Graduate Student Council: Funding
The GSC provides partial funding for graduate students to attend national and international conferences, workshops, or other research-related events, regardless of whether the student is presenting his/her work. The GSC also provides partial funding for Graduate Student Organization (GSO) purchases or events that promote participation in the GSO (eg, team building field trips, GSO T-shirts, etc). Attendance at 2 GSC meetings, community service, and membership in a chartered GSO are required to be eligible for funding. For complete rules and eligibility, see Article VIII of the GSC bylaws. For a brief overview, see our Funding Outline or the Funding Walkthrough provided by Senator Deaven. Please note that all funding is in the form of reimbursement.
Each research funding request must include the following:
- Funding Appropriation form (also available as .odt for OpenOffice or .pdf) - THIS FORM MUST BE TYPED
- Community Service Projects form (also available as .doc) showing that each individual on the funding request has completed 3 hours of community service
- cover letter explaining exactly what the funding will be used for (airfare, lodging, etc.), where the student is traveling, what conference/event the student is attending, why the student is attending, and dates of travel
- abbreviated conference program or announcement IF you are attending a conference/workshop
- a letter from your advisor/collaborator stating where you are going for research and your dates of travel IF you are traveling for research, not attending a conference/workshop
- receipt for registration for each person (if applicable)
- hotel information (including room rate, number of people per room, etc) (if applicable)
If you have any questions or you would like more information about funding, contact the GSC Treasurer, Nick Ule.
GUIDELINES FOR APPLYING FOR GSC FUNDING
- We must have your completed application prior to your departure. Requests are due 3 weeks before you leave OR by the second to last GSC meeting before your departure, whichever comes first. If you are attending a conference over winter break or in early Spring semester, your application deadline may be at the end of the Fall semester. Please contact the GSC Treasurer if this is the case.
- If more than one person from the same GSO is attending the same conference/workshop, they must apply on the same funding request. This means they will have one Appropriation form, one cover letter, and one conference program. Each person must turn in their own receipt for registration. They will also need Community Service Projects form(s) showing that each person completed 3 hours of service (these can be from different community service events) and a hotel estimate for each person. Each person much present at GRAS in the spring.
- If you are attending a conference, you must include an abbreviated conference program or meeting announcement with your application. This should only be 1 page. The first page of the program or announcement will suffice, as long as it shows the name, date, and location of the conference.
- Your hotel estimate must include the hotel name, the room rate, and the number of occupants. A 1-2 page printout from the website is fine if you do not have a receipt. If you are requesting funds for registration, you must turn in a receipt for the registration cost.
- Please do not include unnecessary pages in your application. We do not need the entire conference schedule, your complete itinerary, proof that you've been accepted to the conference, a copy of your abstract, or a letter from your advisor if you are attending a conference.
- If you email the Treasurer any part of your application, it must be in .PDF format.
- You must attach a one-page cover letter. The following is an adequate cover letter:
|
3 October 2011 Dear Graduate Student Council, I am applying for funding to attend the 2011 annual meeting of the American Widget Association in Philadelphia, PA, from October 27-29. My request includes the conference registration fee, 4 nights of hotel accommodations, and airfare to and from the conference. At this conference, I will be presenting a poster detailing the results of my thesis research, entitled “Widgetry in America”. My work revolutionizes the technology and fabrication of widgets, increasing efficiency and reducing costs. | |
| Airfare from El Paso, TX to Philadelphia, PA | $400.00 |
| Lodging (4 nights at $90.00/night) | $360.00 |
| Conference Registration Fee | $125.00 |
| TOTAL | $885.00 |
| Requested ($200 + 50% of remaining funds) | $542.50 |
| Sincerely, Bob Kennicutt NMSU Widgetry Department | |
- Students needing a large amount of funding are encouraged to apply to the ASNMSU Senate in addition to or in place of applying to GSC.
- Within 3 weeks of receipt of your application, the Finance Committee will review your application and the GSC Treasurer will notify you by email of the status of your application.
- If your application is approved, you must turn in all relevant receipts to Lydia Quintana, ASNMSU Fiscal Advisor, in the ASNMSU office on the 2nd floor of Corbett, after you return from your trip and after you attend 2 GSC meetings. If you included all necessary receipts with your application, you must still see Ms. Quintana in order to start the reimbursement process.
- We suggest you keep a copy of your complete request for your records.