Graduate Resource Guide Graduate Student Groups

The individual students, faculty, and staff at Penn contribute to a diverse and rich community. Explore the many graduate student activities below and learn more about how you can participate in the broader Penn community through student governance and activities. 

The Graduate and Professional Student Assembly (GAPSA) serves as the official representative body and voice for the roughly 17,000 graduate and professional students at Penn within Penn's system of University governance. GAPSA has also been granted the ability to administer a portion of graduate student activities fees, which it uses to provide resources for travel grants, research support, student events, and other activities throughout the year.

In addition to GAPSA, each of Penn's 12 graduate and professional schools has one or more School Governments that focus on school-specific issues, activity funding, and serve as school representatives within GAPSA:  

University-Wide Groups 

A comprehensive list of student groups that are open to graduate students can be found on the Penn Clubs website by filtering the Tags for 'Graduate'. You can also search the database for groups with the word 'Grad' in their titles.

Graduate Affinity Groups

Student organizations at Penn provide communities for students of various identities. Here, we list University-wide student councils and organizations intended to support, advocate, and provide community for graduate students from populations historically underrepresented in higher education and/or the professoriate. A comprehensive list of registered graduate and professional student groups can be found in the PennClubs database.

Another way to get involved on campus is through student-led organizations. See below for links to graduate student groups within each of the 12 schools at Penn and other University-wide graduate student organizations: 

School-based Groups

• SAS Government

• Biomedical Graduate Student Groups

• Dental Graduate Student Groups

• Design Student Organizations

• Education Graduate Student Groups

• SEAS Graduate Student Groups

• Law Graduate Student Groups

• Medical Graduate Student Groups

• Nursing Graduate Student Groups

• SP2 Graduate Student Groups

• Wharton Graduate Student Groups

 If you don't find a graduate and professional student organization to fit your interests, create your own! Penn has several resources to help you:

The Office of Student Affairs is the primary source of information and advice about co-curricular opportunities and resources. Staff members assist students in a myriad of ways, including providing information on how to organize a new student organization, and what resources are available for student organizations.

In addition to providing meeting and event space to graduate student groups, the Grad Center maintains a list of other spaces on campus for graduate student use. 

Graduate students have representation on nearly every standing University and Trustee committee, as well as many ad hoc committees. GAPSA is responsible for recruiting and appointing graduate and professional students to serve on these committees as representatives of the graduate student community.

Most of the seats below are filled during the early Fall through a nomination system. Please contact GAPSA Vice President of Advocacy and Director of Equity & Access for more information about any of these roles.

University Committees

• University Council
  • University Council Executive Committee (15 Seats)
  • University Council Steering Committee (2 Seats) 
  • Committee on Academic & Related Affairs (2 Seats) 
  • Campus and Community Life (2 Seats)
  • Committee on Committees (1 Seat) 
  • Committee on Diversity & Equity (2 Seats)
  • Committee on Facilities (2 Seats)
  • Independent Committee on Honorary Degrees (2 Seats)
  • Independent Committee on Open Expression (3 Seats)
• Academic Planning and Budget Committee (2 seats)
• Social Responsibility Advisory Committee (2 Seats)
• Committee on Manufacturer Responsibility (1 Seat)
• Graduate Council of the Faculties (3 Seats)
• Student Health Insurance Advisory Committee (10 Seats)

Trustees’ Committees

• Trustees’ Academic Policy Committee (1 Seat)
• Trustees’ Budget and Finance Committee (1 Seat)
• Trustees’ Local, National, and Global Engagement Committee (1 Seat)
• Trustees’ Facilities and Campus Planning Committee (1 Seat)
• Trustees’ Student Life Committee (1 Seat)

Other University Committees on which graduate students may serve
Positions may be filled via GAPSA or directly by the convening office. Contact the sponsoring office or the Grad Center for more information.  

• Student Financial Services Advisory Board
• Penn Museum Committee
• Wellness Advisory Group
• Residential Services Advisory Board
• Division of Public Safety Advisory Board (DPS)
• Penn Transit Advisory Committee
• Penn Food Insecurity Task Force

Learn more about important resources, policies, and opportunities for student groups and leaders. 

All student organizations are required to (re)register at the start of the academic year with the Office of Student Affairs. Registration identifies the organization as active and permits them access to University resources with the ability to reserve space, use of electronic resources, use of the Penn name, access to potential funding sources, and permission to advertise themselves as a student-run organization at the University of Pennsylvania.

Additional Guidelines 

• Funding and Financial Guidelines 
• Responsibilities of All Student Organizations
• Student Conferences Guide (PDF, opens in new tab)
• Safety Guidelines
• Guidelines for Student Political Activities (Word, 32 KB)

Event Registration

As part of the University’s community care efforts, all student groups must register all large in-person social events they would like to host on campus, as well as any events on- or off-campus at which there will be alcohol. This includes events held at an off-campus residence or third-party venue at which alcohol may be consumed by attendees which are sponsored or promoted by a recognized University group. 

EVENT REGISTRATION

Events with Alcohol 
Please note that your organization cannot charge for any event at which alcohol will be served unless the venue has a license to sell alcohol (such as a bar or restaurant). This is a state law, not Penn policy. This means that you cannot charge students to attend an event with alcohol has been purchased from a separate vendor than the space which is hosting the event, including social events, happy hours, etc. 

Additionally, free food and nonalcoholic beverages must be readily available for free at any event with alcohol. Please review the full alcohol policy carefully as you plan your events. 

Event Planning 

This presentation on how to plan awesome events (PDF, opens in new tab) and event planning checklist (PDF, opens in new tab) will be helpful to your organization.

As you plan events, you must adhere to all State and University regulations for graduate student organizations. This includes registering your event with University Life. You are liable for what happens at the event, legally and according to the University Policy. 

Paid Events, Ticket Sales, and other Payments 

The University has a number of important policies related to collecting revenue and payments. Please be sure to review these policies and requirements in advance of planning any paid activity or distributing merchandise or tickets valued over $99 to students. 

Payments and ticket sales 
 

Virtual Events and Engagement 

There are a number of resources and tools available for groups planning virtual activities and engagement, including: 

• Virtual Engagement Tools and Suggestions (OSA)
• Creating Community in Your Online course (CETLI)
• Virtual Activities and Opportunities from the Grad Center
• Suddenly Remote: 20 Virtual Event & Activity Ideas (CampusGroups) 
• The best virtual team building activities, according to full-time remote workers (Atlassian)
• 53 Virtual Activity Ideas to Keep College Students Engaged During COVID-19 (Presence)

General Tips and Suggestions 

• Update your group's PennClubs page, website and social media pages - stay active online and engage new members! 
• Create new goals and objectives for your organization to reflect the nature of this semester. 

Group Meetings 

• Continue to meet virtually on a regular basis 
• Consider alternating or varying meeting times to accommodate members in other time zones 
• Meet with your group faculty/staff adviser, OSA, or the Grad Center Director for support and guidance
• Establish a communication plan with your exec team, adviser, and organization
• Continue to build community with your organization members with online group activities
• Maintain an online social media presence as an organization
• Make an effort to recognize members and their contributions online
• Try to conclude each meeting with a discussion of "what happens next?" - Summarize the meeting, review tasks that were assigned, discuss next meeting time or when you will talk next

Connection and Communication 
Think creatively about the best ways to share information and connect with one another while remote. 

• Communication platforms and tools include: FaceTime, GroupMe, Phone calls (!), Social media groups/pages, Slack/Teams/Discord 
• Social media takeovers: assign a member for a day/week to take over the org’s account and share their personal story, reflections, or favorite posts 
• Video challenges: Use TikTok, IG Reels, or other tools to challenge your members - or other student groups - to fun video challenges 
• Q&A: Use social media or online polls to help other students learn more about your organization and how to get/stay involved
• Memories and Stories: share older posts or photos as a way of highlighting favorite events and memories or sharing stories about your members and activities. 

See additional resources and information for student groups in our resource guide.

All student organizations are required to follow the policies set forth in the Pennbook. 

These include: 

• Poster and Banner Policy
• Code of Student Conduct
• Contracts
• Use of Facilities
• Nondiscrimination Statement
• Open Expression Guidelines
• Structures on College Green (Word, 15 KB)
• Promotional Items

Wellness, Safety, and Conduct 

• Privacy and Confidentiality Guidelines for collecting student information / surveys

• Student groups are strongly encouraged to work with OSA or your school’s IT department to obtain institutional (@upenn.edu) emails and related accounts. These accounts will enable your organization to maintain security and confidentiality of your records and aid with smooth leadership transitions.

• We encourage all students to take time to review and understand Penn’s policies and community resources related to student conduct and safety, as well as how Penn supports students who experience unfair treatment, bias, harassment, or any form of violence.  Please see information about reporting concerns and incidents here.
   

• Responding to Sexual Misconduct Handout: Resources for students 

  •  For the most up-to-date information about Penn policies & procedures, go to the Office of the AVP for Equity and Title IX Officer website.

Student Organization Misconduct

All Penn student groups, leaders, and members are expected to abide by all University policies, as well as any additional policies set by their school(s) and program(s). In addition to the official reporting options, any member of the Penn community can report an incident, alleged policy violation, or concerns that a recognized student group has not upheld University policies to the group’s advisor(s) or administrative staff in the school or department in which the group is housed or advised.

Concerns about any University-wide group or group registered with Penn Clubs/OSA can shared with the Office of Student Affairs at vpul-pennosa@pobox.upenn.edu. Concerns and grievances related to GAPSA and GAPSA IDEAL Council-affiliated affinity groups can also be submitted to provost-ed@upenn.edu and gradcenter@upenn.edu.

GIC Workshops and Consultations 
The Greenfield Intercultural Center (GIC) can assist with the development and implementation of diversity or cultural competency workshops that support their organizational goals and objectives. Focusing on knowledge acquisition, behavioral change, action planning and accountability, the center's ultimate goal is to help students, staff and faculty capitalize on the numerous advantages a diverse team has to offer.

I CARE Training
Wellness at Penn offers i care, an interactive gatekeeper training for students, faculty, and staff that builds a caring community with the skills and resources to intervene with student stress, distress, and crisis. Visit the Wellbeing Initiatives i care webpage  to learn more about i care training and resources or to request a training for your group. 

LGBT Center Workshops
The LGBT Center is dedicated to ensuring that Penn is a welcoming place for people of all identities. This includes providing fun and interactive educational opportunities for folks to expand their knowledge and understanding of those who may identify differently than them. Programs can also be customized for your group or department needs

Penn Violence Prevention (PVP) Workshops
PVP workshops cover a range of topics related to relationship violence, sexual violence, stalking, and sexual harassment. Workshops are designed to be interactive and informative and can be tailored to meet the needs of individual groups. Learn more about Penn Violence Prevention above. 

RP@Penn Programs 
The Restorative Practices at Penn (RP@Penn) Program promotes restorative practices on Penn’s campus to build strong communities and address interpersonal and group conflict. RP@Penn offers Restorative Circles, Conflict Coaching, Mediation, Restorative Conferences, Workshops on Communication and Conflict Resolution skills, and Workshops on Restorative Circles. 

Self Defense Training & Safety Presentations
The Department of Public Safety Special Services department offers safety presentations and free self defense classes  for all members of the Penn community and their children. For more information, contact the DPS Special Services team at 215.898.4481 or SpecialServices@publicsafety.upenn.edu.

The Grad Center team advises individual students and graduate student groups on all aspects of graduate life at Penn. Students are welcome to contact us with questions related to our areas of responsibility and expertise. We are also available to meet with students in-person, online, or via phone.

Students with more complex questions or concerns are encouraged to schedule an appointment with the Grad Center Director. 

 In addition to universal Penn financial policies linked below, the policies and procedures included in this section codify best practices and apply to the UA, GAPSA, G12+ student governments, IDEAL, and any other student organizations and events funded through the General Fee.

GAPSA Events & Initiatives Funding supports a range of student events and initiatives run by student organizations at Penn across all 12 graduate schools.

The Faith Fund  provides both event-specific support for activities that consider religious and spiritual themes and non-event based support for religious and spiritual organizations. Religious and non-religious Penn student organizations are eligible to apply for event funding.

Campaign for Community grants support programming that promotes understanding of and respect for multiple points of view on important topics related to the University community; encourages dialogue and discussion among members of the community about issues with the potential for difference and disagreement; and creates opportunities for all members of the University's community to participate in conversations about important topics.

The Grad Center Community Impact Fund was designated by the Provost's Office to support graduate student initiatives and activities that directly address racial, cultural, or gender-based bias within the broader graduate community. The goal of this program is to support initiatives that will help to foster a community of mutual respect and intercultural understanding on campus. The funds are not intended to support social or professional development activities, with the exception of training opportunities related to addressing bias. 

The Lesbian Gay Bisexual Transgender Center administers funds designed to assist Penn student groups and individuals in sponsoring on-campus events, especially those fostering collaboration among LGBTQ+ groups.

The Perry World House International Visitors Grant Program provides grants of up to $3,500 for members of the Penn Community to  bring an international policy visitor to Penn from abroad. 

The Trustees' Council of Penn Women grant is available to individuals or organization that promote women's issues, the quality of undergraduate and graduate life for women, the institutional advancement of women, or the physical, emotional and psychological well-being of women.

Many schools at Penn have funding to invest in programming that supports diversity efforts, academic initiatives, etc. Check with your school's administration to see what is available!

All Penn financial policies and guidelines apply to students and student groups spending University funds and General Fee dollars, as well as funds raised through individual payments to recognized student groups. 

Relevant policies include, but are not limited to:

• OSA Financial Services Center Student Group Spending Guidelines
  The Office of Student Affairs (OSA) Financial Services Center maintains information related to University-wide student group financial policies and is the primary office responsible for handling financial transactions for Penn Student Government/UA, Resource Center Staff, and Penn Student Groups. Please be sure to review all relevant policies before making any purchases or agreeing to any payment terms.
   
• Penn Student Group General Financial Guidelines (PDF, opens in new window)
• Fundraising, External Sponsorships, & Charitable Donation Guidelines for Student Groups (PDF, opens in new window)
• Penn Finance Purchasing Policies
• Penn Purchasing Preferred Suppliers and Vendors
• Penn Principles of Responsible Conduct: Use of Property, Funds, and Technology
• Reimbursement Policy and Process
• Guest Travel and Honoraria Policy
• Travel and Entertainment policies

Payments and Purchases Basics

• All payment and reimbursement requests, SPCard activity reports, and associated documentation must be submitted by the individual incurring the expense or purchase to an appropriate financial administrator or business office.
   
• In general, all goods and services should be procured from a Penn-approved vendor through purchase order. This includes but is not limited to catering, travel, merchandise, and professional services such as  photography, graphic design, deejay/event services, workshop instruction, etc. PO requests should be submitted through the OSA FSC Graduate Payment Request form (for GAPSA-funded groups) or your group's school or department business office well in advance of the desired purchase or delivery/event date.
   
• When permitted, smaller purchases which may not be feasible for PO issuance may be ordered through a University purchasing card, student program card, or through a non-PO payment. Please consult with OSA or your business office regarding the appropriate payment method before pursuing these options.
   
• Reimbursements should be limited to cases in which an unanticipated need arises for a purchase and/or for purchases which could not have been coordinated in advance through a University office. Such cases should be rare and would include purchasing last minute supplies due to higher-than-anticipated event turnout and local travel for organizers needing to transport larger items for which public transit would not be feasible.
   

Student Group Activity Spending Limits & Restrictions
The University has established a number of spending limits for different categories of student group activity. Exceptions to these limits can only be made with advance, documented approval from a group advisor or designated staff in OSA or the Grad Center:

• General Body Meeting (GBM) or Regular Group Meetings
  • This is a scheduled organization meeting including the general body of the student group to plan for upcoming programming or other business.
  • If there is food, it should be limited to minimal snacks at a low-dollar amount – total costs capped at $10-15/person.
  • Routine or organization meetings may not be held at restaurants.
  • No alcohol at group meetings.
     
• Programming and Events
  • This category includes gatherings open to group constituencies or broader membership and which are centered around a theme/activity supporting the mission of the group.
    • e.g., Social Events, Guest Speakers or Performers
  • Group activities in this category can involve bigger budget – total event cost capped at $25/person.
  • Celebrations or internal meetings at restaurants/with catering should be limited and include a clear business purpose. Catering must be purchased through a Penn approved vendor.
     
• Gala/Formal or Special event
  • This is a larger, celebratory gathering for group members or constituencies (e.g., annual formal or graduation event). Such events should be limited in number each year.
    • Can include food, entertainment, third party venue.
  • The total event cost is capped at $85/person.
     

General Financial Policies

• Food and transportation expenses should generally be procured through a purchase order (PO).
• Local transportation expenses should only be covered for group travel as part of an organized activity or when essential for event coordinators.
• Detailed documentation is required for all expenses, including:
  • Itemized receipts, including purchaser name, date, method of payment, and list of items purchased
  • Detailed business purpose
  • List of attendees and business purpose for all catered meetings.

Students engaging in any form of misconduct or violation of University, government, or other relevant policies may be referred for action to the Center for Community Standards and Accountability (CSA), which is responsible for matters of student discipline.

Payments, Grants, and Awards to Individuals

• There is a $3,000 academic year maximum of total General Fee dollars that can be given to an individual in direct payments, awards, and fungible gifts or merchandise.
   
• All individual grants and payments funded by the General Fee and awarded by graduate student groups must be coordinated in partnership with Graduate Grants office. Additional details and guidelines can be found on the Graduate Grants webpage. 

Contracts and Purchase Agreements:

Unless such authority has been explicitly granted to an individual by the Trustees, only the Purchasing Services Department has the authority to enter into a purchase agreement or otherwise obligate the University to any binding agreement.

What this means:

• Always identify yourself as a student in any communications with external vendors or suppliers.
• Be sure to include your group advisor and financial administrator in any discussions with external vendors related to establishing payment terms or custom pricing.
• Submit payment request forms BEFORE agreeing to payment amounts or scheduling deliveries
• Include your group advisor(s) and business office in any discussions regarding external sponsorships, donations, or fundraising

Merchandise and Branding Standards

• The sale of merchandise and branded goods should be conducted in compliance with Penn Purchasing rules and in accordance with the Ticket Sales and Payments policies below. All branded merchandise must be purchased through a Penn-approved supplier.
   
• In accordance with University policy, groups and relevant financial administrators are responsible for reporting any individuals receiving merchandise valued over $99. Individuals receiving such merchandise are required to complete tax forms prior to receiving any such goods.
   
• All revenue from merchandise sales must be deposited into a University account.
   
• Any / all use of the Penn name or Penn shield must comply with University branding standards.

All student groups are expected to maintain financial records which are public or readily available to the student organization’s members. Recognized groups with access to a University budget code are expected to maintain financial records which are readily available to both organization members and any/all staff responsible for budgetary oversight of group funds.

Ways this expectation will be met will vary by student group. Best practices include:

• Student group treasurer/finance team should meet monthly with advisors to review spending and financial reports from the previous month.
• Student group treasurer should share monthly financial reports at student group meetings.
• The student group’s proposed budget and actual spending should be available on their website. Actual spending should be updated regularly.

University policy requires that all payments and funds collected for events and groups receiving General Fee funds, which includes GAPSA and G-12+ government annual allocations, must be conducted through an official University office or department-managed platform.

Any and all exceptions to the following rules must be approved in advance by group advisors and must be shared with all potential purchasers in clear and detailed language in advertising and at the point of purchase.

Ticketing and Payments

There are a number of policies and processes governing student group ticket sales and payments. These include, but are not limited to the following:

• Any ticket sales or payments for events sponsored or funded by a group with access to a University budget code or account, or supported by a University office with such access, must be conducted through a University-managed office or via a University-managed merchant account (e.g., Ticketleap or Eventbrite).
   
• All groups with access to a University budget code or account must deposit any and all funds generated through student payments with a University finance office.
   
• Student groups must establish clear, published policies for allocating free tickets for priced events or activities (including merchandise sales).
   
• All student tickets and paid registration must be provided at the same rate, regardless of student group or program affiliation.
   
• As a general rule, only students volunteering to staff or perform at an event should receive free tickets. All exceptions must be approved by a group's advisor or financial administrator.
   
• Discounted tickets may be provided to incentivize early purchases, but such discounts and deadlines must be available to all students equally.
   
• Student groups must clearly indicate to all purchasers how any proceeds from ticket sales or payments will be used. 
  
   
• All non-student tickets must be provided at a single rate and should be significantly less subsidized than student tickets for the same activity or event.
   
• In selected cases, tickets may be subsidized by an organization or group for members, but this subsidy must be approved in advance by advisors and clearly communicated to all purchasers at the point of sale.
   
• Free tickets, services, or goods valued over $99 must be reported, in accordance with the individual payments policies.

Using the Graduate Events Eventbrite

The Graduate Events Eventbrite account is available for use by GAPSA and other graduate student groups without access to a school- or department-managed ticketing platform or merchant account.

G12+ student governments and other school-specific groups are encouraged to work with your school business office to identify an appropriate office or University-managed account to manage ticket sales and paid registrations.

Event requests are processed on a rolling basis. Processing time may be delayed during periods of high volume. We recommend submitting your request as far in advance as possible and at least three (3) business days (M-F) in advance of your event.

Please use the form below to request a ticket sale or registration.

Request a new ticket sale or registration page 

Questions?

Please use the Penn Graduate Events Contact Form to submit questions, suggestions, and concerns.