The Office of Graduate and Postdoctoral Affairs is thrilled to partner with UVA Student Affinity Groups across Grounds as we collectively work to enhance the culture and climate of graduate students and postdoctoral scholars. We look forward to supporting your efforts in offering programs, services, and resources that meet the needs, concerns, and interests of all graduate and postdoctoral scholars at UVA. Please use the information below as a guide to operations so we can support your efforts.
We welcome you to click the (+) below to view guidance about sponsored activities with the Office of Graduate and Postdoctoral Affairs - Outreach & Engagement
How can a student organization determine a budget amount for their sponsored activity?
We suggest that you take time and research the expenses that will be involved with your sponsored activity. To assist with this process, feel free to reach out to a vendor of interest and request a quote to price out the items that will be involved in your activity. Examples of common expenses affiliated with sponsored activities include, but are not limited to: room reservation costs (i.e. for non - CIO groups), catering, pick-up/delivery charge, educational supplies, and etc.
What if my sponsored activity involves catering?
Be sure to contact the Outreach & Engagement staff to make arrangements for your catering order. The University of Virginia requires that all catering orders be placed on a University purchasing card. Therefore, we are unable to provide reimbursements to student affinity groups and/or individuals for catering items.
What should the student organization include in the budget template?
We recommend adding in details for catering orders (i.e. taxes, delivery fees, and/or tips). If the total price of the catering order is greater than the amount requested, the student organization will have to resubmit the sponsorship request, and this will be subject to approval.
When should I submit in a sponsorship request form to the Diversity Programs Office for an activity of interest?
We recommend that you submit in a sponsorship request form no later than 3 weeks prior to your event date. This timeline will ensure sufficient time for the approval process and that any items ordered for with a vendor will arrive in time for your sponsored activity.
Are you able to request sponsorship funds after an event has happened?
At this time, we do not accept requests for sponsorship funds after an event has happened. The Diversity Programs Office desires to partner and support student affinity groups and individuals on the front-end of the planning process to ensure that there is mutual alignment with the goals and outcomes of the sponsored activity. We welcome anyone with an interest to contact the DPO team to chat further about your ideas.
Do affinity groups/student organizations have to submit an impact report?
OGPA is most interested in understanding the graduate student experience here at UVA. Therefore, we ask that all affinity groups that received sponsorship funding to submit an impact report within 30 days after the event has taken place.