Graduate Student Travel Award

Funded by: Graduate Student Association

Travel Award Guidelines 

*Funding is disbursed as travel reimbursement following the trip.

The WCU Graduate Student Association will provide up to $6,400.00 in funding for each semester during the 2017-2018 academic year to graduate students who will represent Western Carolina University at regional and national conferences. Travel awards are for a maximum of $500.00 for an individual. The Executive Board officers of the Graduate Student Association reserve the right to approve the request in part or in full. A committee including at least two Executive Board officers of the Graduate Student Association will approve applications. All approvals or denials will have a brief description provided by the Executive Board officers.

General Focus: GSA travel funds support WCU graduate students' scholarly/artistic development by assisting with costs related to travel to regional and national events.

Eligibility:
To be eligible for consideration, the student must be enrolled at WCU as a graduate student in good academic standing at the time of the application and travel. Good academic standing is defined as a cumulative 3.0 GPA. Students are only eligible for one travel award per academic year (Apply in Fall for travel between June 1 and December 15; Apply in Spring for travel between December 16 and May 31).

Application Process:
Students must complete the Graduate Student Travel Award Application (Excel). Each student requesting funding must complete an application. (No group applications)

Send completed hard copy application and materials to: Graduate School, 110 Cordelia Camp Building, Attention: Roxane Stiles. Emailed forms will not be accepted. Documentation must be included with the travel award request.

Students must include:

  • Proof of acceptance or invitation from the sponsoring organization
  • Conference/event information (The first page of the website announcing the conference will provide the conference information below.)
    • Name
    • Location
    • Date
    • Registration fee
    • Hotel cost information
  • Reservation confirmations or receipts

Documentation must be included with the travel award request.

Applications missing any of the above documentation will be considered incomplete. Students will be notified that the submitted application is incomplete and will not be considered for funding.

Use this checklist to help you prepare your application.

Award Deadlines:
Receipts and application must be submitted before the application deadline. All materials should be submitted in full before the application deadlines for each semester. Review and approval of applications will happen at the first Executive Committee meeting following the deadline.

Fall 2017 – Friday, October 13, 2017
Spring 2018 – Friday, February 16, 2018

If a student would like to fill out a travel grant request for an event after the Fall semester deadline, they can submit a request before the Spring semester deadline under the condition that the conference or event did not occur before the deadline date of tbd. (e.g. A conference which happens in late November can have a travel grant request filled out before February tbd.)

Award Conditions:
Funding is determined based on the priority system and date of which the complete grant application is received. Travel grants may cover travel, lodging, and/or conference costs. The priority system is as follows for graduate students who are:

  1. Presenting scholarly or creative work at a conference, juried exhibition, etc.
  2. Accepting an award from a professional organization or academic institution.
  3. Competing in an academic competition at a regional or national level.
  4. Participating in a seminar, workshop, training program or another form of professional development not previously listed above which provides hands-on experience not available at Western Carolina University (WCU) that is directly related to one's major. Applicant must explain the benefit of expertise gained.
  5. Attending a regional or national conference associated with one’s program.

Proposals for the following will not be considered: Professional development to address skills required by your current position or equipment/books required by your current position/major.

Funding may only be used to cover the following costs. To be reimbursed, the following are required: 
• Transportation to and from the conference (airfare – receipt required; mileage)
• Lodging (receipt required; traveler's name must be on the receipt for reimbursement to be disbursed)
• Conference registration fees (receipt required)

Documentations for conference registration, travel, and lodging must be submitted with the initial travel award request. Requests for funding for mileage must include the location of the event with corresponding mileage to be traveled—mileage will be verified by reviewing committee officers.

Notification of Award Request:
Applicants will be notified of the GSA Executive Board’s decision via email approximately one (1) month following the deadline.  If the request is approved, funding will be disbursed as travel reimbursement following the trip. If the request is denied, the reason for the denial will be included in the notification email. Requests denied due to lack of information may not be resubmitted.

The GSA Executive Board will also create a ranked waitlist of requests in the event that additional funds become available.

Cancellation:
If a student is funded to attend a conference and chooses later not to attend, the student must notify Roxane Stiles (rstiles@wcu.edu) to cancel their travel request award for that conference no later than two (2) weeks after the conference. Students who do not notify Roxane Stiles (rstiles@wcu.edu) within two (2) weeks after the conference that they did not attend will not qualify for re-application to another conference within the same academic year. Funds awarded for travel to one conference cannot be transferred to a different conference later in the year.

If you are approved for funding and your plans change and you cannot attend, please inform Roxane Stiles as soon as possible so that we can fund a student on the waitlist.

For more information, please contact:
Roxane Stiles (828-227-7398)
Graduate School and Research
110 Camp Building
Email: rstiles@wcu.edu

 

 

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