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Graduate Student Senate

Graduate Student Senate . Travel Awards Workshop Amanda G. Sanford PhD 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:

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Graduate Student Senate

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  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(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
  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 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.
  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 UT’s 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 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
  9. Here’s some data, because you’re grad students …
  10. 2012-2013 academic year
  11. 2013-2014 academic year
  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 you’ve 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. 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
  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 THAT’S 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 = you’re 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 adviser’s grant? Failure to disclose robs others of their opportunity to receive funding
  23. Where does your application go? ALL applications MUST go through the DOS Make sure to get both advisor and department chair signatures Earlier deadline! College of Arts and Sciences College of Education, Health, & Human Sciences To your college Dean of Students Office Graduate Student Senate The GSS does not see any applications until AFTER the final deadline All other colleges It takes the GSS two (2) weeks to process all of the applications Make sure to get signatures from your advisor, department chair, and college dean Final deadline!
  24. 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
  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 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) 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
  27. 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
  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 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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