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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

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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.