Graduate Student Association

GSA on Summer Hours
2024-01-16 - 2024-01-18
The GSA office will be open for Summer Hours: Tuesday to Thursday 8:30am – 4:00pm, closed on Friday, January 19th.

GSA Closed
2024-01-15
The GSA will be closed for Martin Luther King Jr. Day observance.

Deadline for February Conference Funding Applications
2024-01-15
All applications for Conference Funding for conferences during the month of February are due by the close of business at 4:00pm.
The GSA Conference Funding Application is now available as an online form on GSA’s UBLinked page. Please note that you must be signed in to UBLinked and “Join” as a member of GSA in order to be able to access the form on the Homepage.

GSA Closed
2024-01-12
The GSA will be open for Summer Hours: Monday to Thursday 8:30am – 4:00pm, closed on Friday, January 12th.

GSA on Summer Hours
2024-01-08 - 2024-01-11

GSA Closed
2024-01-05
he GSA will be open for Summer Hours: Tuesday to Thursday 8:30am – 4:00pm, closed on Friday, January 5th.

GSA on Summer Hours
2024-01-02 - 2024-01-04
The GSA will be open for Summer Hours: Tuesday to Thursday 8:30am – 4:00pm, closed on Friday, January 5th.

Deadline for January Conference Funding Applications
2023-12-15
All applications for Conference Funding for conferences during the month of January are due by the close of business at 4:00pm.
The GSA Conference Funding Application is now available as an online form on GSA’s UBLinked page. Please note that you must be signed in to UBLinked and “Join” as a member of GSA in order to be able to access the form on the Homepage.

GSA Closed for Winter Recess
2023-12-12 - 2024-01-01
The GSA will be closed for Winter Recess from Tuesday, December 12th until Tuesday, January 2nd.
The office will be open for Summer Hours (Monday – Thursday 8:30am – 4:00pm) from January 2nd – 23rd.
Regular business hours will resume with the start of classes on January 24th.

Last Day of Fall Classes
2023-12-11

December Board of Directors Meeting
2023-12-06 18:00 - 21:00 UTC | Online via Zoom
The December 6th Board of Directors meeting will be held online via Zoom. GSA Board of Directors meetings are open to the public, but only designated representatives from Departmental and International clubs may vote. Sign-in begins at 6:00pm so that the meeting can begin promptly at 6:30pm. Once the meeting begins no one else will be admitted for attendance purposes.
PLEASE NOTE: Every club will need to email Stephanie at slfrank@buffalo.edu no later than 12:00pm on Wednesday, December 6th with who will be attending the meeting on the club’s behalf so that eligible representatives can be verified in advance. Once representatives are verified they will be sent the Zoom meeting link and password directly, along with some instructions on how the meeting will be managed, in order to be able to participate and vote. Only previously verified representatives will be admitted to participate in the Zoom meeting.
For attendance purposes each Special Interest Club may have one representative participate directly in the Zoom meeting, but they will not have voting privileges. Additional special requests for guests and/or speakers to be admitted may be sent to gsa-feedback@buffalo.edu.
The meeting will also be live streamed via GSA’s Facebook Page for anyone else that is interested in watching the meeting without voting privileges or an official attendance record, as meetings are open to the public.

Finance Committee Meeting
2023-11-29 18:30 - 20:30
Finance Committee meeting to review group funding requests for events to take place in December or later.

Club Recognition Application Deadline
2023-11-29, 2023-10-25, 2023-09-27
According to the mandate of the Graduate Student Association (GSA) Board of Directors, Special Interest and International Clubs must apply for annual recognition. Recognition must take place at one of the FALL GSA Board Meetings (September 6, October 4, November 1, or December 6).
All application materials are due by the close of business at 4:30pm to have your club’s recognition considered at the September 6th Board Meeting.

GSA Closed
2023-11-22 - 2023-11-24
The GSA will be closed for Thanksgiving Break.

Thanksgiving Break
2023-11-22 - 2023-11-25

December Group Funding Applications Deadline
2023-11-21
Application materials are due for Special Activities, Interdepartmental Activities, Symposium, Community Outreach and Scholarly Publication funding for events occurring after the December Board of Directors meeting. All application materials due by the close of business at 4:30pm.
PLEASE NOTE: This is the final deadline for all Scholarly Publication funding requests for the 2023-2024 academic year.

Deadline for December Conference Funding Applications
2023-11-15
All applications for Conference Funding for conferences during the month of December are due by the close of business at 4:30pm.
The GSA Conference Funding Application is now available as an online form on GSA’s UBLinked page. Please note that you must be signed in to UBLinked and “Join” as a member of GSA in order to be able to access the form on the Homepage.

November Board of Directors Meeting
2023-11-01 18:00 - 21:00 | Online via Zoom
The November 1st Board of Directors meeting will be held online via Zoom. GSA Board of Directors meetings are open to the public, but only designated representatives from Departmental and International clubs may vote. Sign-in begins at 6:00pm so that the meeting can begin promptly at 6:30pm. Once the meeting begins no one else will be admitted for attendance purposes.
PLEASE NOTE: Every club will need to email Stephanie at slfrank@buffalo.edu no later than 12:00pm on Wednesday, November 1st with who will be attending the meeting on the club’s behalf so that eligible representatives can be verified in advance. Once representatives are verified they will be sent the Zoom meeting link and password directly, along with some instructions on how the meeting will be managed, in order to be able to participate and vote. Only previously verified representatives will be admitted to participate in the Zoom meeting.
For attendance purposes each Special Interest Club may have one representative participate directly in the Zoom meeting, but they will not have voting privileges. Additional special requests for guests and/or speakers to be admitted may be sent to gsa-feedback@buffalo.edu.
The meeting will also be live streamed via GSA’s Facebook Page for anyone else that is interested in watching the meeting without voting privileges or an official attendance record, as meetings are open to the public.

Finance Committee Meeting
2023-10-25 18:30 - 20:30
Finance Committee meeting to review group funding requests for events to take place in November or later.

November Group Funding Applications Deadline
2023-10-18
Application materials are due for Special Activities, Interdepartmental Activities, Symposium, Community Outreach and Scholarly Publication funding for events occurring after the November Board of Directors meeting. All application materials due by the close of business at 4:30pm.

University Wide Recognition Deadline
2023-10-15
2023-2024 University-wide recognition process (done every year on UBLinked) will open for GSA-recognized clubs on Tuesday, August 1, 2023, at 12:01 a.m. Your recognizing agent has set your club’s re-registration period to close on Sunday, October 15, 2023, at 11:59 p.m.
This process provides clubs and organizations with more support and access to institutional resources. The formal policy is found here and outlines its purpose, benefits of recognition, eligibility requirements, responsibilities of organizations, and non-discriminatory practices. This document provides evidence that university-wide recognition is proven through an up-to-date and university approved UBLinked page.
Failure to complete the registration form by the deadline will result in a complete loss of the following for the student organization:

Access to the University at Buffalo name and logo
Access to funding from the Mandatory Student Activity Fee if recognized by a student government
Ability to reserve/rent space on campus for events and meetings
Access to vendor and lobby tables in the Student Union
Privilege to conduct fundraising activities on campus
Financial services through a University Fiscal Agent
Eligibility to participate in all membership recruitment opportunities
Access to the organization’s UBLinked page

The loss of benefits will last until the organization re-registers during the following re-registration window, which will open on August 1, 2024.
Be sure to maintain current information on UBLinked

Maintain current contact information of all officers, advisors, and liaisons.
Maintain a current roster of active members.
Maintain a current copy of your organization’s constitution and by-laws, including those organizations external to the University with which the group may be affiliated.

More information on information related to clubs and organizations here at UB and our recognition process, can be found at the website below:
Information for Clubs and Organizations
REGISTRATION PROCESS

When you log on to your group’s UBLinked page you will be prompted to re-register your organization.

Please keep in mind that only executive board members or primary contacts can re-register an organization. Please contact your executive board if you are not listed in an executive board position on UBLinked. E-Board members will be able to update the roster.
If your organization has not elected a new executive board, you must still re-register your organization before the deadline of October 15, 2023. If you will be holding your organization elections after August 1, 2023, but before October 15, 2023, you will have to wait to re-register your organization until the next executive board is elected. Please be sure to log back in to UBLinked to update the executive board once elections are over.

From there it will provide you with a list of organizations you manage. Click the organization you would like to re-register. This will take you to a new page that will offer a button that reads “Re-Register An Organization.” Click that button to continue.
You will then be prompted to update your club/organizations general information. This includes the following:

Organization Description
Website Info
Contact Information (Please do not put your personal information)

The next step relates to the Organization Roster. You will be asked to update executive board member positions. Select the position, and then list the person’s name and e-mail in their respective areas. You will not be able to move on until all the required positions are filled. You must click add in between the entry of each position.

The only mandatory position for every student organization is the Events Coordinator. This can be one or multiple individuals. The Events Coordinator will serve as the liaison between the organization and the university regarding events. The person/people that hold this position will be the only individuals that can create events and reserve space using UBLinked.

You will then review the roster. We highly recommend removing members who have left or graduated or adding any new members that have expressed interest in joining. In some cases, no changes will need to be made.
Next, upload the most recent version of your organization constitution or bylaws. The constitution you upload must be the most recent constitution approved by your recognizing agent. This is where many student organizations get stuck. Please be sure this is accurate. You can always reach out to the GSA before you re-register to ensure you are using the approved constitution the GSA has on file.
Next upload a profile picture that accurately depicts your organization. This can be of students, or an organization logo.
Finally, you’ll complete the additional information. This includes:

Official Name
Primary Contact for Organization (typically an executive board member)
Primary Contact’s email address
The Organization’s Recognizing Agent (GSA)

Deadline for November Conference Funding Applications
2023-10-15
All applications for Conference Funding for conferences during the month of November are due by the close of business at 4:30pm.
The GSA Conference Funding Application is now available as an online form on GSA’s UBLinked page. Please note that you must be signed in to UBLinked and “Join” as a member of GSA in order to be able to access the form on the Homepage.

GSA Closed
2023-10-09 - 2023-10-10
The GSA will be closed for Fall Break

Fall Break
2023-10-09 - 2023-10-10

October Board of Directors Meeting
2023-10-04 18:00 - 21:00 | Online via Zoom
The October 4th Board of Directors meeting will be held online via Zoom. GSA Board of Directors meetings are open to the public, but only designated representatives from Departmental and International clubs may vote. Sign-in begins at 6:00pm so that the meeting can begin promptly at 6:30pm. Once the meeting begins no one else will be admitted for attendance purposes.
PLEASE NOTE: Every club will need to email Stephanie at slfrank@buffalo.edu no later than 12:00pm on Wednesday, October 4th with who will be attending the meeting on the club’s behalf so that eligible representatives can be verified in advance. Once representatives are verified they will be sent the Zoom meeting link and password directly, along with some instructions on how the meeting will be managed, in order to be able to participate and vote. Only previously verified representatives will be admitted to participate in the Zoom meeting.
For attendance purposes each Special Interest Club may have one representative participate directly in the Zoom meeting, but they will not have voting privileges. Additional special requests for guests and/or speakers to be admitted may be sent to gsa-feedback@buffalo.edu.
The meeting will also be live streamed via GSA’s Facebook Page for anyone else that is interested in watching the meeting without voting privileges or an official attendance record, as meetings are open to the public.

Fall Fee Waiver Deadline
2023-10-02
Applications for a waiver of any applicable Fall semester student activity fees ($85) are due by close of business at 4:30pm.
Fee waivers may be granted to students who are located at least 75 miles from Buffalo, or who suffer unusual financial hardship. Please note that being an online student only does not necessarily qualify students for a fee waiver. Graduate students who have their fees waived will be ineligible for all GSA services.

Club Election and Activation Paperwork Deadline
2023-09-30
Deadline for updated Election and Club Activation Paperwork
Club packets with all required forms were sent out on August 1st. All forms must be on file with the GSA office by September 30th or your funds will be frozen.
For Departmental Clubs:
Club Data Form
Officer Election Verification Form
Board of Directors Election Verification Form
UBLinked Election Results
New Student Orientation Sign-In Sheet
For Special Interest and International Clubs that were Early Recognized:
Club Data Form
Officer Election Verification Form
Board of Directors Election Verification Form (International Clubs Only)
UBLinked Election Results
Copies of UB ID Cards for four (4) club officers
Copies of UB ID Cards for six (6) club members
List of Members

Finance Committee Meeting
2023-09-27 18:30 - 20:30
Finance Committee meeting to review group funding requests for events to take place in October or later.
