University at Albany
G S O
raduate
tudent
rganization
1400 Washington Ave. | Campus Center 165B | Albany, New York 12222 | (518) 442-4178
TRAVEL GRANT APPLICATION – Summer 2012
The University at Albany (UA) Graduate Student Organization (GSO) announces the Spummer 2012 Grants
Program. Matriculated graduate degree students interested in competing for a grant must submit an application
by June 1st. An Original Application plus five Application Copies should be submitted to the GSO office by the
deadline. Recipients of these awards may receive up to a maximum $ 650 to pursue travel.
GUIDELINES
The entire Grant Guidelines can be found at the GSO web-site (www.albany.edu/~gso/grants). Please, check
the Guidelines for further information about the application process. This document gives only a short review of
the materials and/or requirements of the grants process.
ACTIVITIES FUNDED
The GSO Travel Grant supports the direct costs for the following activities:
 Presentation of paper, poster, artwork at a conference and/or workshop; panelist or chair of panel.
 Travel related expenses (flying, hotel, food, registration and transportation) can be reimbursed.
ELIGIBILITY
 Only UAlbany graduate students (full or part-time) who have paid the activity fee for the current
semester (Spring semester for Summer applicants) can apply for the grants.
 Students are limited to one travel OR one research grant per funding period; and three grant awards
throughout their graduate career at the University at Albany.
 Students who are applying for a subsequent funding period for another grant are eligible if the student
has not misappropriated a previous GSO grant award.
UAlbany COMPLIANCE
All research that involves either human or animal subjects must be approved by the appropriate university
body. The UA-Institutional Review Board (IRB) reviews all research projects which collect information on or
about living human subjects. The IRB is also responsible to judge whether a research project will impact
human subjects. The University at Albany Institutional Animal Care and Use Committee (IACUC) reviews
research involving animals. Applicants must attach proof that approval has already been received.
APPLICATION REQUIREMENTS
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Applicants must submit an application packet which consists of: 1 Original Application, 5 Application
Copies, 2 Letters of Evaluation. Make sure these are properly sorted as 6 different “sets” (not envelopes).
The letters of evaluation must not be photocopied. They must be sealed and signed on the back.
All applications must be written for layperson comprehension.
Use the checklist to help you keep track of requirements. Sign and submitted checklist (one copy).
One copy of GSO fee paid; a CV with each of 5 copies; and proof of participation with each 5 copies.
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If this is a group presentation, and all members are applying for funding, you must submit jointly. If you do
not submit jointly, the application will not be considered.
This review process is structured to be blind to reviewers (i.e., to provide unbiased evaluations, reviewers do not
have access to any of the applicants’ personal information) . Your name should ONLY appear on the following:
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The Original Application Cover Sheet.
The single copy of the student tuition bill showing that the GSO activity fee is paid.
The Original Application Proof of Participation Documentation/Acceptance Letter.
The GSO Grant Checklist.
The Faculty Evaluation Cover Sheets.
** Do not include ANY of the above items with the “5 Application Copies” **
Remove your name, department affiliation, telephone number, mailing address and email address from
all portions of the 5 application “copies” and pay particular attention to the use of your name in your
curriculum vitae (especially regarding publications). Failure to comply with these requirements will result in
point penalty from reviewers. In the case of obvious negligence your application will not be considered.
ALL MATERIALS NECESSARY ARE (to repeat):
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As stated above you need to provide: the original application, 5 copies, and 2 faculty letters.
You also need to submit: (1) Only one copy of student bill with GSO fee paid indicated; (2) Some
proof of participation in each of the 6 sets; and (3) Curriculum Vitae in each of the 6 sets. Remember:
for the 5 copies: names, dept, etc have to be removed. Clearly label each of these 3 documents.
Please refer to the Research/Travel Grant Guidelines for description of documents.
EXTRA NOTE: Be advised to pay particular attention to the following criteria.
 Clarity of exposition (e.g., the reason for travel/research is clear), including academic value of your
research.
 Reasonable Budget (e.g., why must you: fly; stay in expensive hotel; buy such and such...).
 Good letter of faculty evaluations. Professors may not give you a good evaluation if they know you
have other access to funding.
CLAIMING GRANT AWARDS
Awards will not be disbursed prior to Travel/ and or Research. Awards are only reimbursed to the student
after expenditures have been incurred. Awardees will receive an Award Letter approximately 5 weeks after
application deadline. This letter will explain how to reimburse you award. The materials needed will include:
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A (1) Final Grant Report. This should be no longer than one page and it should describe the manner
in which the funds were utilized, the outcome of the travel/ research conducted during the award
period, and how GSO funds aided the project.
The (2) original receipts must be accompanied by a (3) Grant Reimbursement Form which is
available on-line or at the GSO office.
Travel Grant recipients must provide copy of (4) conference program showing the recipients
participation (e.g. and/or name badget). Research recipients must show proof of research, which
can be provided as a letter from advisor when expenditures are not clearly indicative.
The (5) Award Letter which you receive with the documents just explained must be brought to the
GSO office. Applicant must sign a voucher to confirm that we have received your documents.
Remember that this is a competitive grant. All the best to each applicant!
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