Only UCLA Student Organizations or HSSEAS Graduate Students can apply for EGSA co-Sponsorship.
Eligible Events
Events must cater primarily to HSSEAS Graduate Students.
Conferences, seminars, workshops, social events, outreach events, cultural events, and networking events are all eligible for EGSA co-Sponsorship. Intramural teams must apply through a separate process.
Only planned events with detailed cost breakdowns will be considered.
Support
Full or partial funding is never guaranteed.
No retroactive support may be issued; EGSA co-sponsorship must be approved by EGSA board prior to the event for reimbursements to be processed
No organization/individual may request more than $500 in any academic year.
Co-sponsorship
Organizations requesting funding from EGSA must also co-sponsor the event using their own organization funds. The co-sponsorship must be a minimum of 10% of the amount requested to EGSA. Individuals seeking EGSA co-Sponsorphip are exempt from this requirement.
Items that will not be funded
Non instantiated amounts (miscellaneous or other or unplanned expenses)
Reimbursements not pre-approved by the EGSA board
II. Timeline
For EGSA Board Proposals
Allow at least 4 weeks prior to the date of the event for the approval process.
III. Obligations
Before Approval
Create detailed budget.
Submit the EGSA co-Sponsorship form (http://sl.bruinegsa.org/sponsorship-request) at least 28 days (minimum) prior to the date of the event. Requests made with less than 28 days to the event date may result in denial of the funding request.
After Approval but Before Event
Send to the EGSA Secretary (secretary@bruinegsa.org) details of the event to be added to EGSA website and advertisements.
Display the EGSA logo in accordance with the terms and conditions of the EGSA co-Sponsorship Agreement (http://sl.bruinegsa.org/sponsor-agreement), including prominent display of the EGSA logo on any promotional materials and at the proposed event.
After Event
The group or organization must also submit all invoices and receipts (original) within three (3) business days after the funded activity. This must be done by filling the EGSA Reimbursement form (http://sl.bruinegsa.org/sponsor-reimbursement) and following the instructions after submitting the form.
Submit a copy of the event sign-in sheet. At a minimum, the sign-in sheet must include: name, department, and if the person is graduate or undergraduate student. See the Sample Sign-in Sheet (http://sl.bruinegsa.org/sponsor-signinsheet)
Fill out the EGSA Event Evaluation form (http://sl.bruinegsa.org/sponsor-eventevaluation) and submit copies of all promotional material for the event to the EGSA Secretary within 3 days after the conclusion of the event. You may also email pictures from the event to EGSA (secretary@bruinegsa.org).
If these obligations are not met, funding may be withdrawn.
The organization will be provided the opportunity to send a member to represent the organization at the EGSA board meeting to answer questions regarding the request.
The EGSA Board will review the requests and vote based on a simple majority.
The organization/individual will be notified via email regarding the outcome of their funding request within 2 business days after the review of the proposal by the EGSA board.
VI. Additional Questions
If you have any questions about the filing procedures or eligibility, please contact the EGSA Treasurer (treasurer@bruinegsa.org)
EGSA at UCLA
