Spnsrship Applicatin Instructins and Infrmatin: Emergency Cycle Cnference/Event/Research Travel Emergency Spnsrship Funding shuld be perceived as an ptin nly when all ther financial alternatives have been exhausted. GPSA emergency funding is available fr graduate and prfessinal students fr cnference/event travel ONLY. Submissins fr emergency spnsrship shuld be limited t applicatins meeting the fllwing criteria: Unfreseeable circumstances such as financial r medical emergencies. The applicant was an incming student and nt yet enrlled in a graduate/prfessinal prgram at the time f the regular cycle applicatin deadline. The cnference/event was nt accepting abstract submissins until after the regular cycle spnsrship deadline had passed. Please Nte Emergency applicatins must be received prir t travel If yu are applying fr cnference/event travel, applicatins shuld be submitted during the regular spnsrship cycle fr which the cnference/event will be held, even if yu have nt yet received ntificatin f cnference acceptance. Graduate and prfessinal students are nly eligible fr ne emergency award per year. **The GPSA spnsrship cmmittee reserves the right t request dcumentatin in the case f emergency applicatins, thus, it is recmmended that when pssible, yu submit dcumentatin (such as a dated call fr abstracts) that supprts the emergency status** I. Student Eligibility Only cmplete applicatin packets where applicants meet the fllwing criteria will be cnsidered fr Spnsrship funding: Only fficially admitted UNLV graduate and prfessinal students wh currently enrlled are in a recgnized graduate degree r prfessinal prgram may apply fr spnsrship funding. Funding may nt be awarded t UNLV graduate and prfessinal students wh will have graduated prir t the start f the semester fr which funding is awarded (e.g., a student may nt apply fr Emergency Cycle funding fr an event that ccurs during winter intersessin if they graduate in the previus Fall semester). Only activities that make a cntributin t the applicant s field as well as directly affect their degree prgram are eligible fr funding Students wh have received GPSA spnsrship mney and have since had the pprtunity t present at the annual GPSA Student Research Frum but have nt yet dne s are nt eligible fr additinal GSPA spnsrship funding. After a student presents at the GPSA Student Research Frum, they nce again becme eligible fr GPSA spnsrship funding. Applicatins may nt be submitted mre than nce fr the same activity regardless f whether funding fr that activity was granted r denied in a previus cycle. Emergency 1
The fllwing circumstances are NOT eligible fr emergency spnsrship: The applicant was unaware f regular cycle funding deadlines. The applicant was unaware f emergency spnsrship funding. The applicant did nt submit an applicatin during the regular cycle because they had nt yet received an acceptance letter frm the cnference/event II. Deadlines EMERGENCY spnsrship prpsals are accepted n rlling basis n the 20th f every mnth Fr semester start and end dates, see the UNLV Academic Calendar at https://www.unlv.edu/registrar/calendars/2018-2019 III. Funding Pririties The GPSA shall supprt activities which make a cntributin t the schlar s field as well as directly affect the graduate/prfessinal student s degree prgram. The Spnsrship Cmmittee has established the fllwing pririties in cnsidering applicatins wing t the cmpetitive nature f the GPSA spnsrships: Please nte emergency applicatins are fr travel nly (secnd pririty Tier II). Only ne applicatin per applicant may be submitted fr each spnsrship cycle (Fall, Spring, and Summer). This includes emergency applicatins. Fr instance, a student awarded funding ne semester is nt eligible fr emergency funding fr that semester. First Pririty (Tier I) Any research prject r travel that is required, per the applicant s degree prgram, fr the cmpletin f a degree prgram (e.g., research fr a thesis, dissertatin, r culminating prject) Secnd Pririty (Tier II) Travel expenses necessary fr presenting at cnferences, perfrmances, r sharing f schlarly wrk, and any research prject that is nt required fr the cmpletin f a degree prgram Third Pririty (Tier III) Cnference attendance r ther prfessinal develpment with n presentatin IV. Fraudulent Dcumentatin Submissin All applicatins must be the riginal wrk f the applicant. Repeat r duplicate applicatins, and applicatins with sectins duplicated frm any ther applicatin will nt be cnsidered fr spnsrship funding (even where individuals in a grup are applying separately fr their part in the same activity). The presentatin f false r therwise incrrect infrmatin will lead t immediate disqualificatin f the applicatin, suspensin f an further GPSA funding, a freeze n any existing GPSA funds accunt, the immediate repayment f any funds utilized tward the abve mentined research prject, and the student will be referred t the Office f Student Cnduct fr further cnsideratin. Emergency 2
V. Funding Limitatins and Nn-Cvered Items N applicant may btain mre than three GPSA spnsrship awards per academic year N mre than ne emergency spnsrship applicatin will be awarded per year Each applicatin may request funding fr a single activity, prject, r event N individual shall receive mre than $1,250.00 per academic year Any items that have been purchased prir t the starting date f the spnsrship award are nt reimbursable. Salaries, wages, hnrarium, tuitin, service and/r vlunteer cmpensatins, rutine supplies, prfessinal rganizatin membership, and thesis/dissertatin cpies are nt permissible and, therefre, are cnsidered nn cvered items Per Diem will nt be nt funded. VI. Acknwledgement Any and all reprts, papers, articles and bks resulting frm the applicant s funded prject shuld include an acknwledgement t the Graduate & Prfessinal Student Assciatin VII. Required Applicatin Items Applicatins missing any cmpnent listed belw are cnsidered incmplete and therefre will nt be cnsidered fr spnsrship funding. Sectin 1: Cver Sheet The cver page must be signed, dated, and all sectins cmpletely filled in. The cver sheet is part f the Qualtrics applicatin and all infrmatin shuld be typed nt the page and nt handwritten. Sectin 2: Explanatin f Activities (1 page maximum) A strng prject descriptin/explanatin f activities sectin is cherent, well-rganized and includes the fllwing: A cncise summary f the research being cnducted r prject/research being presented An explanatin f yur rle in the research being cnducted r prject/research being presented (e.g., yur cntributin t the design, methds, data cllectin, etc.) A descriptin f the gals, methdlgy, and results (r expected results fr research travel) f the research being cnducted r prject/research being presented An explanatin f the significance f the research being cnducted r prject/research being presented t yur field f study, yur department, UNLV, and the cmmunity Fr research travel, a timeline fr the prject frm initiatin t cmpletin, including specific dates and activities t be cnducted fr the requested travel Fr cnference/event travel, yur planned activities during the cnference/event A brief statement f the intended use f the spnsrship funds An explanatin f why the GPSA shuld supprt yur research/cnference/event travel, including discussin f hw this supprt wuld benefit the GPSA, yur department, and UNLV Emergency 3
Sectin 3: Explanatin f Emergency Status An explanatin f the need fr emergency funding must be included in rder t be eligible fr emergency spnsrship funding. This shuld be cncise, yet thrugh, and include a valid explanatin fr why the applicant was unable t apply during the regular cycle. Sectin 4: Letter(s) f Recmmendatin One letter f recmmendatin is required frm a member f the student s cmmittee, preferably the cmmittee chair. Additinal letters f recmmendatin and supprt frm graduate faculty members can be submitted t speak t the imprtance/relevance f the student s research. Please nte all letters must be signed and n fficial university letterhead. A strng faculty letter is: Free f grammar and spelling errrs Individualized and specific t the applicant s strengths and their wrk Addresses the quality and value f the research being cnducted r the prject/wrk being presented Addresses the imprtance f the student s research being cnducted r attendance/presentatin at the cnference r event Addresses the reasn that the applicant was unable t apply during the regular cycle If yu are unable t prvide the Letter f Recmmendatin, please have the recmmender email the letter t gpsa@unlv.edu Sectin 5: Itemized Budget A detailed, itemized, and justified budget that utlines the cst f research travel r fr attending the cnference/event and specifies the amunt f funding requested. A strng budget sectin requires the fllwing: Neat and rganized, preferably arranged in a table Itemized Break dwn items requested by unit price, number f units, and ttal price fr each item -Fr example, the cst per night, number f nights requested, and ttal cst fr the duratin f yur stay shuld all be included when listing htel accmmdatins Detailed Describe each item in detail -Fr example, fr an item listed under the Travel sectin might be described as Rundtrip airfare frm Las Vegas, NV t San Francisc, CA n Suthwest Airlines Include vendr/retailer infrmatin where applicable (name, address, phne number, website) Supprted with a justificatin sectin Explain why yu chse t include each item (why is it necessary fr attending this cnference/event) Explain hw the item was selected -Fr example, a htel might have been chsen because in a search using varius travel search engines, it was the least expensive htel in walking distance t the cnference/event being attended Emergency 4
Must be supprted with supplemental materials This can include Internet searches quting prices fr travel csts, htel accmmdatins, pster printing, cnference registratin fees, etc. - Include nly the first tw pages f each search - Nte that this des nt replace the need fr an rganized, detailed, itemized budget with a justificatin Identifies additinal funding surces and amunts, including: previusly awarded funding that will partially supprt this travel funding fr which an applicatin has been submitted but yu have nt yet received a decisin funding fr this travel fr which yu plan t apply sme examples f these funding surces are department r cllege supprt, Graduate Cllege and university-wide schlarships, and external funding agencies (e.g., NSF, NIH, Fulbright) When cmpsing this sectin, please keep in mind that the cmmittee is appreciative f applicants being attentive t finding the lwest csts and sharing expenses such as htel and transprtatin csts with ther students traveling t the same cnference/event NOTE: Travel expenses UNLV s travel allwance may be used t calculate travel csts but preference will be given t applicants that find the least expensive rates. Please check the GSA website used by UNLV t determine per diem rates: http://www.gsa.gv/prtal/cntent/104877 An itemized budget example is prvided n page 8-16 Sectin 6: (Cnference/Event Travel): Acceptance Letter A dated cpy f yur presentatin acceptance letter is required fr applicants presenting at a cnference/ Sectin 6: (if applicable) Research Travel: IRB / IBC / IACUC Apprval Frm(s) Animal use r human subject apprval frms shall be submitted when required fr the applicant s prject. Check with yur department chair r the UNLV Office f Spnsred Prgrams fr further infrmatin: http://www.unlv.edu/research/oprs/ Emergency 5
VIII. Appeal Prcess: The applicant may appeal in writing t the GPSA Executive Bard. A letter f intent t appeal shuld be sent within ten (10) university business days f ntificatin f award status with the final appeal being sent n mre than thirty (30) university business days explaining the appellant s argument in respnse t the cmmittee s decisin t deny r limit funding. If a spnsrship award decisin is appealed, the riginal applicatin will be cnsidered in its entirety and n new applicatin materials may be cnsidered. Denials based upn appellant s incmplete and/r inaccurate spnsrship applicatin, r ineligibility, shall nt be recnsidered in mst cases. The appellant shall be ntified f the GPSA Executive Bard s decisin. Please submit the riginal applicatin t the GPSA Office lcated in the Graduate Student Cmmns, Lied Library rm 2141, r via email t gpsa@unlv.edu. IX. Questins: If yu have any questins regarding the emergency spnsrship applicatin prcess r any ther cncerns, please cntact us at (702)895-2315 r via email t gpsa@unlv.edu Emergency 6
Spnsrship Emergency Cnference Travel Applicatin Checklist Please nte that applicatins may nt be submitted mre than nce fr the same activity and all applicatins must be the riginal wrk f the applicant. Repeat r duplicate applicatins, and applicatins with sectins duplicated frm any ther applicatin will nt be cnsidered fr spnsrship funding (even where individuals in a grup are applying separately fr their part in the same activity).funding requests fr research activity submitted during the emergency cycle are limited t expenses fr travel. The fllwing sectins are REQUIRED unless therwise stated. Applicatins missing any cmpnents are cnsidered incmplete and therefre ineligible fr spnsrship funding. Cver Sheet All sectins cmplete Signed and dated Explanatin f Emergency Status Describes the need and circumstances fr emergency funding Explanatin f Activities fr CONFERENCE TRAVEL applicatins (1 page maximum) Cncise summary f the research being presented including methdlgy and findings Identified the applicant s rle in the research and presentatin Significance f research being presented t field f study, UNLV, and cmmunity Explanatin f why the prject shuld be funded by the GPSA Planned activities at cnference Statement f intended use f funds Dated cpy f presentatin acceptance letter Letter(s) f Recmmendatin Frm supervising faculty member(s) Explanatin f emergency status Descriptin f applicant s strengths Descriptin f quality and value f prpsed research Itemized Budget Itemized and rganized Detailed Justified Supprting dcumentatin and cst cmparisns prvided fr each item Emergency 7
Travel Dates: May 30-June 4, 2017 American Cllege f Sprts Medicine Annual Meeting in Denver, Clrad Travel Item Descriptin* Unit Cst Ttal Cst Amunt Requested frm GSPA Ldging 1 Airbnb, sl 1 $30/night plus $13 in taxes and fees $ 43.00 $ 43.00 Ldging 2 Airbnb, with rmmates 1 Airfare Suthwest Airlines (including $120/night + $58 taxes and fees = $538, split 2 ways = $269 ea. fr 4 nights $ 269.00 $ 269.00 $38.85 taxes and fees) 2 $177.90 $ 177.90 $ 177.90 Registratin Graduate student rate 4 $100.00 $ 100.00 $ 0 Membership ACSM Student Membership 5 $20.00 $ 20.00 $ 0 Grund Transprtatin Denver Airprt Rail 6 $9 each way $ 18.00 $ 18.00 Abstract Submit ACSM 7 Cst f submissin $ 35.00 0 Ttals $ 662.90 $ 507.90 *Ntes 1: Airbnb was the cheapest ptin amng all htel ptins and cnference-spnsred rms (see supplementals 1-3). Fr the first night (Tuesday) I have chsen t stay in a less expensive and smaller private rm by myself because my pster is t be hung by 7:30 am n Wednesday. My rmmate will arrive n Wednesday, and we will share a larger space that is still cheaper than area htels and within 1 mile frm the cnventin center. I have paid up frnt fr the Airbnb cst, but my rmmate will be reimbursing me fr half the cst. We riginally had a third rmmate (upn bking) but she backed ut after bking. Hwever, the price per unit fr tw peple cmpared t three is still cheaper than ther cmparable lcatins, s we did nt alter the reservatin. 2: Flight was chsen as the least expensive ptin that arrived and departed at an apprpriate time. I searched several sites (skyscanner, expedia, cheapair, see supplemental 4) t find an average cst, and the cheapest n all the sites was arund $200. Hwever, Suthwest airlines was having a sale and I was able t purchase a rund trip flight fr $177. Checking nw, thse flights I purchased are mre expensive nw than when I purchased them, s I still gt the best deal. (supplemental 4-5) 4: Registratin fr the event is required. Purchased thrught the Department f Kinesilgy. (supplemental 7) 5: Required fr attendance; I am accepting respnsibility fr these csts. (supplemental 7) 6: The Denver Airprt Rail is the cheapest ptin t travel frm DEN t dwntwn Denver, cmpared with Uber r a taxi, bus r shuttle (supplemental 8). It takes a bit lnger, but the cst savings are wrth the time. (supplemental 9) 7: It cst $35 t submit my abstract. I am accepting respnsibility fr this cst. (supplemental 10) Emergency 8
Supplemental 1, Official Meeting Htels and Regular Pricing fr Chsen Htel Emergency 9
Supplemental 2, Htel Cmparisns Emergency 10
Supplemental 3, Ldging Receipts Emergency 11
Supplemental 4, Flight Cmparisns Emergency 12
Supplemental 5, Suthwest Rates and Purchase Receipt Emergency 13
Supplemental 7, Cnference Registratin and ACSM Membership Prf f student membership Emergency 14
Supplemental 8, Grund Transprtatin Cmparisn Emergency 15
Supplemental 9, Rail Cst Emergency 16