graduate student senate - university of oklahoma · paper, poster, workshop, recital, case...
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THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
GRANT APPLICATION FORM
SECTION I – Applicant Information
1.01 Name: Last First Middle
1.02 Department/
Program:
1.03 Degree Level
1.04 Student ID
Number:
1.05 Campus Office
Address:
1.06 Phone
Number:
1.07 E-mail Address
I, the undersigned, have read and fully understand the specifications of the Graduate Student Senate Grant
Policy. I understand that if my application fails to meet the specifications on this form and the General
and Specific Item-by-Item Instructions in any way, then it will be ineligible for consideration.
1.08 Applicant
Signature*
1.09 Date
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
GRANT APPLICATION FORM
Section II – Level of Participation
2.01
Application Type Conference/Exhibition
2.02 Conference/Exhibition
- Level of Participation Level I (go to 2.03)
You are participating as a commentator, panel
chair, or presenter of one of the following:
paper, poster, workshop, recital, case
competition display, work of art, or design.
Maximum of $750.00
Level II (go to 2.03)
You are NOT presenting, but are the co-
author/co-creator of a paper, poster, display,
recital, work of art, or design being
presented/displayed. Maximum of $500.00
Level III (go to 2.03)
You are NOT presenting research, but are
attending a workshop, a career fair, or an event
for departmental purposes. Maximum of
$250.00
2.03 Conference/Exhibition
Name^ 2.04
Conference/Exhibition
Dates^ Begins Ends
2.05 Previous GSS awards I have received a GSS grant in either of the last two semesters (Spring/Fall).
Yes
(go to 2.06) No
(go to Section III) 2.06
Previous Award
Details (see instructions)
^Below is space for information regarding additional conferences being included in this application (if any).
2.07 Additional Conference/
Exhibition 1 Name 2.08
Additional Conference/
Exhibition Dates Begins Ends
2.09 Additional Conference/
Exhibition 2 Name
2.10 Additional Conference/
Exhibition Dates Begins Ends
GRANT APPLICATION FORM
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
Section III – Statement of Importance and Participation
3.01
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
GRANT APPLICATION FORM
Section IV – Conference/Exhibition Budget Form
4.01 Conference/Exhibition Name:
Items
4.02
Estimated
Costs
4.03 Amount
Requested
from Other
Sources
4.04 Other
Sources of
Funding
Requested
4.05 Other
Funds
Approved?
4.06 Amount
Requested
from GSS
4.07
Transportation
Mode of Travel:
Departure City:
Destination City:
Mileage (if driving):
4.08
Lodging City:
Number of nights:
4.09 Meals
City:
Per diem amount:
Number of nights:
4.10 Other Expenses
.1
.2
.3
.4
.5
4.11Total
Estimated
Costs
4.12Total
Approved
from
Other
Sources
4.13Total
Requested
Amount
from GSS
FACULTY SPONSOR
4.14 Role: Applicant's Advisor Department Chair Graduate Liason
I hereby approve of the above-mentioned applicant to attend the above-mentioned Conference/Creative Exhibition. This
student is in good standing within the department, and the trip is for official university business, as it will further enhance the
student's academic career. I approve of the above budget and confirm that all of the expenses are necessary for the
applicant’s travel and/or participation for their conference/creative exhibition.
4.15 Faculty Sponsor Name:
4.16 Signature*: 4.17 Date:
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
GRANT APPLICATION FORM
Section V – Requirements Checklist
5.01
Checklist
Section I -- Applicant Information
Section II -- Level of Participation
Section III -- Statement of Participation and Importance
Section IV -- Budget Form(s)
Recommendation Forms -- Provided in a sealed and signedenvelope
Evidence of Partipation
Level I & II -- Letter of acceptance and/or copy of program
Level III -- Evidence of attendance (e.g. registration receipt)
5.02 Signature*:
5.03 Date:
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
SPECIFIC ITEM-BY-ITEM INSTRUCTIONS
For Conference Travel Grant Application Form
The following instructions provide item-by-item
guidelines for completing this grant application
form. Please follow these instructions carefully as
incomplete or incorrectly completed forms will
not be considered.
A. GRANT APPLICATION FORMS
SECTION I – APPLICANT INFORMATION
This section provides the Ways and Means
committee with applicant information, basic
information about the proposed conference,
exhibition or research and confirmation of
departmental good standing. Grant reviews are
conducted objectively and with as little bias as
possible: impaired committee member must recuse
themselves from reviewing the application about
which their judgment may be impaired (i.e. same
department, personal relationships, etc.
1.01 Provide your full name in the following order: last,
first, middle. Consult the OU Directory, as needed. 1.02 Select the name of the department or program in
which you are currently studying from the
dropdown menu. If no accurate department is
listed, select “Other,” and enter the full name of your department or program.
1.03 Indicate the degree level at which you are currently
studying (Ph.D, M.D, M.Acc, J.D, etc.). 1.04 Provide your OU ID Number, including hyphens
(format: ###-##-####) Be sure that it contains nine
digits (and two hyphens). 1.05 Provide your full campus office address or
departmental office, including City, State, and Zip
code
1.06 Provide a phone number at which you can be contacted: preferably the most reliable
1.07 Provide your OU email address.
1.08 Provide your signature – this must be handwritten. 1.09 Type in the date using this format:
MM/DD/YYYY.
SECTION II – LEVEL OF PARTICIPATION 2.01 This application is for a conference or creative
exhibition grant. No action is required for this
field. 2.02 In this section you must indicate your level of
participation in the conference. Conference and
Exhibition Participants applying for Level I or II funding must provide evidence of acceptance to the
conference (e.g. the conference program or
paper/presentation abstract). Level III applicants
must provide evidence of attendance (e.g. registration receipt).
a. If you are participating as a commentator,
panel chair, or presenter of one of thefollowing: paper, poster, workshop, recital,
case competition display, work of art, or
design, indicate that you are a Level Iapplicant. You may apply for a maximum of
$750.00.
b. If you are NOT presenting but are the co-
author/co-creator of a paper, poster, display,recital, work of art, or design being
presented/displayed, indicate that you are a
Level II applicant. You may apply for amaximum of $500.00.
c. If you are NOT presenting research, but are
attending a workshop, a career fair, or anevent for departmental purposes, indicate that
you are a Level III applicant. You may apply
for a maximum of $250.00.
2.03 Indicate the name of the conference or creative exhibition you are attending.
2.04 Indicate the start and end dates of the conference or
creative exhibition you are attending. Use the following format: MM/DD/YYYY. Do NOT
indicate your dates of travel.
2.05 Indicate whether or not you were awarded and
claimed a grant from the GSS in the past year, i.e. either of the last two Spring/Fall semesters.
2.06 This section is only to be filled out by applicants
who indicated “Yes” for 2.05. Indicate the total award amount for the grant(s) indicated in 2.05.
2.07 through 2.10 may be used if you require more space for
other conferences being included in this application. Use
format/instructions for 2.03 & 2.04.
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
SECTION III – STATEMENT OF
IMPORTANCE AND PARTICIPATION
3.01 This is the most important component of the
grant application. This section must be
written using laymen’s terms. Please avoid
jargon or field specific language.
Additionally, the applicant must:
a. Clearly state the importance of
attendance at the conference/creative
exhibition to his/her degree program and
continuing career. This is particularly
important when the conference or
research is outside the applicant’s
discipline.
b. Clearly summarize the substance of
his/her participation in the conference/
creative exhibition, including a brief
description of the piece being presented
(for Level I and II attendees) stating its
significance to his/her field of study.
c. Those who are not presenting but are
attending a conference or creative
exhibition should summarize their
anticipated future research or creative
activity resulting from the events they
plan to attend.
The summary must be no longer than 500 words,
single-spaced, and typed in the box provided.
SECTION IV – BUDGET
- All line items must be listed. You will only be
reimbursed for the specific items you have listed.
- Be detailed.
- Applicants who are awarded grants must turn in
original receipts and a printout of the per diem
amount for lodging and meals from the
governmental website (indicated after 4.06).
4.01 Provide the name of the conference or creative
exhibition.
4.02 In this column you must provide the estimated
cost of each of the items on your budget form.
Provide amounts to two decimal places (including
zeroes and cents) using this format: $###.## (e.g. $111.00 or $ 0.00).
4.03 Indicate the amount you have requested from the
other sources for each item. Use the same format as in 4.02.
4.04 In this column you must indicate the other sources
from which you have requested funding for each item. Use the drop-down menu to indicate one of
the following sources:
D for Departmental
U for University O for Other
P for Personal (this indicates that you plan
to pay for this item [or a portion of this item as indicated under 4.03] using your own
personal funds.)
N for No other funding requested
4.05 In this column you must indicate whether your application for funding to other sources noted in
4.04 has been approved. Use the drop-down menu
to indicate one of the following options: Y for Yes, other funding has been
approved.
N for No, other funding is not approved (including if it has not yet been determined).
Where P is indicated in 4.04, indicate Y.
4.06 Indicate the amount requested from the GSS. Where there are approved funds from other
sources indicated in 4.05, you must deduct the
amount of funding provided by this source from the amount requested from the GSS.
For sections 4.08 and 4.09 you must refer to http://www.gsa.gov/perdiem for per diem (per day)
amounts.
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
4.07 In this section you must provide the details of your travel arrangements (travel budget form only):
Mode of travel: Provide details of travel, e.g. mode of
transportation and flight/train details if applicable. Departure City: Provide the full name and state of your departure. Destination City: Provide the full name and state of your
destination. Mileage if driving: Provide the mileage for the roundtrip to and from
your destination using http://maps.google.com
4.08 In this section you must provide the details of your lodging arrangements:
City: Provide the full name and state of the city in
which you will be staying for the duration of the conference/creative exhibition.
Number of Nights: Use numerals (e.g. 1, 2, 3) to indicate the number
of nights you will be staying at the destination city.
4.09 In this section you must provide the details of you meal requirements for the duration of the conference or creative exhibition:
City: Provide the full name and state of the city in
which you will be staying for the duration of the conference/creative exhibition.
Per diem amount: Use http://www.gsa.gov/perdiem to determine the
per diem amount for the city and state in which you will be staying for the duration of the conference. Note the amount indicated in this field.
Number of Nights: Use numerals to indicate the number of nights you
will be staying at the destination city.
4.10 In the following section you must provide the details of any other costs accrued as part of your attendance of the conference or creative
exhibition: All line items must be listed. You may only be reimbursed for the specific items you have listed. Be detailed.
4.11 Indicate the total estimated amount for your attendance at the conference/creative by totaling the values in column 4.02.
4.12 Indicate the total amount of approved funding from sources other than the GSS by totaling values in 4.03 which are approved (indicated by a Y in column 4.05).
4.13 Indicate the total amount of funding requested from the GSS by subtracting 4.12 from 4.11.
—For conference and creative exhibition grants the maximum total amount you are eligible to receive is determined by your level of participation indicated in 2.05.
4.14 Check the box for the role of the faculty sponsor confirming your departmental good standing and budget. This must be your advisor, the department chair, or graduate liaison for your department or program.
4.15 Type the full name of the faculty sponsor. 4.16 The faculty sponsor must sign here – this must be
handwritten. 4.17 Type the date using this format: MM/DD/YYYY. SECTION V – Requirements Checklist
All application packets must include a completed, signed, and dated checklist indicating that you have included all the necessary items in your packet.
Please ensure that each form is correctly completed by referring to the instructions above and that only items marked with * contain handwriting or a signature. It is your job to ensure that the faculty member writing your recommendation form is also aware of this stipulation. 5.01 Check the box for each item contained in your
application packet. Only conference/creative grant applicants need provide evidence of participation
5.02 Provide a signature – this must be handwritten. 5.03 Type in the date using the following format:
MM/DD/YYYY.
THE UNIVERSITY OF OKLAHOMA STUDENT ASSOCIATION
GRADUATE STUDENT SENATE
SPECIFIC INSTRUCTIONS
Recommendation Form
This form is provided as a separate file to be
provided electronically to the person writing the
applicant’s letter of recommendation.
Instructions for the person writing the letter of
recommendation are printed on the form. Note that
it is the applicant’s responsibility to make sure
that the faculty member completing this form is
fully aware of the criteria, in particular the level of
importance this letter carries.
SECTION I – APPLICANT DETAILS
This section is to be filled out by the applicant.
1.01 Indicate whether this is an application for the
Conference/Creative Exhibition Grant OR
the Research Grant. Students may apply for
both grants but must submit separate
application forms for each Grant type,
including separate Recommendation forms.
1.02 Provide your OU ID Number, including
hyphens, using format: ###–##–####. (No
other special characters are allowed)
1.03 Indicate the degree level at which you are
currently studying.
1.04 Indicate the department in which you are
currently studying.
1.05 Provide the name of the person who will be
completing your recommendation forms.
1.06 Provide the title of the person who will be
completing your recommendation forms.
Once you have completed Section I of Part B
forward an electronic version to the person who
will be completing Sections II and III.
SECTION II – APPLICANT ASSESSMENT
This section (as well as Section III) must be
completed by a member of faculty. Please select
this person carefully as considerable weight is
attached to Sections II and III by the Committee
charged with appropriating funds for these grants.
The member of faculty must click into the
checkboxes to indicate the applicant’s level of
ability or character.
SECTION III – RECOMMENDATION
LETTER
This section is also to be completed by the same
member of faculty as completed Section II.
Again, please select this person carefully as great
weight is attached to Sections II and III by the
Committee charged with appropriating funds for
these grants.
You must also ensure that both pages of the form
are placed in a business letter sized envelope.
The envelope must be sealed and signed over the
sealed flap by the individual who has completed
the form. The envelope should then be returned to
the applicant in order to be placed in her/her
completed packet.
You should also make sure the person completing
this form is aware that all fields except those
marked with * must be typed and that handwritten
assessments will result in the automatic
disqualification of this application from the grant
process.
Only the signature in this form may be
handwritten. All else must be typed.