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The EFR Process in 10 Steps

The EFR process might seem complicated, but it really isn't! Check out this quick guide on how the process works from start to finish in ten steps. For more complete information, you can check out our FAQ's here. Once you have read the following instructions, head to the Student Login to get started on your EFR. Detailed instructions for using the online system can be found in this pdf.

10 Easy Steps 

  1. Go to www.gsg.umd.edu/funding to submit your online application for funding. Before starting your application, make sure the following criteria are met:
    1. Is your group primarily a graduate student organization (GSO)?
    2. Is your group currently registered in the STARS (Student Activities Reporting System). Please be aware that STARS registration for student groups expires every year and must be renewed. Go to http://www.stars.umd.edu/ for more information.
    3. Are you submitting your application on time? If you are requesting $699 or less from the GSG, you must submit your EFR no less than one month before the event. If you are requesting $700 or more, you must submit your EFR no less than six weeks before the event. These are strict deadlines and no exceptions will be made to this rule.
  2. Once submitted, the GSG Chief of Staff reviews the application to check if the above conditions are met. The Chief of Staff sends it to the Budget & Finance Committee (BFC), or the Assembly if the amount exceeds $699**. The BFC makes a decision with 7 calendar days. The BFC considers the following in their decision:
    1. Is the event open to all graduate students?
    2. Does it appeal to graduate students across campus?
    3. How much has the GSO already received in the same academic year?
    4. Whether the group has been successful in raising sponsorship from other departments/entities
    5. Past GSG funding of the same event in previous academic years
    6. Whether the GSO has any sanction against them and whether they completed post-event requirements in a timely manner in the past.
  3. The GSO is notified of the funding decision.
  4. If funded, the GSO must electronically sign an agreement/acknowledgement of their responsibilities in receiving GSG monies. Once this agreement is signed, the Chief of Staff prepares the financial paperwork. On-campus entities such as Dining Services or Printing Services will receive an ISR (Internal Service Request) as a form of payment. University-approved off-campus vendors must already exist in the University's accounting system. Such vendors receive purchase orders (PO's) as a form of payment. No actual checks or cash pass through the hands of the GSG or its representatives.
  5. The GSO posts their event on the GSG calendar.
  6. The GSO is notified when their payment paperwork is ready for pick up. It is the GSO's responsibility to collect any paperwork for payments from the GSG office during office hours and deliver it to the appropriate vendor(s), and save original receipts.
  7. The GSO holds their event.
  8. After the event, VERY IMPORTANT: It is the GSO's responsibility to return original receipts from purchase orders to the Chief of Staff within one week after the event. Failure to do so jeopardizes future funding for the GSO.
  9. In addition to turning in receipts within one week after the event, the GSO must SUBMIT A REPORT with the following information: who, what, when and where, including an accurate count of the number of attendees at the event, the length of the event, and whether the event succeeded in appealing to a reasonably broad cross-section of the graduate student community. Also, your organization is invited to provide photographs documenting the success of the event, which will be posted on the GSG website.
  10. Congratulations on planning and hosting a successful grad student event!

Please Note:

  • No reimbursements to students or student groups.
  • No funding for events past the submission deadline.
  • No funding for gift cards, flowers, trophies and other gifts of sentiment.
  • No funding of capital expenditures, registration or entry fees.
  • No funding for honoraria, travel, lodging expenditures, or rental cars.
  • No funding for contracts
  • No funding for alcoholic beverages, non-university approved vendors, drugs or illegal substances, salaries, and direct contributions to charities are not permitted.