WolfSpace Repository (Stony Brook Univ.)

 
 
Guidelines for Funding of General Cultural and Social Events and Speaker Series by GSO 
 
***Please note new deadline requirements! These will be strictly upheld.*** 
 
1. Description of Funded Events 
A. General Cultural and Social Events- Events in this category may include those sponsored 
by a wide variety of social and cultural organizations with the purpose of enhancing the 
social interaction and development of graduate students.  
B. Speaker Series and Conferences- Events in this category may include support for 
speakers and conferences which are of general interest to the graduate student 
community. Department-oriented speakers and conferences will not be eligible unless the 
event is clearly interdisciplinary or of interest to a wide cross-section of the graduate 
student community. 
 
2. Eligibility 
A. Monies for these events is available to events sponsored by (1) graduate student clubs and 
organizations recognized by the USB Student Union and Activities Department OR (2) 
committees of three or more graduate students formed for the purpose of planning and 
organizing events.  
B. Funded events must have a chairperson who is responsible for coordinating and running 
the event. This person is responsible for overseeing the dispersal of funds as outlined in 
the event proposal. 
C. Funded events must be open to the general graduate community. Admission for graduate 
students to events funded by the Graduate Student Organization must be fixed at a rate 
that is no greater than the amount charged to members of the organizing group. 
D. Certain types of events are not eligible for funding by the graduate student organization. 
These include: 
i. Events without a graduate student presence. 
ii. Non-graduate politically oriented activities. 
iii. Department-oriented events, unless clearly interdisciplinary and of interest to a 
wide cross-section of the graduate student community. 
iv. Transportation for small groups of people (exact numbers determined on a case by 
case basis). 
v. Funding for food beyond snacks and beverages. This amount is capped at $100. 
E. In order to allow the Budget Committee and GSO Senate time to make decisions 
regarding event funding, strict guidelines will be imposed regarding the dates that 
funding requests must be received by. Funding applications must be complete by the 
date required in the following guidelines. The GSO recognizes that many groups may 
wish to hold events that occur at the beginning of the academic year. Because of issues 
related to scheduling of GSO Senate meetings, different deadlines will be imposed for 
these events as outlined below.  
i. Events scheduled from SEPTEMBER 1st – SEPTEMBER 15th. These are the 
only event dates that will be eligible for funding after the event has taken 
place. As a general rule, the GSO does not fund events that have already 
occurred. It should be understood that funding for these events is not guaranteed, 
even if they have already taken place. Funding requests for events taking place 
 
 
within these dates must be received by the GSO Treasurer by September 16th 
in order to be considered for retroactive funding. 
ii. Events scheduled from SEPTEMBER 16th – JUNE 15th. Funding requests for 
events taking place within these dates must be received by the GSO 
Treasurer at least ONE WEEK BEFORE THE GSO SENATE MEETING 
THAT PRECEDES THE EVENT. The GSO Senate meeting schedule is 
available at the GSO website. If an event is scheduled for less than one week 
after a GSO Senate meeting, the funding request must be submitted during 
the previous period. For example, assume that GSO Senate Meetings are 
scheduled for October 8th and November 8th. Funding requests for an event 
occurring on November 20th must be received by November 1st. Requests for 
events occurring from November 9th-November 16th must be received by the 
October 1st deadline. These rules provide time for the GSO Budget Committee to 
meet and discuss funding requests. 
iii. Events scheduled from JUNE 15th- SEPTEMBER 1st. Please contact the GSO 
Treasurer for information about funding for summer events. 
 
3. Application for Funding of Events by the GSO 
A. Event funding application must be completed in full and submitted to the GSO Treasurer. 
Applications are available from the GSO website (http://www.sinc.sunysb.edu/ 
Clubs/gso), the GSO office (gso@ic.sunysb.edu), and the GSO Treasurer. The event 
funding application includes basic information about the event, names and contact 
information for event coordinators. 
B. Additional materials which must be submitted with the funding application include: 
i. An itemized budget for the event 
ii. If sponsored by a club, a copy of the club’s constitution which must include a 
meaningful equal opportunity clause, if not already on file with the GSO.  
iii. Copies of advertising materials 
C. Applications must be submitted by the appropriate date as outlined above or the event 
will not be considered for funding. 
 
4. Funding Review Process 
A. The GSO Treasurer shall report all funding requests to the GSO Budget Committee.  
B. The GSO Budget Committee shall meet to discuss all funding requests prior to the 
presentation to the GSO Senate. Event coordinators will be invited to relevant Budget 
Committee meetings to answer questions about their event. It is highly recommended 
that event coordinators attend the appropriate Budget Committee meeting. 
C. The Budget Committee will advise the Senate whether or not they recommend funding 
for the event and to what level. 
D. The GSO Senate will vote to accept or reject the request as well as the amount of the 
request. Each request requires a two-thirds majority to be approved. The Senate may 
modify the amount of the request and impose any additional restrictions. It is highly 
recommended that event coordinators attend the GSO Senate meeting at which 
their request will be discussed. 
 
 
 
 
5. Advertisement Guidelines 
A. Events MUST be advertised in American English, with at least the date, time, location, 
sponsoring group (including the GSO), and the title of the event in English. Other 
information may be included on the advertisement in any other language.  
B. Advertisements must be well placed around the Stony Brook campus to insure that the 
maximum number of graduate students is informed of the event. 
C. An e-mail advertisement of the event must be sent to the GSO Treasurer (see website for 
address) for distribution to the GSO Senate Listserver. 
 
6. Release of Funds 
A. Money allocated for an event will be released only after the event has occurred and the 
proper documentation has been submitted to the GSO Treasurer. 
B. The following documentation must be submitted to the GSO Treasurer before funds will 
be disbursed: 
i. Original receipts for the expenses described in the event budget. 
ii. A summary of the event including a narrative description, the approximate 
number of people in attendance. 
C. Event coordinators or attendees are strongly encouraged to write a narrative description 
of the event for publication in News & Blues, the graduate student newspaper. 
D. Individuals providing professional services (DJ’s, bands) must be paid directly through 
the GSO and clubs or committees can not be directly reimbursed for these types of 
services. Please contact the GSO Treasurer for more information. 
 
 
 
  


English

guidelines

Statesman, V. 43, n. 09.

Statesman, V. 24, n. 59.

Statesman, V.9, n. 4.

People Playing Baseball - Intramurals

Maryanne Vigneaux/Lib 
06/05/2008 11:17 AM
To Maryanne Vigneaux/Lib@SUNYSB
cc
bcc F.Jason Torre/Lib
Subject Library Bulletin, June 5, 2008, Number 1646
GSO DISTINGUISHED SERVICE AWARD - DONNA SAMMIS:
(Submitted by Susan Lieberthal)
Donna Sammis, Instructional support specialist in Interlibrary Loan has been awarded the 
Graduate Student Organization Distinguished Service Award for 2007-08.
GSO Distinguished Service Awards are ultimately decided by the GSO Executive Council.  Each 
year a call is sent out to the GSO membership, all the graduate students at Stony Brook 
University, asking for people to nominate administrators, faculty and staff who have provided 
exceptional service to the graduate student community. The Executive Council then looks over 
the nominations and chooses who should get the award for that year.
Donna was nominated and chosen because of the exceptional service she's provided to graduate 
students.  The items she orders through Interlibrary borrowing are essential to helping graduate 
students complete their papers, reports, experiments, thesis, dissertations, etc. over the years that 
they are in graduate school and hopefully beyond. Without her support, graduate student projects 
would take longer and/or might be impossible to complete.
Congratulations to Donna from her colleagues in ILL , Reference and throughout  
the library.
 
TRENDSPOTTING ALERT:
The Library Services Committee announces a forum to be held on Tuesday, June 10, noon 
- 1:30.  This is to be held in Javits Room. 
Topic - Academic Libraries Electronic Data Services
Speaker - Jane Weintrop, Head of Electronic Data Services, Columbia University
As always, attendance is encouraged.  Bring your lunch while you learn and participate.
SAVE OUR SUNY - POSTERS:
If anyone would like UUP posters listing the consequences to SUNY of the proposed budget 
cuts, please see Dan Kinney ! 
NEW HIRES AND PROMOTIONS:
Celeste Hessler was promoted to an SL-3 position in the Music Library as the result of an 
internal Library recruitment, effective date 5/29/08.
The Southampton Librarian position has been filled by Darren Chase.  Darren began work on 
5/29/08.
All the best to them in their continuing careers !!
PHONE LIST UPDATE:
This list reflects some changes to staff; additions Jay Levenson (ILL) and Darren Chase 
(Director's Office + Southampton) and deletion of Connie Baker who is now working as a 
secretary in the School of Nursing.


Not a member yet

guidelines

Statesman, V. 43, n. 09.

Statesman, V. 24, n. 59.

Statesman, V.9, n. 4.

People Playing Baseball - Intramurals

_ Library Bulletin, June 5, 200

Statesman, V.10, n. 3.

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