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GRADUATE STUDENT SENATE
Travel Awards Workshop
Amanda G. SanfordPhD Candidate, Political Science
Travel Awards Committee Chair, 2013-2014
GSS TRAVEL AWARD DEADLINES(DON’T WORRY, WE WILL SHOW YOU THESE DATES AGAIN AND AGAIN AND AGAIN…)
Summer 2014 Deadlines: Monday, April 21st, 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 28th, 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
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 roughly coinciding with academic semesters
Summer 2014 Deadlines: Monday, April 21st, 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 28th, 2014, 5:00 PM: for graduate students in all other colleges.
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 UT’s administration to deliver these funds as one of our primary services Increased budget allows to give more – and larger - awards
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
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
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 knowYou DO NOT have to be accepted to be eligible for an award!
THE REQUISITE DISCLAIMERS
You can only receive one GSS award per academic year This means it’s 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
HERE’S SOME DATA, BECAUSE YOU’RE GRAD STUDENTS …
GSS Travel Awards 2011-2012Funded Amount
Fall 2011 70 $24,550
Spring 2012 54 $19,250
Summer 2012 61 $24,950
Total 185 $68,750
2012-2013 ACADEMIC YEAR
GSS Travel Awards 2012-2013
Funded Amount
Fall 2012 111 $104,325Spring 2013 107 $60,225
Summer 2013 126 $86,150
Total 344 $250,700
2013-2014 ACADEMIC YEAR
GSS Travel Awards 2013-2014
Funded Amount
Fall 2013 147 $101,240Spring 2014 144 $95,950
Summer 2014
Total 291 $197,190
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
ACCEPTABLE PROOF OF TRAVEL?
You need receiptsAirfare, lodging, ground travel, gas, parking, registration, etc.
We do NOT reimburse per diem expensesYour entertainment and meals
PAGE 2: SOME MORE INSTRUCTIONS
Please TYPE the application It must be submitted by the deadlineA&S and EHHS students MUST submit applications to their deans ONE WEEK before the GSS deadline
There are NO EXCEPTIONS
Sign that you’ve read and understand the rules
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
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
Student’s Role Paper presentation
You’re presenting original work in a paper format Poster presentation
You’re presenting original work in a poster format Panel participant
You’re a chair or a discussant/evaluator of others’ work Other
You’re doing something else that you need to explain to us
The HIGHEST order should be marked if multiple roles apply
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
THAT’S NOT WHAT THESE AWARDS ARE DESIGNED FOR
YOU NEED TO MAKE A CONTRIBUTION TO YOUR FIELD
PAGE 3: YOUR INFORMATION
Fill out your personal information and the info about your conference Including your total and personal expensesThe 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?
PAGE 3: COSTS
These are your legitimate expenses:Airfare, lodging, transport, registration, etc.
You can fill out the “your share” column alone if you wishThis is your personal responsibility How much are you covering?
Again, DO NOT deduct anything here
PAGE 4
Your adviser must agree with this section: Your role Your involvement: most = you’re actually doing something
Signatures You sign Your adviser signs Your department head/chair signs Your college dean signs NO EXCEPTIONS
ADDITIONAL FUNDING
You must declare your known fundingHow much is your department giving you?Your college?Your conference?Your grant?Your adviser’s grant?
Failure to disclose robs others of their opportunity to receive funding
WHERE DOES YOUR APPLICATION GO?
College of Arts and SciencesCollege 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
GSS TRAVEL AWARD DEADLINES(DON’T WORRY, YOU WILL SEE THIS AT LEAST ONE MORE TIME, PROMISE)
Summer 2014 Deadlines: Monday, April 21st, 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 28th, 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
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
THE RANKING
Applicant’s 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)
REJECTIONS
Almost all rejections are for a few simple reasons:You aren’t actively participating in the conference
You’ve already received an award this academic year
You don’t have any demonstrated financial need
Incomplete applications
NOTIFICATION
Currently, we send actual lettersTo the address on your application, so use local or departmental addresses to ensure timely delivery
ONLY the applicant receives a letterCopies of approved apps on file in the SGA office
If your department wants a copy, they must get it from you
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
GSS TRAVEL AWARD DEADLINES
Summer 2014 Deadlines: Monday, April 21st, 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 28th, 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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