The Bates Student Research Fund assists individual students in their efforts to gain research experience during their under-graduate years. The following guidelines apply.

FUNDS AVAILABLE
Students may apply for competitive grants of $50 to $300 to support their own research. These efforts must be associated with curricular programs including:
     a) senior thesis;
     b) independent study (360 or s50);
     c) independent, individualized research within the context of  
         an academic course.

ELIGIBILITY
All Bates students are encouraged to apply. At least fifty awards are granted each year. Students working on group projects may submit group applications. Qualified students may receive more than one grant per year, though preference is given to students who have not received previous funding in the academic year.  These requests for additional funding will not be considered until the last round in April.

USE OF BATES STUDENT RESEARCH FUNDS
Students may request funds for purposes that pertain directly to their specific research project goals or to sharing the results of their research with others. Some examples include: visiting places or collections where relevant materials are available, such as museums, libraries, or national laboratories; interviewing primary sources to supplement on-campus research; compensating subjects who participate in research studies; buying software packages or databases not otherwise available on campus; covering transportation and other costs associated with presenting research results at national or regional conferences.

Funds may not be applied to regular course supplies (such as textbooks, art supplies, consumable supplies), interlibrary loan fees, or supplies normally purchased by the department. Funds may not be used to support the ongoing expenses of a faculty research laboratory, to produce the thesis document, or to purchase personal gear (hiking boots, packs, etc.).

GRANT SCHEDULES
Application deadlines have been designed to make funds available to students when they are beginning to design semester- or year-long projects. Awards are announced within three weeks of the application deadline.

Applications are due
     • October 1, 2007                           • February 1, 2008
     • December 3, 2007                       • April 25, 2008

The ending date of the project must be stated on the application. Funds awarded but not spent in the time period determined by the student and indicated on the application are returned to the budget and made available to other students.

REVIEW PROCESS
Grant applications are reviewed by a committee of faculty members that assesses their merits and determines the amount of funding.

The following criteria are used in making awards:
     1. Is the application complete? Is the abstract clear and 
         concise?
     2. Is the project well-defined and realistic?
     3. Is there an appropriate faculty sponsor and has he or she
         provided a written endorsement of the project?
     4. Is the budget itemized and reasonable?
     5. Do the funds requested reflect the kind of support which will
         make a difference in the project?
     6. Do the funds requested meet expenses which are not
         covered by the department?
     7. Can the project be completed in the amount of time
          specified?

Since funds for student research are limited and demand for support is high, this program is competitive. Students are encouraged to consult the "Tips for Successful Grantwriting," and to prepare the most complete and concise proposal possible.

ANIMAL CARE COMMITTEE/IRB REVIEW
Students whose projects involve the use of animal or human subjects must indicate, on the application form and in the narrative, if their project was subject to review by the Animal Care Committee or the Institutional Review Board, and if so, whether the project was approved.

APPLICATIONS
Applications are available from the Office of the Dean of the Faculty (Lane Hall) or online www.bates.edu/Prebuilt/BSRF Application.pdf. Applications must include a completed cover sheet, a detailed budget, a ONE-PARAGRAPH abstract written for the general reader, and narrative description of the project (not to exceed two pages double-spaced), the approval of the department chair, and the written endorsement of a Bates faculty member. Please conserve paper! Do not place abstract, budget and narrative on separate pages! PLEASE submit your ORIGINAL PAPERWORK AND 4 COPIES of the APPLICATION FORM AND 4 COPIES of the ENTIRE PROPOSAL for a TOTAL OF 5 COMPLETE PACKETS.

GRANTEE RESPONSIBILITIES
Students who receive Bates Student Research Fund grants should contact the Office of the Dean of the Faculty (Lane Hall) for information on obtaining reimbursements. No reimbursements for expenses can be secured without receipts. Grantees are expected to keep accurate records of expenses and to submit receipts to the Office of the Dean of the Faculty.  Read carefully the guidelines for reimbursement, there have been changes, especially regarding human subjects reimbursements.

Funds remaining at the conclusion of the project are returned to the BSRF budget.

Supported by the President, the Howard Hughes Medical Institute, the Natt Family Fund, the Sargent Student Research Fund, the Dr. Jason M. Tanzer Fund, the Aaron R. Winkler ‘92 Fund for Biology Research, and the Anthony B. and Raeflyn Support for Research during the Academic Year R. Pelliccia Fund for Student Research.

TIPS FOR SUCCESSFUL GRANTWRITING

The Bates Student Research Fund awards qualified applicants up to $300 for the support of research related to course assignments, independent studies or senior/ honors theses. This year, the fund will make available over $22,000 in total awards.

Bates Student Research Grants are highly competitive; many more students apply than can be funded. The faculty committee that reviews grant applications funds only those requests that are exemplary, or that represent a unique research experience which would not be possible without grant support.

One of the goals of the Bates Student Research Fund grant program is to offer you an opportunity to learn about preparing grants. As you progress in your academic career, you may find yourself competing for large stakes in highly selective grant programs. Preparing a completed application by the announced deadline will not assure funding. You must make sure that you understand the parameters of the grant program, explain your project completely but concisely, and carefully articulate why you need the funding and why the funding agency should support you.

The following grantwriting tips are offered as a way to help you improve your application.

COMPLETE THE APPLICATION!!
Grant applications must be received, completed, by 5:00 p.m. on the stated deadline. There are no extensions. Grants must include a cover sheet and must be signed by you, by your advisor, and by the department chair. Incomplete grant cover sheets may not be considered for funding. The chair should indicate specifically if any department funds will support the project.

You must provide a one-paragraph abstract. Applications are often rejected because the students have not provided an abstract.

FACULTY COMMENTS
A careful assessment of your project by your Bates faculty advisor is essential to a strong application. Applications that lack advisor comments may be passed over as unexceptional.  Your Bates advisor should provide comments that will help fellow faculty members in other disciplines understand your work and the importance of it. If your faculty advisor is contributing grant money, she/he must specifically describe that support. If your research is closely related to faculty research, you or the advisor should explain how your work is distinctive.

BE CONCISE!
The application asks that you provide a narrative description of your project on a separate sheet of paper, not a volume! Thesis proposals are not grant narratives. You must limit your narrative description and budget to a total of two pages. Applications using thesis proposals in place of narratives will not be considered for funding.

A good grant narrative should provide a brief, theoretical rationale for your work, which introduces your research to a reader unfamiliar with your field. Describe the particular project you are working on, how you will spend the funds and why you need financial support. Explain anticipated outcomes and why this work is important. The accompanying budget should clearly reflect your comments in the narrative.

SPEAK PLAINLY!!
Remember that the committee that reviews your application is drawn from all divisions of the Faculty. Members may not be familiar with the technical jargon of your field. When you write your narrative, offer a sound argument and a good explanation of your work in general terms understandable by a non-specialist.

JUSTIFY YOUR EXPENDITURES!
If you are requesting funds for an unusual procedure, exotic materials, or distant travel, make sure that you justify within your narrative why this is an important component of your work. Clearly identify your expenses as above and beyond what your department will fund. Sell the committee on the idea. Convince your funders that your project is worth their support. Link the budget to the narrative.

Preference in funding is not given to the purchase of books or interlibrary loan costs associated with thesis research, or general supplies associated with regular course work (e.g., art supplies, videotapes, books, etc.), unless such expenses can be strongly defended as above and beyond normal costs, and as essential to the success of the project. If a critical piece of equipment, software or a data set is requested, you must explain why the department will not acquire it.

WHEN YOU APPLY
Ask yourself the following questions before you submit your grant:

1. Is your application complete with all signatures?

2. Did you include a title for your project, an advisor and a completion date?

3. Did you include a one-paragraph abstract of 150 words or less?

4. Is your narrative concise, articulate and readable?

5. Does your narrative defend your request for funding?

6. Is your budget realistic?

7. Do you have a strong written endorsement from your faculty
    advisor?

8. Is your project connected to faculty research? If so, then how 
    is it distinctive from that work?

9. If you are working with human subjects or animals, does your 
    project meet the types of ethical standards established by 
    the Institutional Review Board or the Animal Care 
    Committee?

GRANT REIMBURSEMENT GUIDELINES
Keep a diary and save your receipts!

Remember: No Receipts, No Money!!
Reimbursements are made AFTER your expenses happen!

1. Air travel. If you travel by air, you may make arrangements through Dube Travel. The staff will be informed of your grant and will charge the appropriate fund. When requesting reimbursement for air travel, the original ticket receipts must be provided and/or electronic payment receipts, not an itinerary from the travel agency.

2. Registration/Abstract Fees. Your grant will cover the cost of conference registration, special events (like banquets), and abstract submission fees. If you pay by personal check, you may submit a copy of the registration form to the Dean of the Faculty’s Office for reimbursement.

3. Receipts. You must save all your receipts. Your receipts should accurately reflect the expenses you list in your diary.  If the receipts does not show what was purchased, then each item needs to be indicated on the receipts with the corresponding amount.  A credit card receipts with just the total is not acceptable; the receipts must show the actual expenses of what was bought.  Also, a credit card statement is not considered a receipt unless the particular item is indicated on the statement.  (Please see #4 if receipts show shared expenses.)

4. Shared Expenses. If you share your travel by car, your room, or other expense with another student or a faculty member, only the person submitting the original receipt will be reimbursed - you will have to settle the bill among yourselves.  These receipts that cover more than one person's expenses must indicate the names of the people involved in these expenses and the amount that each person was responsible for.  If you share expenses, no reimbursements will be processed until all members have turned in their receipts.

5. Meals. The College reimburses you up to but not exceeding $30.00/day for meals, for which you must submit receipts. NOTE: The College will not reimburse you for any liquor expenses.

6.  Travel by Car.  If you drive your car, you will be reimbursed at $0.35/mile, so keep track of your mileage.  If you travel with another person, the owner of the car will be reimbursed.

7. Human Subjects Reimbursements. To reimburse human subjects, participants should sign a statement that indicates the name of your project with the dollar amount given for the services. Due to federal tax laws, monetary or material compensation may not exceed $25 per person. This paperwork can be completed on one form with multiple signatures. Before turning in statement for reimbursement, project advisor needs to also sign off on it. (If this project involves confidentiality, then a statement minus participants signatures but not the advisor’s is acceptable.)

8. Confederates, Models, Transcribers, or Other Assistants. Any student who aids you with your project and will be paid for his/her services needs to be paid through the payroll department so therefore proper paperwork from the student employment office needs to be completed. If the assistant is not a Bates student, he or she is paid through the Account Payable office and must submit an invoice for services.

9. Reimbursement. At the end of your grant, turn in your diary and receipts to Denise Begin in the Office of the Dean of the Faculty (121 Lane Hall) for reimbursement.  ** If your expenses are processed through your department (e.g., ordering chemicals, specimens, scientific tools, etc.), please let the Dean of the Faculty's office know of this arrangement in order for your grant funds to be transferred to the department's student research budget.  Please Note: This is only for expenses that your department needs to order - all other expenses must be submitted to the Dean of the Faculty's office for reimbursement.

08/2007