Funding is available to support a variety of medical student activities. Students must adhere to the following funding guidelines in order to receive reimbursement from the Office of Student Affairs (OSA).

Associated Students of the School of Medicine (ASSM)
ASSM sets aside money to fund community service and outreach events, and to support student-run electives. ASSM does NOT approve food for lunchtime events. Funding applications are reviewed monthly (October-May). A funding request form, available at the medical student portal, must be submitted in advance of the event and approved by the ASSM Treasurer and the OSA. Medical school class-based spending also falls under ASSM review.

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Class-Based Funding
Each medical school class receives $1,500 a year to fund social events such as class breakfasts and parties. These funds are controlled by the class representatives and/or social chair, but events must be reviewed and approved by ASSM (see above). Funds may be used for food, decorations, etc., but not for alcohol (see “additional requirements” section below).

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Conference Attendance
Students may qualify for a maximum $500 one-time reimbursement for academic conference attendance. Students must present a paper or poster to qualify and submit a written request for funding to the OSA. A copy of conference material (brochure or conference schedule) must be submitted with receipts. Upon return from the conference, students must write a brief summary or commentary for the next issue of Synapse, or organize an informational session and publicize it to all classes. Alternatively, students may submit a write-up to Student Affairs or the Office of Student Research that will benefit future students’ conference attendance. Note that UCSF’s accounting office will not accept receipts that combine hotel and airfare costs, such as expedia.com or priceline.com.

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Registered Campus Organizations (RCOs)
Limited funds are designated to support campus-based RCOs with medical student membership each academic year. In general, RCO funding comes from the Office of Student Life through registration fees, but occasionally, additional funding may be available from the Office of Student Affairs. The RCO must submit a written proposal, including budget, to the OSA for consideration. Following the sponsored event or program, the RCO must write a brief summary or commentary for the next issue of Synapse, or organize an informational session and publicize it to all classes. Requests for reimbursement must be submitted by June 30 and outstanding balances do not carry over to the next academic year.

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Additional Requirements for Reimbursement
All events and electives must be open to all medical students. Food for lunchtime events and electives does not qualify for funding. University policy prevents paying for alcohol that is served at off-campus events.* All purchases must be in accordance with the Student Government Fee Share Guidelines, approved by the Associated Students of UCSF on September 20, 2004. Original receipts must be submitted for reimbursement, along with name, address, and social security number. Receipts should be submitted to the OSA within 1 month after the event.

*If your event is held on campus and you believe that serving alcohol is appropriate to the occasion, you must fill out appropriate forms and obtain approval BEFORE THE EVENT OCCURS. Note that this policy only applies to events and activities that are held on campus and in many instances, serving alcoholic beverages is not appropriate. If you have questions about this, please consult the Office of Student Affairs or your ASSM representative.