2024-2025 GAPSA Universal Fund Application

2024-2025 GAPSA Universal Fund Application

To promote greater equity and access to funding, several GAPSA group/event fund applications are consolidated into a universal application. This includes but is not limited to the:

Academic Event Fund (AEF),
Community Outreach Fund,
Discretionary Fund,
Empowerment Fund,
Student Group Event Fund (SGEF).

Applicants should contact their respective G12 school government officers to inquire about Interschool Partnership Fund eligibility.

Only events or programs occurring between September 1, 2024, and May 30, 2025, are eligible to apply.

Section 1: Eligibility Criteria and Requirements

Organization Eligibility:

Must be registered with and approved by GAPSA's Finance Association Council (GFAC) for the current academic year.
Must be registered and approved as a current student organization in PennClubs

Funding Scope:

Must target graduate and professional students. Undergraduates are not eligible.
Must support open community, inclusion, and representative governance.
Priority is granted to proposals benefiting students from multiple G12 schools.

Funding and Application Details:

GAPSA funding is competitive. Proposals may be fully, partly, or not funded.
Consider multiple funding sources outside of GAPSA for your program.
Seek funding from your G12 school government before applying to GAPSA.
Complete, well-planned, well-budgeted, and well-written applications are more likely to secure funding.
Refer to GAPSA Finance Bylaws and FAQs for further details.
You can also view University Policies on spending for student groups here.

Promotion and Acknowledgment:

The GAPSA logo must be included in your advertising. Events must be advertised in the GAPSA newsletter. (Does not apply to events prior to November 6th.)

Payment and Award Deadlines:

If awarded GAPSA funding, conduct transactions with your school’s regional business office (RBO).
Awards are paid after submitting an After Action Report (AAR) including budgeted vs actual expenditure, revenue, relevant receipts and substantive materials, attendance, and proof of GAPSA compliance.
Claim funds within two weeks of the later of either the award letter issuance date or the event date. Failure to meet deadlines subjects awards to forfeiture.

Applications are rolling.

The evaluation dates are:

Submit by: Decision by:*

October 22 November 10

November 4 November 18

January 19 February 16

February 21 March 7

March 15 March 29

*Subject to change.

Section 2: Applicant Information

Student Group Name*

Did you register with pennclubs.com?*

Select or enter value

Please provide the URL for your group page in PennClubs*

Are you an Affinity Group?

Affinity groups are registered with GAPSA IDEAL council.

Select or enter value

Applicant Name*

Full name of the person submitting this form

First Last

Applicant Penn Email (use upenn.edu email)*

e.g., applicant@school.upenn.edu

Group President's Email Address (use upenn.edu)*

Group Treasurer's Email Address (use upenn.edu)

Does your group have an official staff advisor?*

Please note: a copy of your funding request and any award letter will be sent to your group advisor. Groups without an advisor will have requests and awards sent to the Grad Center and Office of Student Affairs.

Select or enter value

Group Advisor's Email Address (use upenn.edu)*

Applicant Degree Program Type*

Select

Section 3: Event(s) or Program(s) Information

For this section, we aim to capture a comprehensive understanding of the event's objectives, target audience, and alignment with GAPSA's mission. The answers provided will give us insights into the event's relevance, expected impact, and potential for success.

Please select the fund(s) to which you are applying*

Please be sure to review individual fund criteria and purposes on the GAPSA funding webpage. Applications may be redirected for consideration by additional or more appropriate fund(s) based on the information provided in the application.

Academic Event Funding (AEF) requests will be referred to the Research Council (RC) for review. To be considered, applicants must: (1) have the endorsement of at least one Research GA Representative. (Click here for list of reps.) (2) Submit a presentation using the presentation template (Click here for template). Contact the RC Chair at gapsa.research@gapsa.upenn.edu for further details.

Name of Research GA representative endorsing*

How many events are you requesting funding for?*

Enter one (1) for single event

What is the event name?*

List the dates of your event(s) or program(s)

(MM-DD-YYYY). If you have more than one event or program for this application, please separate these dates by ";"

Provide a brief description of your event/program*

Please provide a brief description of your event(s) or program(s). Outline the main objectives and activities of the event.

Target Audience and Broad Engagement*

How will your event engage a broad audience of graduate and professional students beyond a specific club or small group? Describe the strategies for outreach and engagement to ensure participation from a wide array of students across disciplines. Highlight any collaborative efforts with other student groups or departments.

What is your marketing plan?

How, when, and with whom will you advertise and promote your event(s) or program(s) (i.e. channels, media, timing)?

Alignment with GAPSA's Mission*

How does your event advance or align with GAPSA's mission? Relate the event's objectives and activities to specific components of GAPSA's mission. Explain how the event will further GAPSA's goals and values.

Section 4: Budget Details

What is the total budget of your event(s)?*

Provide total estimated cost in $USD (numbers only)

What portion are you requesting from GAPSA?*

Of your total budget, how much money are you requesting from GAPSA? Provide a $ amount

Requests for over $5,000 total may require a presentation before the General Assembly.

What is the estimated attendance for your proposal*

ex: 23

Please try to be accurate in good faith; we will verify this with the AAR. If you are hosting more than one event, please enter the total estimated attendance over all events.

Please itemize your total budget

Please use this template and upload the itemized budget within your funding presentation pdf/ppt. Click yes or no once you do. You will upload the budget below.

Select

Will the event(s) or program(s) generate revenue?*

Select or enter value

How much revenue will the event(s) generate?

How much will the tickets cost (per person)?

Revenue Planning*

How will your group ensure that 33% of the total cost will be earned in revenues?

Will you be cosponsoring the event(s) or program(s) with other organizations?*

Select or enter value

Cosponsor Information*

List the names of the co-sponsoring organizations and the name and email addresses of their officers

Have you requested funding from other sources?*

Select or enter value

How much funding have you requested elsewhere?*

How much funding have you secured elsewhere?*

Are there any restrictions on who may attend?*

(e.g. cap on students, spots reserved for students from a particular group or department)?

Please upload the following file(s):*

Academic Event Fund (AEF): funding presentation in PDF or PPT format only).

ALL applicants: Itemized Budget using provided template

Drag and drop files here or

Additional Comments or Questions

Section 5: Acknowledgment

1. All events must be publicized at least two weeks prior to the event. Click here to publicize. To advertise with GAPSA social media or Slack, contact gapsa.pr@gapsa.upenn.edu.

2. If your event or program receives GAPSA funding (in part or full), then GAPSA must be acknowledged as a funding source on all your organizational and promotional material. This includes the use of the "GAPSA FUNDED" logo. See: https://www.gapsa.upenn.edu/branding.

3. Your events must follow all University policies, including those listed below. Student groups that violate University policies risk forfeiting future GAPSA funding:

a. The Alcohol and Other Drug Policy

b. Antihazing Regulations

c. Equal Opportunity and Affirmative Action Policy

d. Fundraising Guidelines

e. Guidelines on Open Expression

f. Use of Facilities

4. Reserve at least two tickets for GAPSA Advisory Services (GAS) at all your events and programs so that members of our team can attend and ensure proper utilization of funds as well as compliance with all policies.

5. If you would like to sell tickets to your event and would like to use Eventbrite Premium through GAPSA, please email gapsa.finance@gapsa.upenn.edu.

6. If your group earns revenue using GAPSA funding, GAPSA Finance retains the revenues at the % that GAPSA invested, unless otherwise indicated.

7. We will comply with GAPSA's Sunshine, Advertising, and Branding Policies. Should we seek any exemptions to these policies, we understand that they must be secured in writing from GAPSA VP Finance (gapsa.finance@gapsa.upenn.edu).

For questions, contact the Director of Fund Management (gapsa.funds@gapsa.upenn.edu) and (gapsa.finance@gapsa.upenn.edu)

Acknowledgement of Terms*

I/we acknowledge and commit to the aforementioned terms.

Select or enter value

REMEMBER TO CLICK THE SUBMIT BUTTON!

YOUR APPLICATION IS NOT SUBMITTED IF YOU DO NOT RECEIVE A CONFIRMATION EMAIL.

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