Conference Policy



Seattle University Graduate Student Council Request for Funds Guidelines

2020-2021 Academic Year

GSC Funding Policy 

Please carefully review the policies and guidelines as things may have changed. 


The Graduate Student Council represents all graduate and professional students of Seattle University. The GSC works with all members of the University to advance services and policies, and to foster a community that better meets the needs and improves the experience of the graduate and professional students of Seattle University.


The Graduate Student Council budgets funds for allocations to SU graduate students, student organizations, and academic programs for personal and professional development. These funds may be used for events and professional pursuits that promote community among the graduate and professional student body and uphold the mission and values of Seattle University.

The GSC Funding Request process was established to assist Seattle University graduate students in attending and participating in professional conferences and events pertaining to their field of study. Conference attendance plays an important role in academic growth and development by providing the opportunity for training, networking, and exposure to the latest research.

Funding is for graduate students attending a conference or event related to their field of study.
  • Multiple students may attend the same conference, yet the intent is to allow attendance at a wide variety of conferences to as many students as possible. A limit on the number of students at a single conference will be determined by the Finance Committee.
  • GSC financial support is limited. The GSC Council, in coordination with the Executive Board and Finance Committee, makes the final funding determination.
  • The intent is to allow as many students as possible to attend conferences. Once a student has attended a conference, that student will not be considered for another conference that same academic year until all students seeking have been given adequate opportunity to attend a conference.

** Reimbursement requests can be submitted to the Finance Committee and will be addressed on a case-by-case basis.


What is GSC Funding and how can it be used?

  • GSC funding comes directly from the student activity fee. Students attending conferences are accountable to their fellow students because they are spending their classmates' money. The Individual Conference Grant is to support and facilitate graduate and professional student research initiatives and professional formation through attendance of professional
  • The Individual Research Grant is designed to help offset the costs associated with scholarly research and conference attendance that is not directly funded by other agencies, schools/departments within the university, or grants to advising faculty members and/or co-researchers. 

How do I qualify for GSC Funding through an Individual Grant?

  • You must be a currently enrolled full-time or part-time Seattle University graduate student seeking financial support for the cost associated with attending or presenting at a professional conference. This cost may include: airfare, transportation, lodging or conference
  • The GSC does not reimburse graduate students for food purchases. Funding can be applied to airfare, transportation, lodging expenses, and conference
  • GSC funds will only be applied to cover conference-related travel expenses. If the GSC approves the student for an amount greater than the student’s original receipts total, the balance will remain with the GSC and will not be distributed to the student.

 (Example: If the student is approved for $100.00 of GSC funding, but only spends $80.00 at the conference; only $80.00 will be provided to the student. The GSC will retain the remaining $20.00, which can then be applied to funding for other students.)

 What is the application process for the Individual Research/Conference Grant?

  • Fill out theonline form/application at:

  • Applications are strongly recommended be received 30 days prior to the event. These are based on when you will be ATTENDING the conference. Be aware that you must be very specific as to what expenses you would like reimbursed, and a detailed budget is

  • Please make sure to have your faculty/advisor/mentor(s) approve your application

Research and Conference Grants (RCG)

The purpose of these grants is to support and facilitate graduate and professional student research initiatives and professional formation through attendance of professional conferences. The program is designed to help offset the costs associated with scholarly research and conference attendance that is not directly funded by other agencies, schools/departments within the university, or grants to advising faculty members.

No usual or customary expenses will be covered, such as rent, pay for assistants, transcription (except in case of a documented disability), or for resources that may be used or acquired for free through Seattle University.


Typically, awards are granted to students whose research activities fall within three categories:

(1) conference attendance, (2) conference presentation, or (3) professional development/general research.

Students in these categories can be granted up to $1000 for their expenses related to conference attendance, conference presentations, travel, lodging, and professional development/general research.

*** Any request over the limit is subject to The Finance Committee’s approval on a case by case basis***

The GSC reserves the right to increase or decrease these amounts if the specific research activities warrant such. However, please note that increases are rare and will only be awarded in exceptional circumstances by the GSC Executive Board and/or Finance Committee

Guidelines for RCG Funding

  1. The student who is granted the reward is the only individual who can be paid out from that award. The GSC can only reimburse for actual expenses incurred by that student.
  2. The student’s department, college, or school may also be reimbursed for travel expenses incurred by that
  3. Before any reimbursements can be issued, the GSC Finance Chair must receive proof of registration at the conference. For presenters, documentation indicating said presentation must also be submitted.
  4. To receive reimbursement, the student must submit the following:
    1. Itemized receipts, bills, or boarding passes
    2. Funding Request Form
    3. Travel Budget
    4. All reimbursement paperwork must be submitted to the GSC Finance
    5. All receipts must be sent to Only itemized receipts will be accepted for airfare, travel accommodations (hotels, motels, Airbnb), and food (alcohol will not be reimbursed).
    6. If a department, college, or school made payments on the student’s behalf, the same procedure should be followed, but specifying payment to the relevant university unit instead of the student. Confirmation of this scenario must be made to the GSC by an appropriate representative of the relevant University

Academic/Educational Opportunities

This fund provides monetary support to collaborative events/activities planned by and for SU graduate students. Programs should reflect a commitment to a cause or promote a sense of community at Seattle University. One of the objectives of this fund is to support programming that fosters a greater sense of campus community through events that -- are conducive to free intellectual exchange; advance knowledge, such as visiting speakers, forums on topics of general interest; provide opportunities to advance students' networks both within the University and in the greater Seattle community, etc. Additionally, this fund is designed to encourage increased interaction outside of the classroom. Students are encouraged to craft proposals that will provide opportunities for SU graduate students to gain valuable experience and knowledge

Funding Requests for co-curricular events/activities are encouraged to demonstrate:

  • Collaboration among multiple student groups
  • Unique opportunity or experience for its participants
  • Promotion of an issue/cause relevant to SU graduate students
  • Significant contribution to the graduate student body
  • A broad view of cultural experiences and knowledge

Please note: GSC will not accept requests for funding for events which promote specific political efforts (ballot measures, promotion of candidates seeking office). GSC holds to the guidelines specified in the Code of Conduct; please see Section 4.8: Freedom of Expression, pages 32-34 in the Code for detailed descriptions of University policy regarding political events and involvement on campus.

This fund provides monetary support to encourage independent graduate and professional student run activities with an academic/educational orientation. In the past, the GSC has funded graduate and professional student conferences and workshops held at Seattle University. The GSC would also like to help foster interdisciplinary work and contact. This fund provides support for student access to educational experiences "beyond the classroom," such as academic competitions.

Educational Experience Requests are encouraged to demonstrate:

  • Potential for the advancement of research or the promotion of academic success
  • Orientation toward academic or professional development
  • Direct relationship to the individual's declared major or field of study.

Who can apply for these funds?

Any registered graduate student organizations/clubs, as well as any current full- time/part-time SU graduate students are eligible and encouraged to apply.