Rules and Procedures for YUGSA Operating Grants
OGF Monies are disbursed to Departmental Graduate Student Associations (DGSAs)provided the following three conditions are met. Failure to meet these conditions shall result in the immediate suspension of any further transfers of OGF monies until such time as compliance with these conditions is confirmed.
1. Departmental GSAs
a) Meetings of the graduate programme student association which are open to all graduate students enrolled in the specific programme shall be held on a regular basis; such assemblies shall have final authority over all matters of the association.
b) Officers who shall have signing authority for the association shall be elected according to democratic procedures at such open assemblies as prescribed in (a) above.
c) OGF funds are to be spent on projects which are open to all students, or which provide support for initiatives endorsed at open assemblies of the association.
2. Prior to receiving funds for the current year, each association must:
a) Appoint its representative(s) to the YUGSA council; and
b) Supply upon request any information required by the YUGSA’s auditors for the annual audit.
3. If any of the following conditions are not met, then the grant for the current year will be reduced to the Base Level (60% of total grant):
a) Associations must apply no later than November 15 each year in order to receive their total grant. New materials must be submitted no later than February 15th to receive the second disbursement of the Fund. A new form is NOT required at that time.
b) Upon applying for OGF monies, representative of the member association must provide the YUGSA with an estimation of their spending for the academic year under the four categories given under the heading “Projected Budget for the Year” on this form. Departments may decide to focus their budget on one or two categories to the exclusion of others at their own discretion.
c) Each graduate program student association shall, prior to receipt of each installment, submit copies of bank statements and ledgers showing all income and expenditures since the last OGF installment.
d) By March 1st, the Departmental GSA representatives to the Council (or their alternates) need to attend more than three of the six (by then) regular meetings of Council. For information on council meetings please visit the "Council" page on the YUGSA website (www.yugsa.ca). Council reps must attend the October “Orientation and Training” meeting. If Council reps do not attend this particular meeting, the graduate programme student association will incur a 40% reduction in its Operating Grant. Changes to your councillor appointments and temporary proxies must be reported to YUGSA"s Vice-President Internal with sufficient notice prior to council meetings.
e) The YUGSA officer distributing the cheque must see that the accounts are in good order and up to date, and may only then complete and verify the transaction on the “OGF Record” table.
4. Notification of the issue of cheques will be made via email by YUGSA's VP Finance. Cheques not picked up within 5 months of the end of the YUGSA’s fiscal year (by September 30th of the succeeding fiscal year) will be forfeited and will be returned to the YUGSA’s General Operating Fund.
5. Member associations who spend less than half their Total Grant over the course of the year and who fail to outline a plan for the use of the surplus will have their funding reduced to base level for the following year.