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CSEGSA Conference Funding
If you are PRESENTING a poster or paper at a conference,
CSEGSA can give you up to $100 to help alleviate any conference-related
expenses. This is limited to one conference per fiscal year. The
CSE Graduate Research Conference is NOT an eligible
conference.
Requesting Procedure
In order to be considered for funding, you must fill out a Conference
Funding Request Form BOTH before the conference
is held AND at least five (5) days prior to a CSEGSA
monthly meeting held before the conference. You must immediately
contact the CSEGSA treasurer providing documents verifying you are
scheduled to present at the conference.
At each monthly meeting, all requests made before the five-day
deadline will be presented on the floor and put to vote. The vote
will be to tentatively allocate $25 from the CSEGSA budget for each
person that requested funding.
If your request is approved, the CSEGSA treasurer files the request
to the GSA and awaits approval signaled by a "Yellow"
R.E.P. Form. Please note that at this point you are not guaranteed
any money.
Keep all ORIGINAL itemized receipts for conference-related
expenses. The receipts MUST show your name and/or
some form of identification like a credit card number. Upon returning
from the conference, submit the following documents in an envelope
to the CSEGSA mailbox in 211 Bell Hall:
- Original and itemized receipts; include copies of supporting
credit card statements and copy of credit card (last block of
digits showing). Electronic receipts from on-line registration/purchases
are not sufficient.
- Copy of title page of paper presented
- Copy of title page of conference handbook
- Copy of conference schedule showing your name and presentation
time
- Signed CONFERENCE GRANT AGREEMENT form (blank forms are in the
GSA office at 310 Student Union)
Contact the CSEGSA treasurer, who will then check the documents
and send them over to GSA.
Reimbursement Procedure
During the first monthly meeting of the fiscal year, the CSEGSA
eBoard will motion to allocate a portion of the budget for conference
funding. This amount will be divisible by 100. This amount may increase
later if more funds are available. All funds will be distributed
at the end of the year.
If, at the end of the year, not enough money is available to fulfill
each request for the maximum amount (i.e., $100), then the following
ranking system will be used to order the requesters by priority:
- 1 point for each meeting attended (as determined at the END
of the meeting)
- 2 points for active participation on a CSEGSA planning committee
- 2 points for volunteering at the CSE Graduate Research Conference
- 3 points for making a slide presentation at the CSE Graduate
Research Conference
- 3 points for making a poster presentation at the CSE CSE Graduate
Research Conference
The points will be allocated at the discretion of the eBoard.
Funding will be distributed first to those with the most points.
In the case where there is a tie and not enough funds remain to
give the maximum amount to the tied requesters, the money will be
divided equally among them (e.g., there is $400 remaining and a
5-way tie, then each of the tied requesters will receive $80).
If, however, at the end of the year there is a surplus of funds
from the money set aside for conference funding, then the surplus
is divided evenly among the conference attendees with a maximum
of $200 per attendee. This effectively increases the maximum amount
per attendee for the fiscal year.
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