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GRADUATE STUDENT SENATE Travel Awards Workshop Amanda G. Sanford PhD Candidate, Political Science Travel Awards Committee Chair, 2013-2014.

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Presentation on theme: "GRADUATE STUDENT SENATE Travel Awards Workshop Amanda G. Sanford PhD Candidate, Political Science Travel Awards Committee Chair, 2013-2014."— Presentation transcript:

1 GRADUATE STUDENT SENATE Travel Awards Workshop Amanda G. Sanford PhD Candidate, Political Science Travel Awards Committee Chair, 2013-2014

2 GSS TRAVEL AWARD DEADLINES (DONT WORRY, WE WILL SHOW YOU THESE DATES AGAIN AND AGAIN AND AGAIN…) Summer 2014 Deadlines: Monday, April 21 st, 2014, 5:00 PM: for all graduate students in the College of Arts and Sciences and College of Education, Health, and Human Sciences. Applications must be submitted to your College Deans Monday, April 28 th, 2014, 5:00 PM: for graduate students in all other colleges. Applications must be submitted to the Dean of Students Fall cycle deadlines: Dean of Students due date, always first Monday of September Spring cycle deadlines: Dean of Students due date, always first Monday of classes

3 WHAT DOES THIS COMMITTEE DO? The GSS Travel Awards Committee reviews applications for GSS travel funds $240,000 annual budget Divided over three application period r oughly coinciding with academic semesters Summer 2014 Deadlines: Monday, April 21 st, 2014, 5:00 PM: for all graduate students in the College of Arts and Sciences and College of Education, Health, and Human Sciences. Monday, April 28 th, 2014, 5:00 PM: for graduate students in all other colleges.

4 WHY DO GRADUATE STUDENTS GET TO MAKE THESE DECISIONS? GSS mandates: Be the voice of the graduate student body 6,000 graduate, law, veterinary, and professional students Encourage and support the professionalization of all disciplines Entrusted by UTs administration to deliver these funds as one of our primary services Increased budget allows to give more – and larger - awards

5 DO WE JUDGE THE QUALITY OF YOUR WORK? NO! Our job is to evaluate your monetary need These are NOT merit-based awards A GSS award depends on your actual financial need Outside of department, college, grants, or other sources

6 OKAY, I NEED MONEY FOR A CONFERENCE. NOW WHAT? Apply for a GSS travel award! Seriously, we have money for you Applications are available on the GSS website: http://gss.utk.edu Submit completed applications to the Dean of Students Office (413 Student Services) by deadline A&S and EHHS students – one week prior

7 A COMPLETED APPLICATION PACKET Completed application (download from the GSS website) An abstract of your project (or brief description of your role at the meeting) Proof of acceptance, if available If not yet accepted, a note describing when you will know You DO NOT have to be accepted to be eligible for an award!

8 THE REQUISITE DISCLAIMERS You can only receive one GSS award per academic year This means its a one-time source of help Academic year is: Fall, Spring, and Summer Why? We want to help as many graduate students as possible each year Double-dipping diminishes this capacity No maximum cap on the award

9 HERES SOME DATA, BECAUSE YOURE GRAD STUDENTS … GSS Travel Awards 2011-2012 FundedAmount Fall 201170$24,550 Spring 201254$19,250 Summer 2012 61$24,950 Total185$68,750

10 2012-2013 ACADEMIC YEAR GSS Travel Awards 2012-2013 FundedAmount Fall 2012111$104,325 Spring 2013107$60,225 Summer 2013126$86,150 Total344$250,700

11 2013-2014 ACADEMIC YEAR GSS Travel Awards 2013-2014 FundedAmount Fall 2013147$101,240 Spring 2014144$95,950 Summer 2014 Total291$197,190

12 PAGE 1: SOME INSTRUCTIONS You must be a registered grad student in good standing to qualify You must fill out the application and provide ALL supplemental materials You must be able to PROVE you attended the meeting to receive your award You are expected to cover a minimum of $100 of your own expenses

13 ACCEPTABLE PROOF OF TRAVEL? You need receipts Airfare, lodging, ground travel, gas, parking, registration, etc. We do NOT reimburse per diem expenses Your entertainment and meals

14 PAGE 2: SOME MORE INSTRUCTIONS Please TYPE the application It must be submitted by the deadline A&S and EHHS students MUST submit applications to their deans ONE WEEK before the GSS deadline There are NO EXCEPTIONS Sign that youve read and understand the rules

15 DEFINITIONS: SOME CLARIFICATIONS Conference scope: Who can attend this conference? This has nothing to do with location International conferences are: Outside the US Inside the US, but international scholars attend

16 Prestige Invitation You were asked to present by someone in the governing body Peer-reviewed You submitted a proposal that was reviewed and accepted Open-call You can pay a registration fee and attend

17 Students Role Paper presentation Youre presenting original work in a paper format Poster presentation Youre presenting original work in a poster format Panel participant Youre a chair or a discussant/evaluator of others work Other Youre doing something else that you need to explain to us The HIGHEST order should be marked if multiple roles apply

18 This is important enough to get its own slide in shouty capitals: YOU WILL NOT GET GSS SUPPORT TO GO TO A CONFERENCE JUST FOR THE SAKE OF GOING THATS NOT WHAT THESE AWARDS ARE DESIGNED FOR YOU NEED TO MAKE A CONTRIBUTION TO YOUR FIELD

19 PAGE 3: YOUR INFORMATION Fill out your personal information and the info about your conference Including your total and personal expenses The amount for which you are personally responsible DO NOT make deductions to these totals If you had to pay for everything yourself, what would it cost?

20 PAGE 3: COSTS These are your legitimate expenses: Airfare, lodging, transport, registration, etc. You can fill out the your share column alone if you wish This is your personal responsibility How much are you covering? Again, DO NOT deduct anything here

21 PAGE 4 Your adviser must agree with this section: Your role Your involvement: most = youre actually doing something Signatures You sign Your adviser signs Your department head/chair signs Your college dean signs NO EXCEPTIONS

22 ADDITIONAL FUNDING You must declare your known funding How much is your department giving you? Your college? Your conference? Your grant? Your advisers grant? Failure to disclose robs others of their opportunity to receive funding

23 WHERE DOES YOUR APPLICATION GO? College of Arts and Sciences College of Education, Health, & Human Sciences All other colleges To your college Dean of Students Office Graduate Student Senate Make sure to get both advisor and department chair signatures Earlier deadline! Make sure to get signatures from your advisor, department chair, and college dean Final deadline! ALL applications MUST go through the DOS The GSS does not see any applications until AFTER the final deadline It takes the GSS two (2) weeks to process all of the applications

24 GSS TRAVEL AWARD DEADLINES (DONT WORRY, YOU WILL SEE THIS AT LEAST ONE MORE TIME, PROMISE) Summer 2014 Deadlines: Monday, April 21 st, 2014, 5:00 PM: for all graduate students in the College of Arts and Sciences and College of Education, Health, and Human Sciences. Applications must be submitted to your College Deans Monday, April 28 th, 2014, 5:00 PM: for graduate students in all other colleges. Applications must be submitted to the Dean of Students Fall cycle deadlines: Dean of Students due date, always first Monday of September Spring cycle deadlines: Dean of Students due date, always first Monday of classes

25 WHAT HAPPENS DURING GSS REVIEW? The committee evaluates your application based on our scoring criteria 1: is it complete? 2: does it meet the standard for contribution to your field? 3: how does it rank? We have a 15-point scale to determine rank We try to notify candidates within two weeks of application

26 THE RANKING Applicants Role (1-5 points): 5 Points – Paper Presentation 4 Points – Poster Presentation 3 Points – Other Presentations Location of Travel (1-4 Points): 4 Points – International 3 Points – Lower 48 (not near TN) 2 Points – Regional (near TN) 1 Point – within the state of TN Submission Procedures (1-3 Points): 3 Points – Invitation 2 Points – Peer Reviewed 1 Point – Open Call Presenter (0/2 Points): 2 Points – Primary Presenter Authorship (0/1 Point): 1 Point – Primary Author Usually, all 15-, 14-, and 13-point applicants receive funding (15 points is RARE)

27 REJECTIONS Almost all rejections are for a few simple reasons: You arent actively participating in the conference Youve already received an award this academic year You dont have any demonstrated financial need Incomplete applications

28 NOTIFICATION Currently, we send actual letters To the address on your application, so use local or departmental addresses to ensure timely delivery ONLY the applicant receives a letter Copies of approved apps on file in the SGA office If your department wants a copy, they must get it from you

29 HOW DO I GET MY REIMBURSEMENT? Submit your travel letter and your receipts to your departmental secretary Whoever handles travel They handle the rest SGA account number from SGA Secretary Mary Malichis sgastaff@utk.edu Funds awarded by direct deposit about two weeks later

30 GSS TRAVEL AWARD DEADLINES Summer 2014 Deadlines: Monday, April 21 st, 2014, 5:00 PM: for all graduate students in the College of Arts and Sciences and College of Education, Health, and Human Sciences. Applications must be submitted to your College Deans Monday, April 28 th, 2014, 5:00 PM: for graduate students in all other colleges. Applications must be submitted to the Dean of Students Fall cycle deadlines: Dean of Students due date, always first Monday of September Spring cycle deadlines: Dean of Students due date, always first Monday of classes


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