be turned in to the GPSS Treasurer within a week after your event.
Advertising Regulations
  • Any event funded by the GPSS must be publicized sufficiently and identify the GPSS as a funding source. This requires the prominent display of the GPSS logo on all the publicity. Click here to download the GPSS logo.  Introductions at all events must mention GPSS sponsorship.  If the publication is editorial in nature, you must use the following disclaimer: "All opinions expressed herein are the opinions of the (signed author, student organization, etc.) and not necessarily those of GPSS."
  • All publicity must comply with the Americans with Disabilities Act (ADA) of 1990.  Contact the GPSS Treasurer or see their website for the current ADA statement.  Promotional materials must be posted/distributed at least two weeks prior to the event in order to allow individuals requiring accommodation to meet the 10-day request timeline.
  • All publicity must clearly state any broader local, state, national, or international affiliations of the organization putting together the event.
  • Publicity designs must be submitted to the GPSS Treasurer before printing.
  • Off-campus advertising for GPSS-funded events is prohibited, unless agreed to in advance by the GPSS Finance & Budget Committee.
Notice of Revocation
  • Failure to follow any of the above guidelines may result in the denial of funding or the revocation of funding after approval.

If GPSS Funds Your Request

Completing the Transfer

Once funding is approved by the Finance & Budget Committee, the GPSS Treasurer will work with your RSO advisor to make the money available for purchase.

Event Advertisement

All events funded by GPSS must use the GPSS logo in their advertisements and must include the following language regarding disability access in accordance with the American Disabilities Act:

To request disability accommodations, contact the Office of the ADA Coordinator, at lest 10 days in advance of the event. (206) 543-6450 (voice); (206) 543-6452 (TDD); (206) 685-3885 (FAX); access@u.washington.edu (email).

See above for additional advertising guidelines.

Event Evaluation

Within a week after your event, fill out the Event Evaluation Form.  Funding for your group in the future will be contingent upon receiving an Evaluation Form.

Resource Center

The Resource Center for Student Organizations provides valuable support to all Registered Student Organizations (RSOs) at the University of Washington.  The Resource Center is located in the Husky Union Building in Sub-Basement Room #13 (SB-13).  The Resource Center provides free access to Macs and Windows PCs with supporting software as well as a digital copier, fax machine, electric typewriter, and paper folding machine.  Student organizations can make a maximum of 4,000 free copies annually at the Resource Center.  RSOs that reach the copy limit can appeal to the Resource Center, and the appeal process usually takes one week.  Each color copy is the equivalent of twenty-five black and white copies.

The Resource Center also provides other materials and resources including desks and work areas, paints, paintbrushes, poster paper, staplers, tape, glue, telephones, and informal meeting space.  There are also several resources that can be checked out at the Resource Center including a video projector, digital camera, electric bullhorn, laptop computer, overhead projector, projector screen, banner materials, canopies, tables, television, VCR/DVD player, and whiteboard with stand, markers, and erasers.

Downloads

Questions About the Process?

Please email the GPSS Treasurer at 'gpsstres at uw.edu.'