COSAM » Departments » Research » Travel » Graduate Students

Application
modified 06/07/2017 ag moss

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 Review Period Travel Period Deadline 1 - Fall Semester 15 August - 15 January 1 October 2 - Spring Semester 15 December - 15 May 1 February 3 - Summer 15 April - 15 September 1 June

Explanation:

The College of Science and Mathematics provides modest support for COSAM graduate students to present their dissertation or thesis research at scientific meetings. Each graduate student can receive at most one COSAM travel award in any three consecutive review periods; i.e. one per year. Preference is given to previously unfunded students who are nearing graduation, students with strong proven records of productivity as shown through publication or other evidence of strong research scholarship, and students who have attempted to obtain support from other sources, such as the Graduate School or the agency running the meeting. The quality of the graduate faculty advisor letter is closely examined because it confirms information elsewhere in the application, and further indicates the advisor's level of enthusiasm for the student and the project. If we detect that an application is incomplete we will try to contact the student and/or faculty member, but there is no guarantee that we will be able to do so. If the incomplete application is discovered after the deadline, it will not be considered. Thus, it behooves the student to be complete and careful in the application effort. Note that there is some overlap in the travel periods; this is to enable a student to potentially get an award even if they missed a specific travel/application window. I.e., it is to help the student.

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Rules:

1. The College provides modest funds for students to present thesis or dissertation research at scientific meetings. Students rarely receive funds for alternate programs, such as attendance at workshops, and funds are NOT provided to support research effort, or travel to research sites.

2. The COSAM Graduate Student Travel Fund is available to COSAM graduate students in good standing only. Application by students enrolled in other colleges is not allowed.

3. We accept ONLY electronic applications as described here. Paper copies cannot be accepted.

4. Awards are made only once per CALENDAR year, based on acceptance of the award. For instance, if a student accepts an award in Fall of 2017, the student is ineligible to apply until the Fall 2018 round. If the funds are not used in the current round, the student may apply again to use the funds in a subsequent round within that year.

5. All applications are due by 4:45 on the stated date. Applications must be complete. We cannot accept late applications, because we attempt to review the applications and award the funds very quickly, usually within a week. To the student: be sure to contact your faculty supervisor well before applying, to give him/her time to get the reference in by 4:45 on the due date. If the due date falls on a weekend or University holiday or special event, we will extend the due date to the next business day. E.g., if the due date falls on a Saturday, we will accept applications until the following Monday.

6. Currently, travel awards are capped at $500. Students may request less than$500, but at the current time awards will not exceed \$500.

Use of a browser other than Internet Explorer:

Explanation: Internet Explorer is recommended because it works seamlessly with these forms. Clicking the 'email' radio button in the form sends the application to the ADR office with the option to send attach documents and to copy the committee chair. The process sets up the email to Ms. Thomas (cwt0008@auburn.edu) in COSAM, using your default Microsoft emailer, but then pauses, allowing the user to add attachments, after which it sends the files when the user gives the final 'send' command.

Application Procedure:

1. Starting 8/27/2014, there will be only one accepted application form:

Read the instructions very carefully, and when you submit the application, be sure to attach the additional files (there should be two files total). Do not change the name of the application file that appears, but DO add your GUID (email name) to the beginning of the existing application file name. Be sure to also include your GUID at the beginning of the file name for your supporting information as described in the application form. This will ease sorting of the files in the COSAM Assoc. Dean for Research Office.

2. A 'Request for Authority to Travel' (R.A.T.) form must be included with every application that involves domestic travel. Please fill out the details as best you can. FOAPs are not needed.

3. A RAT-50 SHOULD be initiated for all students planning international travel. The process is integrated into the Banner system through the self-service Banner portal for each person, campus wide, whether student or faculty member, and is designed to facilitate oversight by several offices, and to speed processing of the request. You need this for Auburn University (An important part is that it triggers a request for international medical coverage) - it is not a rule of the COSAM graduate travel committee. Visit this site to start the RAT-50 process:

We ask that you give us a screen shot to provide evidence that you are going through this process, but we don't need the final result, which can take weeks to get. You can get a screenshot with a PC by pressing <shift> and <print scrn> at the same time; you can then paste the image into a Word, Paint or other program.

Suggestions and further info: The main reason for asking for evidence of this process is to get the student started with paperwork that can take a relatively long time to process. There can be many details with this process, so be sure to start this process early; it must be complete at least 3 weeks prior to your departure date. Consult your departmental office to ensure that you have the right information and are following the right policies for your department. Please include that page with your other information when you send in the application to COSAM. This way we will know that you have started the process. Routing occurs electronically and automatically via email.

4. To the faculty advisor: Please fill out the clickable faculty reference form and submit it electronically. The letter can be submitted either on the form itself or as an official letterhead letter. Keep in mind that it is expected that the student does not have access to your reference letter. Your digital signature guarantees authenticity.

Dear Faculty Colleague: We know your time is important, and so the form has pre-loaded buttons to speed the process. Please understand that a quality reference is a great help to your student. You may use the radio buttons to "Submit without letterhead" (blue lettering in an orange lined box) or "Submit with letterhead" (orange lettering in a blue lined box)

When you send in your faculty reference form and / or your letterhead letter, please be sure that the student's GUID (email name) precedes the name of the file . For instance, if a letter were sent on my personal behalf (Anthony Moss, mossant@auburn.edu) the professor's reference letter form file would be named 'mossant_COSAM_graduate_travel_award_professor_reference_.pdf' . Similarly, please label the letterhead file as follows: 'mossant_COSAM_graduate_travel_award_.pdf'. Labelling in this manner eases the sorting of incoming mail in the COSAM ADR office.