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Funding for Graduate Student Organizations

Current Students
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Support for Graduate Student Organizations

By registering an organization with the Graduate College, student groups on campus are given the recognition and resources they need to become active members of the larger University community. However, we recognize that there is more to building a sense of community than a place to gather.

 

To this end, the Graduate College offers operational funding to support Graduate Student Organizations.

Operational Budgets

Operational budgets provide funds for the general operation of your organization. Examples of operational funding categories may include:

  • group promotional materials
  • catering for group meetings
  • social or other events for group members
  • software or other materials needed for the operation of the organization, etc.

GSOs in need of operational funding must apply each academic year. Please note that the maximum operational budget award is $800 per year (October-September). Any request may be funded at a prorated level. Each organization should plan its operating budget wisely and may need to engage in its own fundraising.

To receive an operational budget for the academic year, your organization must be in good standing with the University. GSOs must update the organization’s information each year to remain active and in good standing.

 

Operational Budget Decisions

The funding committees will review operational budget requests in the fall and spring. Organizations that apply in the fall do not need to reapply in the spring, as the award received in the fall is for the entire year. The spring deadline is designed for new organizations, those who miss the fall deadlines or those who only need funds during spring and summer.

 

Fall Operational Budget Timeline

Application opens Aug. 1 and is due Sept. 30.

Decisions will go out at the beginning of October.

Spring Operational Budget Timeline

Check back for the dates for the spring application period.

Funds from the preceding year do not carry over and are dropped Sept. 30. GSOs should keep this in mind as they plan welcome events and budgets for the new academic year.

Funding Criteria and Restrictions

Graduate Student Organizations may not use organizational funds for items or events that conflict with policies of the University and/or the Code of Conduct. Items (or events with the below items) covered by this policy include but are not limited to:

  • Alcohol
  • Candles, lighters or other open flame devices
  • Drugs or drug paraphernalia
  • Gambling
  • Explosives
  • Fireworks/sparklers
  • Listening devices or any type of spyware that would invade the privacy of others
  • Tobacco products or devices for smoking tobacco or herbal products
  • Weapons, such as rifles, guns, crossbows, swords (even for display purposes), martial arts items that may inflict harm, as well as ammunition for weapons, such as bullets, arrows or pellets

Restrictions on prizes and awards: GSOs are permitted to use their Graduate College funds to purchase up to $100 in gift cards per academic year to be used for prizes, awards or guest speaker gifts. The group’s treasurer must purchase the gift card with the GSO’s declining balance card. In the Concur report under “business justification,” include the recipient’s full name, student ID# (if a student) and the purpose for which the person received the gift card. GSOs cannot purchase gift cards that act as credit cards (American Express, Visa, etc.).

Receipt requirement: For each purchase — of any amount — that utilizes Graduate College funds, the GSO treasurer is required to submit a report in Concur with (1) an uploaded itemized receipt and (2) a detailed explanation of the purchase under “business justification.” A well-written business justification will clearly explain what was purchased, why it was purchased, when it was purchased and for whom it was purchased. Example: Water and chips purchased for the January 2026 "Title of GSO" meeting with 10 students in attendance. Concur requests submitted without itemized receipts may not be approved.

No funds may be issued to student organizations that conduct any activities prohibited by the Charter of the University of Delaware or the Internal Revenue Code.

Delaware Code Title 12, Section 5013 states, “The University shall never be managed or conducted in the interest of any party, sect, or denomination.”

In describing the activities of organizations eligible for tax-exempt status, the Internal Revenue Code, Section 501 (c)(3) states “… no substantial part of the activities of which is carrying on propaganda, or otherwise attempting to influence legislation, and which does not attempt to participate or intervene in (including the publishing and distribution of statements) any political campaign.”

During the event promotion period, the hosting GSO must explicitly state that its views and positions are attributable to the student organization and do not represent the official views of the University.

The Funding Committee reserves the right to amend these policies with the approval of the Graduate College at any time.

Applying for Funding

To apply for funding for your GSO, you will need the following information:

  • GSO name
  • Approximate number of full-time and part-time graduate students
  • Meeting frequency
  • Names and contact information of officers
  • Advisor name and contact information
  • Amount of funding requested
  • Itemized budget plan using the provided template

Funding requests are due Sept. 30.

Frequently Asked Questions

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Funding

What makes a group eligible for funding?

Every active GSO in good standing with the University is eligible for funding. Please refer to the Funding Criteria and Restrictions tab to learn what can and cannot be done with the funding.

How much funding is available?

For every academic year, GSOs that apply for an operational budget may receive up to $800 in funding to be used by Sept. 30 of the following year. Any balance remaining as of Sept. 30 will be deducted from the next year’s funds so that the available operational budget for any academic year will not exceed $800. 

Do I have to use the GSO Funding Request Template to submit my budget for my funding request?

Yes. We want to make the process easy for you and consistent across all GSOs. By using the provided template (and following the provided instructions closely), you have the best chance of providing all of the required information during your first submission, reducing the likelihood of follow-up questions and resulting delays. A consistent template also helps us ensure we are evaluating all GSO requests consistently and effectively.

Do I need to wait for my New GSO application to be approved before I apply for funding?

No, you can submit both the New GSO application and funding request at the same time. Please note, however, that we must process your application to become a recognized GSO before you can receive a purpose code for your organization.

What happens when I submit a form to request funding?

When you submit a funding request, a message will go to your advisor for approval. Once this approval is received, the Graduate Student Government’s Operations Committee will review your application. Final decisions will be subsequently made by the Graduate College. The Graduate College and the GSG Operations Committee will consider the number of members in the organization and the frequency of group meetings, among other factors in the approval process.

When will I learn about my funding status?

Funding requests are reviewed as described in the funding timelines above. You will receive notification of your status as soon as possible after it has been reviewed.

How will I receive the funding?

Once a decision is made on your application, you will be notified by the Graduate College via email. Your funding will be reflected in a purpose code for your GSO, and expenses can be charged to the code using a declining balance credit card.

What is a declining balance credit card and how can I apply for one?

A declining balance credit card is a UD credit card that is open for a finite amount of time for a specific amount of funds. The card should be under the GSO treasurer’s name.

Groups can use this credit card to carry out transactions for meeting/event expenses, such as catering orders, decoration purchases, etc. When using this credit card to carry out transactions, please make sure that you save all itemized receipts. An itemized receipt includes a breakdown of the cost associated with each item purchased, as opposed to a non-itemized aggregated total amount of an event or meeting. Concur requests submitted without itemized receipts may not be approved.

More complete information will be communicated to the GSO upon approval.

Should I outline my entire GSO budget or only my operational funding request?

Please only include items that you are requesting Graduate College funding for.

The total expenses on your Funding Request spreadsheet should align with your requested budget amount in your funding application. 

What is the difference between a Purpose code and an Agency code?

Every GSO that receives operational funding from the Graduate College will be given a Purpose code account to manage these funds. If a GSO receives any additional or external funding, the GSO may open an Agency code account. The GSO maintains access to both of these accounts. At the close of the GSO fiscal year (Sept. 30), unused funding in a GSO’s Purpose code account will be returned to the Graduate College. Funding in an Agency code account will remain with the GSO. You cannot transfer money from a Purpose code account into an Agency code account to maintain access to it after the close of the GSO fiscal year.

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