Funding Divergences

This guide highlights the key distinctions between the funding policies of the Graduate Student Council (GSC) and the Undergraduate Senate (UGS) at Stanford. Understanding these differences will help VSOs navigate the funding process more efficiently.

Please note that the policies of the respective bodies are subject to change, and the information below may not always reflect the most current guidelines. While we strive to keep this guide updated, we recommend referring directly to the individual policies for the most accurate and up-to-date information. Use this guide as a helpful reference.

1. Minimum Request Amount:

   • UGS: Annual funding capped at $7,000 for groups with 70% or more undergraduate members.

   • GSC: No $7,000 minimum; funding flexibility based on attendance proportions for graduate groups.

2. Alcohol Funding:

   • UGS: Alcohol funding is prohibited for undergraduate events.

   • GSC: Alcohol funding is allowed for graduate events within food limits.

3. Event and Equipment Advertising:

   • UGS: No requirement for events to be listed on a central calendar. Equipment purchased with ASSU funds remains ASSU property.

   • GSC: Mandatory event advertising on the GSC calendar; promotional materials must include "Sponsored by the GSC." Equipment purchased with GSC funds remains GSC property.

4. Travel and Conference Funding:

   • UGS: Supports travel for organizational needs under certain conditions.

   • GSC: Does not fund flights, conference fees, or department-specific events; focuses on community-inclusive events.

5. Funding Caps Based on Attendance:

   • Both councils enforce a 70/30 rule, funding organizations based on their predominant membership composition (undergraduate vs. graduate).

6. Funding Eligibility for VSOs:

   • UGS: Funds undergraduate-specific or officer meetings if aligned with the VSO’s mission.

   • GSC: Does not fund officer-only or exclusive meetings; events must serve the broader graduate community.

7. Event Food and Supplies Cap:

• UGS: Food costs capped per event with separate categories for snacks and meals; documentation less strict.

• GSC: Stricter caps; itemized invoices required for expenses over $500. Alcohol funding limited to 50% of the total food budget.

8. Restrictions on Departmental and Academic Events:

• UGS: May fund departmental or academic events if they have broad appeal.

• GSC: Excludes departmental seminars and events from funding. Academic talks must have broad interest to the graduate community to qualify.

9. Advertising and Marketing Restrictions:

• UGS: General guidelines on marketing costs; more flexibility in advertising methods.

• GSC: Stricter advertising rules; requires quotes for digital ads. GSC-funded events must appear on their calendar and include "Sponsored by the GSC" in marketing materials.

10. Funding for Tickets and Entry Fees:

• UGS: Allows funding for event tickets or entry fees aligned with a VSO’s mission.

• GSC: Does not fund individual conference registration or entry fees.

11. Honoraria and Speaker Fees:

• UGS: Funds honoraria and speaker fees but excludes gifts for Stanford faculty or staff.

• GSC: Similar guidelines but excludes honoraria for academic seminars; these should be funded by departments.