Graduate Student Groups

University Recognition and Registration

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 from the Office of Student Affairs (OSA) 

• OSA Financial Guidelines for use of allocated funds. See also Financial Service Center FAQ (PDF, opens in new tab).
• 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 in-person events they would like to host on campus, at an off-campus residence, or at a third-party venue. This includes all events where alcohol will be served as well as dry events.

EVENT REGISTRATION

Events with Alcohol 
Please note that your organization cannot charge for any event at which alcohol will be served. This is a state law, not Penn policy so you cannot charge students to get into a happy hour. Basically, your organization always has to provide the alcohol for free or else go through a vendor who has a license to sell alcohol (like a bar or restaurant). If you have any questions about alcohol policies, please contact staff at the Office of Alcohol & Other Drug Program Initiatives.

University Policies

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.

Additional Guidelines and Resources for GAPSA Leaders 

New GAPSA officers can contact the Grad Center team to request access or if they are experiencing issues accessing the link below. 
Resources for GAPSA Leaders 

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. 

Event Registration

As part of the University’s community care efforts, all student groups must register in-person events they would like to host on campus, at an off-campus residence, or at a third-party venue. This includes all events where alcohol will be served as well as dry events.

EVENT REGISTRATION

Events with Alcohol 

Please note that your organization cannot charge for any event at which alcohol will be served. This is a state law, not Penn policy so you cannot charge students to get into a happy hour. Basically, your organization always has to provide the alcohol for free or else go through a vendor who has a license to sell alcohol (like a bar or restaurant). If you have any questions about alcohol policies, please contact staff at the Office of Alcohol & Other Drug Program Initiatives.

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

• Virtual Engagement Tools and Suggestions (OSA)
• Distant, Not Disconnected: How to Create Vital Online Communities (OLI)
• Virtual Activities and Opportunities from the Grad Center (links to content below) 
• 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.

OSA Guide to Financial Procedures at Penn (Word, 123 KB)

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!

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.