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Departmental GSA Grants

Departmental GSAs may request departmental grants, and the grant proposal shall be submitted every year. These grants may be requested for guest speakers, socials, one-time programs, equipment or travels. These grants are to provide departments with funds to help improve academic experiences for graduate students at UNCW.

Joyful students enjoying our campus beauty

Departmental Grants

The Campus Activities & Involvement Center (CAIC) is moving to a FALL re-registration process for all the Registered Student Organizations (RSO). All the departmental GSA's are responsible to update their new officer names and contact info on SeaORG. Every organization must retain its active registration status with CAIC and UNCW.

Departmental GSA Funding Process

  • Departments must fill out a Request Form and submit it to the GSA Treasurer, along with a Budget, preferably at the end of Spring semester.
  • It is the responsibility of the individual departmental GSA to elect the new officers, re- register with the Campus Activities & Involvement Center, and update them with new officers' contact information.
  • Departments must be in good standing with the GSA in order to receive funding (See GSA Constitution, Article XII, Section 3). Every Departmental GSA must send at least one representative to the monthly GSA meeting, in order to meet the requirement. Failure to meet this requirement would results in a funding freeze..
  • Departmental GSA fund distribution and usage is under the discretion of the departmental GSA officers.
  • Every Department GSA is eligible to apply for an Equipment Grant. The award amount may vary based on the availability of funds.
  • In select circumstances, the applicant may be requested to make a presentation in order for funding to be granted or to consider special circumstances not covered by the standard request form.
  • All funding inquiries should be directed to the current GSA treasurer.
  • If there is not a departmental GSA currently in your department, please consult with the Campus Activities & Involvement Center to start a new organization: How to Start a New Registered Student Organization
  • Departmental GSA officers are advised to leave transition binders or "good practices" notes for the incoming officers. For more information on officer transitions, responsibilities, and budget drafts, please consult Andrea Ingle, Assistant Director for Campus Activities & Involvement or 910.962.3553 (Main Office Line).

    Re-Registration Process:
  • Occurs September-November.  Andrea Ingle, Campus Life, pushes registration process to GSA contacts in Wave-Link.

    Annual Budget/Purchasing Process Highlights:
    • For Expenses incurred through end of May
  • Budget submittal process begins in September/October, completed in November, approved in November/December.  GSA Board emails GSA’s that have registered (using contacts provided by Andrea Ingle) to solicit budget requests.  Budget per department is $1,000.00 maximum.
  • Typical departmental expenses include:  office/kitchen supplies for Graduate Student lounge area; graduation cords; meeting catering (pizza, soft drinks etc.); speaker presentation cost/room rental; departmental SWAG (stickers, etc.) and/or t-shirts (if provided to all GSA active members and not just GSA Board members); tent for tabling for open house events; off-campus social events (alcohol is NOT an acceptable expense); charging stations for lounge; furniture/lighting for lounge.  Gift cards are NOT a permissible expense.  Should there be questions about whether an expense is acceptable, please direct them to the GSA Treasurer BEFORE the expense is incurred.
  • Items can be purchased with the assistance of your department’s Administrative Associate using uShop.  Reimbursements can also be processed by the AA for allowable expenses using Chrome River.
  • If GSA’s require additional funding after the initial budget is approved, the Graduate School will evaluate on a case-by-case basis as funding allows.
  • Departmental funds that are awarded but not utilized will be swept back into the main GSA account in July.