Research in Motion Travel Grant

Funding Amount

Students will submit a budget detailing all their needs for funding; however, the actual amount of funding disbursed may be less depending on the number of applicants and available funding. The Charles Center anticipates being able to fund 15-20 students during the 2023-2024 academic year.

Eligibility Information

• Currently enrolled undergraduate student in good academic standing
• Will attend an academic conference in their field of study/research during the 2023-2024 academic year (August 30, 2023 through May 15, 2024) OR is currently conducting a faculty-mentored research project and will travel in pursuit of this research during the 2023-2024 academic year

Travel Information

• Research travel: Domestic (within the United States) travel to libraries, archives, laboratories, etc., in support of research. No proposals for international research travel will be approved.
• Conference travel: The conference must take place within the United States. No proposals for funding for international travel to conferences will be approved. Proposals for funding for virtual conference registration are acceptable. 
• Approval is contingent on current university travel policies. 

Conference Travel 

• Information about the conference (name, location, travel dates)
• Title and abstract of presentation (at least 100 words)
• Proof of presentation acceptance or proof that you applied to present
• DocuSign form signed by you and your faculty mentor verifying that your faculty research advisor has given approval for you to present research conducted under their mentorship
• An explanation of how attending this conference will be applicable to your research interests and further your development in your chosen field (250-500 words)
• Itemized proposed budget. Acceptable expenses include conference registration fees, travel (air train, bus, Uber/Lyft, estimated gas mileage and parking), and lodging. Other conference-related expenses may be considered for funding.
• Disclosure about any other funding you have received or applied for to attend this conference.

Research Travel

• Description of project. This description should be single-spaced, 500-750 words, and meet the following criteria:
  • State the primary objective(s) of your research or project.
  • Briefly describe the foundational themes that inform your subject and elaborate on how your own research builds on these themes and/or forges new ones.
  • Describe the processes, methods, and materials you will use to conduct your research or project.
  • Outline any anticipated results and their significance.
  • Orient your work within your broader course of scholarship: Will this work comprise part of your thesis or dissertation? Does it build on work you’ve done in the past? Do you intend to develop it in the future?
  • Explain the relevance and implications of your research or project: Why is this work important?
• Explanation of why you are seeking funding and how these funds will benefit your research (single-spaced, 750 words maximum).
• Itemized budget of proposed travel expenses
• Disclosure about any other funding you have received or applied for this project
• DocuSign form signed by you and your faculty mentor verifying that the expenses you are requesting Charles Center support for are not already covered by other departmental funding
• If applicable, approval from the appropriate Research Ethics Compliance committee (see information below)

Research Ethics Compliance

For students requesting funding for research travel: If your research involves any of the following, you must request approval from the appropriate Research Compliance committee before submitting your  application. Approval must be obtained before you begin research.

1. Work involving living human subjects (including surveys, interviews, focus groups, or questionnaires)
   • You and your faculty mentor/PI must complete the CITI training modules for: AREA specific human subject modules, Conflict of Interest, and Responsible Conduct of Research. 
   • Undergraduate students: Submit a proposal to the Student IRB (exempt research) OR list your faculty mentor's Protection of Human Subjects Committee (PHSC) approval information on the research grant application form if you are working on their research project. 
   • Graduate students: Submit a proposal through PHSC. 
2. Work that uses or produces radioactive materials
   • Contact Eric Bradley
3. Work that involves the use and care of vertebrate animals
   • You and your faculty mentor/PI must complete the CITI training modules listed as required for the program's course entitled "Investigators, Staff and Students-Working with the IACUC" under the "Laboratory Animal Welfare" curriculum. All personnel whose work involves activities with fish must complete the CITI modules titled either "Working with Fish in Research Settings" or "I work with Zebrafish: Danio rerio".
   • Work with your faculty mentor to submit a proposal through the Institutional Animal Care and Use Committee (IACUC) 
4. Work that involves recombinant DNA, or infectious agents, or direct or indirect contact with wild-caught animals that may harbor infectious agents, or any human fluid or tissue. Please note: It has been determined by W&M that oversight of Select Agents falls under the purview of the Environmental Health and Safety Office. See a complete list of Select Agents and Toxins (pdf). Questions in regard to Select Agents should be directed to Teresa Belback, Director of EHS.
   • Follow the procedures and guidelines on the Institutional Biosafety Committee (IBC) webpage to submit your proposal.

Faculty Advisor Approval Form

The DocuSign form must be signed by the student and their faculty advisor. The Charles Center expects that the faculty advisor has read the project description before signing the form.

Financial Aid Information

By applying for this award, you give consent for the Charles Center to review your financial aid package through the Financial Aid Office. If you are receiving financial aid that has already assisted with your full financial need, accepting this award could result in a reduction of your future financial aid. If you have any questions, we recommend you contact the Financial Aid Office to understand the impact this award may have on your aid package.

Disbursement

• If your proposal is accepted for partial or full funding, you will receive an award letter you must sign and return to the Charles Center before receiving funding. 
•  If your student account is not paid in full by the time the disbursement occurs, any amount owed to the College will be deducted from your check; you may then request a refund of the balance. To do so, you will need to request a Student Account Refund (see for this webpage for details). To expedite the processing of this refund, please sign up for direct deposit by visiting the Bursar website at Refunds | William & Mary (wm.edu)

Tax Information

• Non-Resident Aliens: Federal regulation mandates that payments made to a Non-Resident Alien be analyzed for tax compliance and this process can take up to an additional 30 days for the award to be eligible for a refund. Non-Resident Alien students will be contacted via email with a login and password information the TDS system. This email may come from noreply@sprintax.com. The Payroll Office performs an analysis of the NRA information provided to identify whether or not the NRA qualifies for a tax treaty benefit.  If you do not receive an email, please contact the Payroll Office directly at 757-221-2848.  
• All other students: Note that this award may be subject to both federal and Virginia state taxes and/or may affect your tax liability. Click here for a letter regarding general treatment of scholarships and fellowships for tax purposes. Contact your tax adviser for possible implications; Charles Center staff members do not give tax advice.