Office of Student Research

The Office of Student Research is currently accepting OSR Travel Grant applications for students to present at meetings or conferences (in-person or virtual). Only students who are the lead presenter can apply for an OSR Travel Grant to cover registration and costs associated with travel (e.g., mileage, lodging, airfare, meals) to the conference/meeting. If attending a virtual event, students can only claim virtual registration fees on their application (no abstract submission/processing fees/membership fees). 

All currently enrolled Appalachian students (graduate and undergraduate) in good academic standing are eligible to apply for a travel grant of up to $300. The grant must be used to defray the cost of travel to present results of their research or creative performance at a professional conference in their field. The Office of Student Research can only fund travel for accepted presenters, we cannot fund travel to simply attend a meeting or conference. OSR cannot fund tuition, training or course fees of any kind.

You must apply for all OSR Travel grant funding in the grant cycle PRIOR to the month you are traveling. For example, if you are departing anytime in October (October 1-31), you would need to apply online and have a complete Faculty Recommendation form submitted by September 15th.  We cannot fund travel costs for presentations which have already occurred. OSR CANNOT MAKE ANY EXCEPTIONS TO THIS POLICY. If you are not sure you will be notified of your abstract acceptance before this deadline requirement, you should apply by the 15th of the month before your travel takes place - indicating that your work has been submitted for presentation. If you are not accepted to present, you would need to notify OSR asap.

When multiple students are presenting (and are all lead presenters, not co-presenters) at the same meeting or conference ALL students must apply for individual OSR Travel grant funding in the same, monthly grant cycle. Due to the increased number of applications for travel to present at the same meeting or conference for multiple students (group trips), OSR can provide a maximum of $175.00 per student. A group trip is defined as five or more students presenting their research or creative endeavor at the same meeting or conference. Each student presenting must submit a separate, individual grant application listing only their out-of-pocket expenses for the trip.

All Travel Grants are awarded as reimbursements through Chrome River, after the trip has occurred and all receipts have been submitted. All receipts must be in the student's name - receipts for shared lodging must be split by the hotel and each student must pay their part at the hotel. No money is advanced prior to traveling. OSR grants are only for expenses paid for (out -of-pocket) by the student applying for funding. OSR cannot reimburse a department for any charges, including those made on a P-card. Students cannot claim shared van expenses or Motor Pool charges of any kind on any OSR grant application.

The OSR Travel Grant is NOT designed to cover the following:

• Costs associated with class projects, class assignments or any activities that are associated with a traditional "in the classroom" course
  
• Abstract submission or processing fees 
• Membership fees of any kind

NOTE: Travel Grants cannot be used to fund any of the costs associated with designing or printing your poster for presentation. For these costs you are encouraged to apply for an OSR Research Grant.

Frequently Asked Questions

How do I know if I am in good academic standing?

• Students that are currently (in the semester applying) NOT on academic probation are considered in good academic standing.

When should I apply for the Travel Grant?

•  Students must apply for all OSR Travel grant funding in the grant cycle PRIOR to the month you are traveling. For example, if you are departing anytime in October (October 1-31), you would need to apply online and have a complete Faculty Recommendation Form submitted by September 15. We cannot fund travel costs for presentations which have already occurred. OSR CANNOT MAKE ANY EXCEPTIONS TO THIS POLICY. If you are not sure you will be notified of your abstract acceptance before this deadline requirement, you should apply by the 15th of the month before your travel takes place - indicating that your work has been submitted for presentation. If you are not accepted to present, you would need to notify OSR asap.

How do I complete the budget for my Travel Grant?

• Use the following link for information concerning requests for mileage, food and lodging.
• When multiple students are presenting at the same meeting, "cost sharing" is highly encouraged.

What do I do if I am traveling Internationally?

• If you are traveling internationally, please see the link to the Alerts and Warnings page. If you have questions about this information, please contact the Director of Education Abroad,in the Office of International Education and Development, at 828-262-2046.
• OSR cannot fund travel of any kind to countries or areas where there are safety warnings or sanctions in place.

What if I have already traveled to my conference, can I still apply for a Travel Grant?

• Unfortunately, OSR cannot fund travel costs for presentations which have already occurred.

Any questions may be directed to the Office of Student Research at weavermk@appstate.edu.

Grant Requirements

In order to justify awarding a travel grant, the Office of Student Research must have an itemized budget including a list of lodging expenses, mileage or flight cost, meals, parking and registration fees associated with your travel. Additionally, a brief description of your role in the presentation including whether or not there are co-presenters or authors should be provided. The following are some suggestions for your proposal preparation:

1. Determine your lodging expenses and transportation. This includes estimating the cost of your flight or estimated mileage (please use the University subsistence amounts). Consider ways to "cost share" with other students who will be presenting at the same conference.
2. Estimate a meal allowance based on the university subsistence amounts. You cannot claim any meals on a one-day trip, where no overnight stay is required. Please view the following link concerning requests for mileage, food, and lodging.
3. If applicable, consider parking fees and/or registration fees.
4. Explain the purpose of the conference and discuss your role in the presentation including whether it is an oral or poster presentation or creative endeavor, list other authors or presenters, and describe how this conference will benefit you as an attendee. Be sure to write the completed name of the conference (e.g., American College of Sports Medicine versus ACSM), do not abbreviate as reviewers may not be knowledgeable of the acronyms used in your field.
5. All policies and procedures regarding travel costs should follow university guidelines. Additionally, students are expected to follow COVID-19 related policies and procedures when traveling https://www.appstate.edu/go/coronavirus/updates/.
6. If officially awarded an OSR Travel grant, you will need to contact the administrative assistant in your Faculty Mentor's home academic departmental office to get set up on App State's Chrome River software system for travel approvals and reimbursements.

To Apply

1. Have your faculty mentor (the faculty member listed on your application, who mentored your research ) complete the Online Faculty Recommendation Form. All Faculty Recommendations MUST be submitted online - forms will not be accepted through campus mail, email or at the office. OSR must have the student application AND online Faculty Recommendation by the deadline date (15th of the month PRIOR to the date of departure for travel).
2. Submit the Office of Student Research Travel Grant application form in the deadline cycle one month PRIOR to the month that travel occurs. (example: for all travel in September - date of departure, September 1-30 - applications must be received by the August 15th OSR Travel Grant deadline. NO exceptions can be made to this policy). There is no call for proposals for the month of June, due to fiscal year end closing dates.

   The Office of Student Research is currently accepting OSR Travel Grant applications for students to present at both virtual meetings and in-person conferences. Students cannot apply for funding to support abstract submission or processing fees on their application. 

3. Students must apply for all OSR Travel Grants in the deadline cycle PRIOR to the month that travel to present occurs. The application link will close at 11:59 pm on the 15th of each month and re-open for the next grant cycle on the 18th of each month. Make sure you do not exceed the character count for each field - your application has NOT been received by OSR unless you get an emailed confirmation after clicking submit.
4. Please view the following link concerning requests for mileage, food, and lodging.

The deadline for all OSR Travel Grant applications is the 15th of each month with award notification made by the end of the month. We must have both your online application and your complete, online Faculty Recommendation Form submitted electronically by the deadline date.

You must apply in the grant cycle PRIOR to the month you are traveling. For example, if you are departing anytime in October (October 1-31), you would need to apply online and have a complete Faculty Recommendation Form submitted by September 15.  We cannot fund travel costs for presentations which have already occurred. OSR cannot may any exceptions to this policy.

Funding

• All Travel Grants are awarded as reimbursements, after the trip has occurred and all receipts have been submitted - no money is advanced prior to traveling. *OSR grants are only for expenses paid for (out-of-pocket) by the student applying for funding. OSR cannot reimburse a department for any charges, including those made on a P-card*
• If officially awarded an OSR Travel grant, you will need to contact the administrative assistant in your Faculty Mentor's home academic departmental office to get set up in App State's Chrome River software system for travel approvals and reimbursements. You must begin this process prior to your date of departure.
• Students can only receive OSR Travel grant funding if they are actively enrolled during the semester (fall, spring or summer). We cannot fund travel to present if a student has already graduated - the student must still be enrolled at App State at the time of their travel.
• Original, zero-balance receipts or invoices in the student's name (cannot be in a parent, other student, or Faculty member's name, departmental P-card charge, etc.) are required for reimbursement.
• Priority will be given to students who also present their work at the Annual Celebration of Student Research and Creative Endeavors at Appalachian.

Award Notifications

Complete applications (student online form AND online letter of Faculty recommendation) received by the 15th of each month will be reviewed prior to the end of the month. Award notifications will be made at the end of each month. OSR cannot consider applications for travel that has already occurred - students must submit their complete application by the 15th of the month PRIOR to their date of departure.