Graduate student club and organization handbook
It is important for each club to read and understand the policies and guidelines established by the GSA. The handbook provides nearly all of the information and answers clubs and organizations need in order to comply with GSA policies, thereby maximizing potential GSA funding for your club or organization.
A. Why become a GSA-recognized club?
- A club must officially be recognized by GSA to receive any GSA funding.
- You must be recognized by GSA to use the facilities at the Joe Crowley Student Union.
B. How do you become a recognized GSA club?
- To be considered for GSA recognition, an organization must not be discriminatory with regards to race, color, creed, religion, national origin, age, sex, handicap and any other type of discrimination.
- Groups seeking recognition must submit the following items to the GSA:
- Brief description of the organization’s purpose and activities
- Copy of the organization’s Constitution
- GSA Application for Club Recognition form
- List of members: Club Executives (3) and Club Members (5)
- Submit the GSA club recognition items one week prior to a GSA council meeting. The GSA council meeting schedule is available at GSA website. A club representative must be present at the next GSA council meeting and describe the club.
C. Recognized GSA Club
- Once an organization has been recognized, organization needs to submit an updated club recognition form along with an updated constitution and updated list of members on or before October 31 of each academic year.
- Keep checking GSA website for any GSA policy, bylaw and constitution changes. GSA will not inform clubs individually.
D. GSA club services
- Websites: Clubs should maintain their websites and/or social media pages. GSA will provide a link to your club’s website through the GSA website.
- Room Reservations: GSA-recognized clubs can reserve rooms in the JCSU. Rooms are available on a first-come, first-served basis and generally fill up early in the semester. The clubs should contact the JCSU Scheduling Office for more information.
E. Guidelines for writing a club constitution
Your constitution should clearly describe how your organization will conduct business. This will be especially important when the current officers are no longer at Nevada and others have to follow in their footsteps. It should include the club’s purpose, how officers are elected, their responsibilities, how money will be handled, and how business will be conducted. The following template can be used to write the club’s constitution:
- Article I Preamble: State the purpose and aims of the organization.
- Article II Name: State the full name of the organization.
- Article III Membership: State requirements, rights, duties, resignation, and termination methods for members. Remember, according to University policy, no organization may discriminate in its membership with regards to race, color, creed, national origin, age, sex, handicap or sexual orientation.
- Article IV Officers: List the organization’s officers, method of selection, term of office, and general duties.
- Article V Executive Council: State the composition of the Executive Council (committee or board) and method of the selection, their terms of office, general duties, authority, and responsibilities. Provision for vacancies of officers or other executive council members may be included in a section under this article.
- Article VI Quorum: State the size for all of your organization’s regular meetings.
- Article VII Parliamentary Procedures: Questions of parliamentary procedure shall be decided according to the latest edition of Robert’s Rules of Order.
- Article VIII Amendments: Amendments require previous notification to the membership and two-thirds or three-fourths affirmative vote of those present and voting or those present for this adoption.
F. Club funding request guidelines
- Only clubs and organizations that have been officially recognized by the GSA for the current academic year, August-July, are eligible to apply for funding. Funding for an event is contingent upon the availability of GSA funds and the approval from GSA club funding committee.
- Funding limits
- Clubs will be funded a maximum of $500.00 per academic year.
- Clubs can request funds for items such as food, beverages, event equipment, printing cost for flyers, tips,* and venue reservation fees.**
- Clubs cannot request funds for alcohol, guest speakers (travel, honorariums, etc.), gifts, prizes, etc.
- * Tips must be itemized for a reasonable amount, and their receipt must be stated and signed by the receiving party.
- **Please note that the approval all funding requests is at the discretion of the GSA Clubs and Organizations Committee, GSA Senior Advisor, and GSA President.
- Funding request procedure
- To receive funding, a club must submit its request prior to an event. The Club Funding Request form must submitted online on the GSA website by 5pm on the Tuesday one week (7 days) prior to the club funding committee meeting at which the club will present its request. The committee meets every other Tuesday during the academic year. Committee meeting dates are available on the GSA website. Clubs can also call GSA office to learn the meeting schedule.
- A club representative must be present at the GSA club funding committee meeting at which the request is considered. The representative will be required to present a brief overview of the event and answer any questions asked by GSA club funding committee members.
- Advertising the event
- Clubs are required to advertise their events through flyers and social media.
- Clubs should prepare a flyer for events containing the following information: Event name, date, venue, time, GSA logo and UNR logo, and any entry fees. The logos can be found at GSA website under “Clubs and Organizations”: Graduate student club graphic design standards.
- The club should submit its flyers with its application for funding or email the flyer to the GSA at least one week before the event.
- Requesting reimbursement
- Clubs must contact GSA Administrative Assistant Allison Dansby at least one week (7 days) prior to using a GSA purchase card.
- Clubs are responsible for making all purchases associated with the events. Clubs must provide itemized receipts for all purchases (e.g. receipts must show a description of every item that was purchased).
- All purchases should be tax exempt. The tax exemption form can be found on the GSA website under “Clubs and Organizations.”
- Within 7 business days following the event, the club must submit a copy of all itemized receipts for which the club is requesting reimbursement to the GSA office.