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Graduate Student Governance Association. GSGA Workshop Oct 25 th , 2008. Campus Representative. James Bowen. Ice Breaker. I will announce a category Organize into groups based on answers Interact/mingle for a few minutes Develop a list of why people chose that category. Category 1.

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graduate student governance association

Graduate Student Governance Association

GSGA Workshop

Oct 25th, 2008

ice breaker
Ice Breaker
  • I will announce a category
  • Organize into groups based on answers
  • Interact/mingle for a few minutes
  • Develop a list of why people chose that category
category 1
Category 1

Can you roll your tongue?

category 2
Category 2

Favorite Bond?

Sean Connery

Daniel Craig


category 3
Category 3

Favorite Pop Starlett





category 4
Category 4

Favorite Movie Genre?





category 5
Category 5

Best Professional Basketball Player?

Michael Jordan

Oscar Robertson

Magic Johnson



Ezgi Akpinar-Ferrand

graduate student governance association1
Graduate Student Governance Association
  • Oversee a budget of $267,214; serve 44 graduate departments with a total of 7600+ graduate students.
  • Funding for traveling to conferences.
  • One-Time Research.
  • Funding for Graduate Student Community Building-Group Budgets.
  • Funding for speakers, small events, journal publication-Group Grants.
  • University wide programs for graduate students.
  • Graduate Student Advocacy.
  • How you can get involved at UC!!

Advocacy work for the graduate student issues:

Student Health Insurance

Graduate Student Housing

Bearcat Transportation

  • Plan and implement academic and social events that will be open to the graduate population of the university.

GraduateMixer in CatSkeller.

GSGA Sponsored Lunch Hours at Mainstreet Cinema.

Darwin Celebrations.

Movie Events.

Fund-raisers for natural disasters that impact different parts of the world.

  • Survey and participate in data collection and statistical analysis on data concerning graduate student education and funding.
external committees
External Committees

Graduate Student Representation Needed

Executive Representation

President’s Cabinet.

Board of Trustees.

Environment & Sustainability Committee.

UC Sustainability.

Academic Coordinating Committee.

Faculty Senate.

Graduate Council.

Council on Student Affairs.


Diversity Council.

Student Code of Conduct.

  • Fiscal Coordinating Committee.
  • Capital Advisory Committee.
  • International Affairs Committee.
  • Academic Calendar Committee.
  • Graduate Student Housing Task Force.
  • Council on Student Affairs.
internal committees
Internal Committees
  • Graduate Student Research and Publication Committee.
  • GSGA Constitution & Bylaws Committee.
  • Student Health Insurance Committee.
  • GSGA Grievance Committee.
  • International Students Concerns Committee.
  • Bearcat Transportation Committee.
  • Darwin Celebrations Committee.
  • Graduate Student Excellence Awards Committee.
  • GSGA Membership
  • Group Registration Process
  • Monthly Meeting Attendance
  • Group Communication
  • Group Budget
  • Group Grants
gsga membership
GSGA Membership


Individual Grad Groups

Physics GSA


group registration
Group Registration
  • Grad groups (GSA’s) are special groups
    • Open only to grad students
    • No membership fees
    • Primarily academically oriented
    • Have to register with GSGA and SALD
      • GSGA registration provides funding
      • SALD registration provides access to other university resources
group registration1
Group Registration
  • Registering with GSGA
    • New officers’ information
    • Group Advisor
    • Student member count (approx.)
    • Website
    • Email Listserv
group registration2
Group Registration
  • SALD Registration
    • Login at SALD registration page
    • Previous year officers can login and update information
    • New groups need a C/BL document
    • Roster of members ( at least 10 )
monthly meeting
Monthly Meeting
  • First Wednesday of every month in Fall, Winter and Spring Quarters
  • 12.30-2pm in 425 TUC
  • Attendance mandatory
  • Meeting schedule on website
  • Agenda notice will be sent out a week ahead
  • Constitutional provisions to impose sanctions on groups missing the meetings
  • Primary contact for group issues – VP
  • Office hours or make appointments
  • Creating web pages for all groups
  • Joining the GSGA listserv
  • GSGA joining individual group listserv
group budget
Group Budget
  • Group budget – Fixed + Variable
  • Fixed baseline amount
  • Variable amount based on student strength
  • Primarily for fun expenses / social events
  • No approval required, subject to conditions of course !
  • Budget amount will be intimated at the Nov meeting (hopefully !)
group grant
Group Grant
  • Competitive award for primarily academic events
    • Poster sessions, Speaker Events, Journals
  • Big Budget Events
  • Approved by a committee
    • GSGA EB, Rishi, Custodio and Ciprian
  • Step-by-Step Process to follow
group grant1
Group Grant
  • Submit proposal with necessary letters
  • Receive approval notice within 7 days
  • Spend money and get reimbursed
  • Submit documents by deadline
  • Entire year divided into 8 deadlines
  • Limited amounts per deadline
last year s expenses
Last Year’s Expenses
  • Total Budget amount : $267,214 ($274,441)
    • Scholarship Budget: $62,189 (pays for officer honorarium, tuition, etc)
    • Operating Budget : $205,025 (Student travel, group events, etc)
  • Actual Scholarship Budget Expenses :
    • Officer Tuition, Honorarium : $54,113
    • Research Awards + Excellence Awards : $4058
  • Actual Operating Budget Expenses :
    • Encumbrance(deficit) from 2006-2007 : $21,095
    • Individual Travel : $156,359
    • Group Events : $17,060
    • GSGA Expenses : $8,221
    • Research Awards : $10,942
last year s expenses1
Last Year’s Expenses
  • Total Scholarship Expense : $58,171 ($62,189)
  • Total Operating Expense : $213,677 ($205,025)
  • Deficit for FY07-08 carried to FY08-09 : $8,652

Manoj Dhanotiya

Office Hours: T 11-1pm

Fri 11-1 pm.

OR by appointment

gsa monies


  • All UC Graduate Students are eligible for a maximum of $400 per year from the GSGA
"One Year" -Time period starting the first day of the summer quarter of a year to the last day of summer break (the break after spring quarter) the following year.
  • There is no separate "funds reserving process" with the GSGA
  • Reimbursement – Only to person who actually incurred the expense
  • FULL Conference Travel Award
  • Partial Conference Travel Award
  • One-Time Research Award
full conference travel award maximum 400
FULL Conference Travel AwardMaximum - $400

General Rules :

Must be a degree seeking graduate student with at least 12 credit hours earned. 

Must be registered for at least one credit hour every quarter (Except Summer).

Must be a member of a properly registered and active GSA group. 

Must be presenting original research in the form of papers/posters or chairing a panel/session at a conference.

easy two step procedure

Easy Two Step Procedure

STEP ONE (Before the travel)

Submit Travel Authorization (TA) form

STEP TWO (After the travel)

Submit Current quarter registration proof

Submit Original Expense receipts

TER(A113) Envelope

one time research award
One-Time Research Award
  • Funds for helping/furthering research.
  • To buy consumables or research materials - things that are not available for free to the student from the university
  • To fund travel for research activity.
  • You are allowed to apply for a RA, for up to $400, only once during your graduate schooling at UC.
  • Estimated item wise costs must be included in the letter and the application.
easy two steps
Easy Two Steps
  • Fill out the RA application form & letter of approval from your advisor.
  • Approval Email. Please submit a printout of the RA approval email received from the GSGA Treasurer

+ All the expense receipts

Fill TER A113 (IF Travel related to RA)

some common errors
Failure to include registration.

Failure to include proof of presentation

Demand of reimbursement of money paid by Professors P card .

(P Card ?)

Some common errors :
  • Occasionally, a group will buy something and their department “front” the costs.
  • Or, your department given you money for a conference, but you need to pay it back..
  • NIU form comes into play.
  • It is not in your folder, your department will have it or come to us.
  • Remind students to go through the step by step process at GSGA website

A Quick View Of Website

  • Website Suggestions

Scanning or Office Drop ?

location communication
Location & Communication

     683 Steger Student Life Center


ML 0193513-556-6101