Grant Information and Guidelines

Grant Information

Where Do We Get Our Funding?

GSGA’s annual budget is $5 from each graduate student per academic year, or approximately $10,000. The maximum amount of money allocated through a GSGA grant is up to $500. Research and travel grants will be funded for educational purposes only.  Please read the Guidelines closely before beginning your online application. 

GSGA Research Materials and Presentation Travel Grants Information

Please read the instructions and guidelines below carefully. If guidelines and instructions are not correctly followed, grant allocations will not be made. Only complete applications will be considered for funding.

A complete GSGA Grant Application should consist of the following components:

  1. GSGA Grant Faculty Recommendation Form written by the advising professor turned in directly to the School of Graduate Studies.  If a Research Materials grant, the Faculty member will certify that all materials will reside on campus and will be University property.
  2. GSGA Grant Signature Page that includes three required signatures: Faculty Mentor, GSGA Senator and Graduate Program Director. Please make sure to start this process early to insure that all signatures can be obtained prior to the deadline date - we cannot accept late forms.
  3. GSGA Grant Statement of Impact and Budget Justification that you must compose, sign, and submit that describes how the money awarded will affect the University's research mission, your academic progress and/or your research goals and a Budget Justification i.e. a list estimated expenses and where they will be housed.
  4. GSGA Online Application (either Research or Travel)

GSGA Research Materials and Presentation Travel Grant Guidelines

I.          Guidelines and Deadlines

A. Guidelines

  1. You must be a full or part time on campus graduate student at Appalachian State University at the time of supplies purchase or at the time of travel.
  2. GSGA grants will only be awarded to students in departments that have fulfilled attendance requirements through their senator. (Note: In order to fulfill the attendance requirement each department must have a senator that has missed no more than two meetings per semester and has attended the most recent meeting to the grant deadline) If you wish to apply for a vacant seat in your department, please contact the graduate school.
  3. GSGA grants will only be awarded to those students who can provide verifiable documentation of their expenses.
  4. GSGA Research Materials Grants: Include catalogue numbers of the items to be purchased or a screenshot listing price of services to be rendered.
  5. GSGA Research Presentation Travel Grants: Only available to students traveling as a University respesentative to present research/poster/case studies, etc.  An abstract MUST be sent with award application as well as proof of presentation, such as conference agenda, etc.   Estimate of costs includes confirmation of conference registration, receipt or screenshot of a price quote for plane tickets, confirmation of hotel registration, etc. Include any additional documentation that will demonstrate cost that will be incurred. GSGA will not award more than the estimated cost of travel expenses, but may award more than requested if amount is less than cost of travel. GSAS will not award more than the stated guideline maximums. NOTE: University Travel documentation, i.e. a Travel Authorization (before travel) and a Travel Reimbursement (after travel) MUST be provided .
  6. Only complete applications that have all appropriate signatures will be considered for grants. A separate signature page must be submitted for each GSGA Grant Application.

B. Deadlines

  1. Deadline information
    1. There will be 2 calls for applications in the fall semester: the first in September and again in November if funds are still available for the semester; there will be 2 calls for applications in the spring semester: the first in February and again in March if funds are still available.
    2.  The money available in September will be open to individuals who have traveled after the start that fiscal year as well as future research projects and travel.
    3. Each semester a second call will be used only to reallocate monies that have not been spent by that date. A new application must be filed to be eligible.
  2. Applying
    1. There will be no reimbursement funding for after-the-fact research purchases or travel nor will there be any travel purchases made in advance of travel.
    2. You must apply for funding in the appropriate deadline cycle. Applications will not be held for future deadline acceptance. It is the applicant's responsibility to resubmit their application at the appropriate time. (For example, if you are applying for a grant to fund research or travel for March 15th and apply for the September deadline, the application will be denied).
    3. You may apply for funding for one or more grants during the same deadline period. If you do apply for two grants during a single semester, it is required that you note this on both applications and that you prioritize which grant would be most beneficial to your educational pursuits. If additional funding is secured through home department or other sources, that information must be provided as well.
  3. Time of award
    1. All travel funding is administered on a reimbursement basis only - no costs will be incurred before travel.
    2. All award notifications will be made through the applicant's ASU email account.
    3. For September (and November) grants, receipts must be turned in and money allocated must be claimed and/or spent by December 15th. For February (and March) grants, receipts must be turned in and money allocated must be claimed and/or spent by May 15th. Any money that has been allocated and has not been spent will be forfeit and available for reallocation.
    4. Special circumstances will be dealt with on an individual basis. For any special circumstances or questions, please contact your department senator. Senators may contact the GSAS treasurer if needed.

C. Summer Funding

  1. The March deadline will serve as the deadline for summer applications. All funding will be allocated from the current fiscal year’s budget. Only individuals whose travel return date is on or before May 31st will be eligible for GSGA Travel Grants. Receipts must be turned in by June 1st of that year or else money is forfeit.
  2. Due to fund restrictions, GSGA cannot fund travel that will occur in the summer.

II.        Travel Grant Specific Guidelines and Deadlines

            Note: All travel MUST be and will be processed via University Travel Authorization/Travel Reimbursement forms and will adhere to all University Policies and Procedures.

  1. Travel grants are only available for students to travel as a representative of the University with the intention to present research/poster/case studies, etc. in order to further the University research mission.  The applicant must attach appropriate documentation of their travel (e.g. if you are traveling to a conference, you must attach a signed and completed photocopy of your registration form).
  2. Only students who are presenting at conferences will be considered for a grant ( documentation must be provided for verificiation).
  3. If you are applying for a travel grant and are traveling on a date after a later GSGA deadline your application will not be considered. The application must be submitted at the appropriate time in order to be considered. If an application is submitted prematurely it will not be held and it will be the responsibility of the applicant to resubmit at the appropriate time.
  4. GSGA cannot fund travel of any kind to countries or areas where there are safety warnings or sanctions in place.
  5. Transportation:
    1. Transportation by privately owned vehicle (POV): If two or more ASU graduate students are attending the same conference or travel obligation, it is assumed that they will travel together. Only drivers of POV's are eligible for transportation funds. On your application, you may claim the current University approved mileage rate (see  per mile traveled to and from the conference. Passengers may not claim any transportation funds. A generated trip map must be included in the application in order to be considered for driving reimbursement. 
    2. Transportation by ASU vehicle: When traveling in an ASU vehicle, no individual is eligible for transportation funds.
    3. Public transportation (plane, train or bus): A printed quote for the budget justification is required.   An original receipt is required for reimbursement.
  6. Hotel Accommodations:
    1.  Written documentation of the estimated cost of the hotel room must be attached to the application.  Upon return, documentation must be in the form of invoice/receipt and detailed hotel folio.
  7. Conference Fees/Registration Costs:  A copy of conference registration confirmation or a receipt from the conference for the registration fee should be sent to attach to the application. If registration for the conference cannot be demonstrated, the application will not be considered for funding. Membership dues will not be considered as part of registration costs; only direct registration will be considered.
  8.  Food:

Meals will be funded at the current University per diem rates.  Reference the University Controller’s Office here >>>>

III.       Research Supplies Grant Specific Guidelines and Deadlines

  1. Include only those expenses that are directly related to research on your grant application. Due to the wide variety of requests that GSGA receives for research grants, it is required that you provide a detailed description of the materials requested and their purpose if the item is not commonly known or used (e.g. special research equipment that is discipline-specific).  The Faculty Mentor must certifiy that all supplies will reside on campus and are University property.
  2. Documentation must be provide for the application that provides information on all supplies and materials requested in order to verify cost (e.g. photocopies of the catalog pages, a printed copy of an Internet site that lists the prices, or a printed copy of a quote list for services to be rendered).
  3. If travel is associated with your research, you should apply for it using a travel grant application!!! Make sure to include dates of travel and documentation confirming definitive travel plans. Research Supplies Grants that include travel will be disqualified for any funding.

IV.       Statement of Impact/Personal Letter

  1. The personal statement is the most important tool used by GSGA in determining which applications get funded and at what levels.
  2. The statement should be a well written, short (1 page) type written and signed document composed by the applicant. The letter should address its relevance to, and the advancement of, the University's  research mission as well as the personal aspects of the project or travel for which funding is being requested. Types of questions to be addressed are:
  • What impact will this research/travel have on the University's research mission?
  •  What impact will this have on you, the applicant,  both personally and professionally?
  • How will this experience help to further the University education goals in your program?
  • What implications might this experience have on your future?
Applications that do not include a Statement of Impact/personal letter will not be considered for funding.


Questions regarding your specific application can be directed to the School of Graduate Studies 282-262-2130.