Recruitment Funds Overview

The Graduate Division disburses recruitment funds to departments on an annual basis. Departments are eligible for a $4,000 allocation if they spent all the funds from the year before. The Graduate Division will send out a notice annually (around August) reminding departments to view their reports, which will show their expenses from the previous year, and explain how they will be used to determine the next year’s allocation.

Click here to view a breakdown of the various outreach and recruitment funds that Graduate Division provides, as well as an explanation of the difference between outreach and recruitment.

Determining Allocation Amount

If a department only spent a portion of the prior year’s allocation and has a carryforward balance greater than zero as of the June ledger, their current year’s allocation will be prorated to bring the department’s balance to $4,000. If a department is carrying a recruitment fund balance of $4,000 or more, they will not be eligible for any additional allocations. The Graduate Division highly encourages departments to make the most out of their recruitment funds.

• Department A has a balance of $0 in their recruitment account-fund as of June in the prior fiscal year. Their current fiscal year’s allocation will be $4,000.

• Department B has a balance of $1,000 in their recruitment account-fund as of June. Their current fiscal year’s allocation will be $3,000.

• Department C has a balance of $6,000 in their recruitment account-fund as of June. Their current fiscal year’s allocation will be $0.

Report Overview

This report is for departments to view expense and allocation details, as well as account summary information for their Recruitment Funds account. The report provides information by fiscal year so that departments can review the individual expenses, summed amounts and expected allocation for the upcoming year based on the previous year’s usage.

Accessing the Report

1. Login to GradPoint Academics

2. At the top of the page, to the left of the “Find a student…” search bar, select Reports

3. On the left, there is a drop-down menu under Report Set. Click the menu and select the option Department Recruitment Funds

4. Click the View button

   1. Note that your GradPoint permissions will determine which departments you are able to view

Report Layout

Open

• The top section of the report, Recruitment Funds, shows the rolled up details of the annual expense, the appropriation from the previous year and the balance of those. The final allocation is shown based on the difference and showing the amount the department will get next year with a max of $4,000.

• The Recruitment Funds Summary section is a summary of the details along with the department contact (Graduate Advisor) for sending an email to confirm the allocation amount. This summary is mostly used by Graduate Division staff.

• The Recruitment Funds Responses section is used to show who in the department has responded to the email google from when it goes out in October to confirm with the allocation amount is correct.

  • Please note, only one person from each department needs to respond and confirm the amount of the allocation.

Recruitment Funds Process Timeline for FY 2024/25

August

• Departments receive an email (via GPA and Grad Advisor listservs) confirming the maximum allocation amount for this fiscal year, and reminding them of the process.

September - October

• Departments review the Recruitment Funds Report for accuracy

• Each department’s Faculty and Staff Graduate Advisors receive a separate email with their department’s allocation amount for the current fiscal year. They are asked to complete a Google form to confirm the amount. The form should be completed by a department representative.

October 31

• Google form submission deadline

December

• Current year allocations processed as transfer of funds by the Budget Office