Please fill out this form electronically before printing GSA Lecture ...

7. Budget Allocation Policy
Funds will normally be distributed as follows:
a) 10% of total annual LG budget will be held back as contingency funding while maintaining the principle that
all funds will be allocated in each fiscal year (April 1 – March 31).
b) Of annual budget, 1/3 will be allocated in the April 1 – July 31 period; 1/3 in the August 1 – November 30
period; and 1/3 in the December 1 – March 31 period.
c) If the funds have not been completely expended near the end of the fiscal year, a decision shall be made by
the GSA Board on the best way to expend the funds.
8. Office Procedures
a) Applications will be reviewed by the GSA staff for eligibility and completeness (see Eligibility Criteria and
other policies above) using the following checklist:
i. The application form is complete and required documentation has been submitted;
ii. The lecture has been organized by a graduate student group registered through Student Group
Services, SUB;
iii. The graduate student group has confirmed in the application that the lecture is an academic event;
iv. The application has been signed by a Department Chair (or designate) in support of the lecture;
v. There are sufficient funds available in the LG budget in the specified period that the application is
received;
vi. That no previous LG was allocated to the graduate student group in same April 1 – March 31
period; and
vii. That expense claims comply with University of Alberta Expense Reimbursement policies and
procedures.
b) The graduate student group submitting the application will be contacted via email by the GSA Grants
Specialist (or other designated staff member) regarding applications that are ineligible or incomplete in order
to provide an opportunity to resolve the issue where possible.
c) All applications will be reviewed and signed off by the Vice-President Student Services or the Vice-President
Student Life (or designate).
d) Applicants who meet eligibility requirements will be notified by the GSA Grants Specialist via email of the
pre-approved LG amount.
e) Once receipts are received by the GSA Grants Specialist, the application documents and receipts will be
forwarded to the GSA Financial Manager for disbursement of the LG cheque. Once the cheque has been
issued, the GSA Grants Specialist will contact via email the student group applicants and Department Chair
(or designate).
9. Interpretation of LG Policy
The GSA Board shall be consulted about any concerns and questions raised by the GSA office about
interpretation of this policy. The Board’s decision is final and binding.
10. Changes to Policy and Forms
The application policy, information, and forms are subject to GSA Council approval and cannot be changed
without Council’s approval — excluding editorial revisions/clarification.
GSA Grants: Lecture Grant Application Policy and Information Page 2 of 2