Registered Campus Organization (RCO) Funding

The Associated Students of the Graduate Division (ASGD) Registered Campus Organization (RCO) funding opportunity provides financial support for graduate academic students to use towards coordinating RCO-organized events and activities. Award funding is dependent on funds availability. Each student group may only apply for and receive a maximum amount of $400 per academic year.

Eligibility Requirements

  • UCSF registered campus organizations (RCOs) that cater to Graduate Division students are eligible to apply for funding of RCO-initiated events, activities, and programs; your group must be registered in the term in which you are applying to this award. 
    • Each RCO group cannot apply for more than $400 max per academic year.

Parameters

  • Funding requests must be submitted at least 4 weeks (~1 month) prior to the event date. All funding requests will be reviewed and voted upon during the monthly ASGD executive council meetings. We may ask for additional information and actions regarding your application, as needed.
    • Submitting a budget request does not guarantee funding. Your application must be approved first before submitting a reimbursement request 
  • Funds may only be used for events approved by Student Life. Examples of items eligible for funding include: food, beverages, items related to room reservation (tables, AV, etc.), honoraria, and/or publicity.
    • If the item is not indicated, please select the "Other" option and explain using the text box within the application form. Note: Items not explicitly allowed or restricted (e.g. travel for guest speakers) may be funded through appeal with the ASGD Executive Board at an ASGD Board Meeting.
  • The total number of RCOs awarded funding is based on first come, first-serve availability of funds.

Application Procedure

1) First submit the pre-screen ASGD RCO Funding Request survey form. The application must contain information regarding three main areas:

  • Registered Campus Organization (RCO) details
  • Event information
  • Funding request amount and reason

2) If your RCO Funding application was approved, please then complete the reimbursement form and upload all additional documents. Your application may be rejected if any of the required documents are missing, or if ineligible expenses are included. The application must contain all of the following documents:

  • Completed ASGD RCO Funding Request survey form - Do not complete and submit the reimbursement form until this application is approved.
  • Official event announcement listing date and location.
  • Confirmation of event.
  • Proof-of-payment of event fees (credit card statement in the applicant's name or verification from vendor that payment has been received and processed). 

Funding Payments

RCO funding is paid as reimbursements of actual expenses incurred by RCO groups for approved expenses. 

Please note that reimbursement requests must be submitted within 45 days from the end of an event. Any expense reports submitted after the 45-day deadline may cause the award to be reported as taxable income. After the reimbursement has been approved, it will take one week to process payment. The Controller's Office audits every expense report, so make sure all receipts are attached, and the transaction date(s) and receipt date(s) match. Sign up for non-payroll direct deposit to speed up payment.

Funds not claimed 90 days after the conclusion of the conference, or upon graduation (whichever comes first), will forfeit the funding opportunity.

Note for students receiving financial aid: Travel awards do not appear in the student financial aid offer letter and will not count against the student's financial aid.

 

If you have any questions, please  CONTACT us at [email protected].