NC State
Graduate Student Association

GSA Award for Conferences

How many GSA Awards for Conferences are awarded each semester?

  • In the fall, the GSA allocates $9,000 for the GSA Award for Conferences. If applicants are all awarded the maximum amount ($1,500), we will minimum 6 award
  • In the spring, the GSA allocates $7,500 for the GSA Award for Conferences. If applicants are all awarded the maximum amount ($1,500), we will minimum 5 award

 

GSA Travel Assistance Award

 How many GSA Travel Assistance Awards are awarded each semester?

  • Currently, over 20 GSA Travel Assistance Awards worth $500 each are available per semester. However, this does not guarantee that you will receive the award as they are merit-based, just as the GSA Award for Conferences are.

Are there any other Travel Awards that I can apply for?

  • Based on the availability, through the applications of GSA Award for Conferences or GSA Travel Assistance award, committee can recommend that you receive either Arthur B. Moss International Grant or Bob & Seuster Sowell Travel Fellowship.

 

Eligibility

 I want to apply, but have not received notification on my abstract acceptance, can I still apply?

  • You may still apply if you have not received notification on your abstract status by the application deadline.  Notify the VP of Academic Affairs as soon as you receive notice. However, if you win the award, we require that you send us the confirmation within two weeks of the notification of winning the award. You will not receive reimbursement until we have the abstract confirmation.

 

Are teaching assistant students or online students eligible to apply?

  • Yes, all fee-paying graduate students in good academic standing (GPA > 3.0) can apply.

 

Reimbursement

 Do I need to submit a Travel Authorization (TA)?

  • Yes, our reimbursement process follows NC State policy. NC State provides a guide on how to submit a Travel Authorization.

 How will awardees receive funds?

  • The GSA awards operate on a reimbursement basis. This means the applicant must pay for the conference and then be reimbursed after travel occurs. Reimbursement is handled by the GSA Treasurer, and receipts for conference registration, air travel, and hotel are required.

Does my department receive the funds?

  • The award is reimbursed to the person who paid (and has receipts) for the conference. If a student paid out-of-pocket, then they will receive the reimbursement. If the department covered expenses, then the department will fill out the reimbursement form and receive the funds.

What expenses are covered?

  • The travel awards cover expenses directly related to your conference, such as conference registration, hotel, airfare, and food. The travel awards do not cover personal expenses such as entertainment or travel which is not directly related to the conference.

Can I be reimbursed for a reservation through AirBnB?

  • We follow NC State’s policy on AirBnB, and we typically cannot reimburse for this type of lodging arrangement unless it is pre-approved by the university. We would need this same documentation required by the university (approved) submitted to us in order to reimburse.

How does reimbursement work if I drive to a conference?

  • On the application, you will input your mileage based on the number of miles driven per day. NC State recently updated their mileage reimbursement process (See Travel Mileage Rage Change Memo) so that for the first 100 miles, you will receive $0.535 per mile with any additional miles over 100 reimbursed at $0.17 per day. There are two sections, one, if you travel less than 100 miles per day and an additional section if you travel more than 100 miles per day. To calculate how much you will be reimbursed, you would enter up to 100 miles per day (indicated by “Include 0-100 miles (per day!)”) in the first entry and everything else in the second entry (indicated by “Include 101+ miles (per day!)”). This means that the first entry can exceed 100 miles (in increments of 100).

For example, if you drive to a conference that is 150 miles away, you would input 200 miles in the first entry (100 miles there and 100 miles back) and then 100 miles in the second entry (50 miles there and 50 miles back). This would amount to (200 x $0.535) + (100 x $0.17) = $124.

Can the travel awards be used to support travel expenses for multiple conferences?

  • Unfortunately, an award can only be used for one conference that is specified at the time of applying. It is non-transferable whether it be to another person or to another conference.

 

Personal Statement

Where can I find the personal statement prompts?

  • The prompts are provided within the application in the personal statement section. They are similar but a little different for each of the awards.

 Does the character count include space?

  • Yes

 

Letters of Recommendation and DGP Authorization 

Where do we submit the letter of recommendation?

  • Letters of recommendation must be submitted by the reference writer. The link is publicly available, and the applicant should review it prior to emailing it to their reference writer. Please remember that submitting or saving the information of reference writers on the application would not automatically send them an email with the link. It is applicant’s responsibility to email them the link

 

Where do we submit the DGP Authorization?

  • DGP Authorizations must be submitted by the DGP. The link is publicly available, and the applicant should review it prior to emailing it to their DGP. Please remember that submitting or saving the information of DGP on the application would not automatically send them an email with the link. It is applicant’s responsibility to email them the link.

 

Who can write reference letters?

  • Anyone you feel can provide a better representation of who you are outside of your research.

 

Will I receive notification when my letters of recommendation and DGP authorization are submitted?

  • If you have not received notification that these materials are submitted, you should follow up with your reference writer or DGP to make sure that these are submitted before the deadline. Sometimes reference writer or DGP do not enter correct applicant email on their forms. Please make sure to send them correct information. They will not be accepted after the deadline.

 

Is there a limit to how many applications can be submitted by a program?

  • However, the GSA reserves the right to limit the number of applications to no more than 5% of the total number of graduate students in the same program based on volume of applications received. In this instance, the DGP will assist in narrowing down the pool of applicants from their respective program based on the highest quality of research. This would happen after all applications have been submitted and evaluated and aids in the selection process.

 

Applying to Both Awards

 Can I apply to both awards?

  • However, you must complete both applications to be considered. Indicating that you are applying to ‘both’ on one application will not be sufficient.
  • If awarded, you can only receive one award per application cycle, determined by the selection committee. A graduate student can receive one award per academic year (Ex. If you receive either award in the Fall 2017, you cannot receive an award in the Spring 2018 OR if you receive either award in the Spring 2017, you cannot receive an award in the Fall 2017). Additionally, you can only receive each award once per graduate degree.

 

Can I receive both awards?

  • However, a graduate student can receive one award per academic year (Ex. If you receive either award in the Fall 2018, you cannot receive an award in the Spring 2019 OR if you receive either award in the Spring 2019, you cannot receive an award in the Fall 2018). Additionally, you can only receive each award once per graduate degree.

 

If I apply for both awards, does one of my letters of recommendation need to submit twice? Does my DGP need to authorize twice?

  • Your letters of recommendation and DGP authorization only need to submit their information once. They need to indicate on their form that the applicant is applying to both awards. There is a drop-down question for them to choose what the applicant is applying for.

 

I decided after my DGP authorization and letters of recommendation were submitted for one award that I am going to apply to both? Is this okay?

  • Yes, the applicant needs to update this information on their applications. The DGP and reference writers do not need to submit again.

 

If I am applying to both awards, what do my letters of recommendation and DGP Authorization indicate on their form?

  • They will indicate that you are applying to both. This provides evidence that you have notified your reference writers and your DGP that you are applying to both possible funding sources. Your applications will provide the information for which letters of recommendation to consider for each award.

 

If I am applying to both awards, do I need three letters of recommendation?

  • One letter of recommendation can be used for both awards. However, if you would prefer, you can submit three letters of recommendation. Your reference writers will indicate that you are applying to both awards regardless of which award the letter of recommendation is for. The applicant will indicate on their application which letter of recommendation to consider for each application.

 

General

What are the fall and spring timelines for the applications?

  • The travel dates for future award cycles are changed to traveling within a six-month period after the application deadline as stated below.
  • Fall award cycle
    • Application Available: July 15
    • Application Deadline: September 15 at 5pm
    • Travel Dates Covered: September 15 – February 14
    • Notification Date: November 15
  • Spring award cycle
    • Application Available: December 15
    • Application Deadline: February 15 at 5pm
    • Travel Dates Covered: February 15 – September 14
    • Notification Date: April 15

 

What if I have multiple presentations at a conference?

  • You would choose the abstract you deem best represents your research. Additionally, you would indicate that you are doing multiple presentations by clicking “Other” under Presentation Type followed by explaining your situation.

 

If we are presenting at a conference as group, can we apply as a group?

  • You would apply individually.

 

What happens if I have the application open after the deadline and submit final edits?

  • Any edits that are made on the application are timestamped. If you have access and modify your application after the deadline, it will be disqualified.

 

How often are the applications updated?

  • Applications are evaluated and revised after each application cycle. This ensures that there are no unfair questions as well as allows us to continuously make sure we are meeting the needs of the students.

 

Who will judge my application?

  • Applications are judged by a committee made up of graduate students from the GSA. Each application is reviewed by at least 3 committee members from different departments than the applicant. Award decisions are then made by the committee during scheduled meetings.

 

How often are the rubrics updated?

  • Rubrics are evaluated and revised after each application cycle. This ensures that there are no biases as well as allows us to continuously make sure we are meeting the needs of the students.

 

What is the selection criteria?

    • Each application is judged according to a rubric designed by the selection committee. The rubric takes all application information into account including applicant GPA, recommendation letters and conference scope. Applicants should take extra care with the personal statement, making sure to answer all questions according to given directions and concisely and clearly.