Professional Development Grants (PAG)

 

Announcements:

*Please note that the website and PAG system is under an update/overhaul, and some of the old terminology is persiting in emails. This will change over the next month to the correct terms as the system is re-coded and replaced. If your PAG is listed as Priority 1 you are a First-Ever Applicant, if you are listed as a Priority 2 applicant you are a Returning applicant. You cannot receive PAG funds twice a year (meaning you cannot return twice within the same year). I apologize for this confusion and please email the PAG chair if you need clarification. 

*Also note that many departments are changing/reducing their staff, and department contacts may change as a result. Department contact refers to the staff member who will process financial reimbursements. Please contact your department secretary, GPSS Senator, or Department DOGE to ensure that you have the reimbursement staff contact information listed in your PAG application.

*The new fiscal year begins in July, 2019. You may apply for conferences past this date, but you will not receive a decision until the new budget is passed by the GPSS Senate regardless of your 'priority' status

*********Also, if you have a July conference YOU MUST STILL APPLY BY JUNE 15TH AT 5PM. You can submit an application at any time within the same fiscal year as one in which you have received funding, AS LONG AS THE CONFERENCE IS IN THE NEW FISCAL YEAR (JULY 1ST). If you are confused please email! *********

 

PAG Outline

 

 

Please see this recent powerpoint for a more detailed explanation, or read the rules at the bottom of the page. 

PAG POWERPOINT

 

PAG Deadlines

 

If the last day of your conference
falls between: 
The deadline is: 
January 1 - January 31stDecember 15th 5PM
February 1 - February 28January 15th 5PM
March 1 - March 31February 15th 5PM
April 1 - April 30March 15th 5PM
May 1 - May 31April 15th 5PM
June 1 - June 30May 15th 5PM
July 1 - July 31June 15th 5PM
August 1 - August 31July 15th 5PM
September 1 - September 30August 15th 5PM
October 1 - October 31September 15 5PM
November 1 - November 30October 15th 5PM
December 1 - December 31November 15th 5PM

Times are measured in Central Time, and are absolute. 

 

Applying


Application Updates:

-Applications for events in May are closed. All eligible applicants received funding. 

 

                                                          

                                                                             PAG APPLICATION FORM  

 

 

Check the status of your PAG: View Online 

You will need the login information from your PAG confirmation email; every PAG application generates a unique code. 

 

Claiming your PAG funds:  Contact your department

Funds are NOT given upfront; this is a reimbursement-based system. 

No further action is needed through GPSS or the PAG Chair, there may be additional forms needed for your individual department. 
The department staff member who handles reimbursements will file for your PAG funds, please reach out to this person to complete the process.

You have 30 days from the last day of your conference to have the department file on your behalf. If you miss this, you forfeit your funds. 

 

 

PAG Policies and Procedures


  1. Purpose
  2. Amount of Support
  3. Application
  4. Travel Reimbursement
  5. Travel Cancellation
  6. Student Eligibility
  7. Travel Eligibility
  8. Travel Month Award Divisions
  9. Awarding PAG Awards
  10. Frequently Asked Questions
Read the latest GPSS PAG Policies and Procedures document HERE

 

Purpose

Professional Advancement Grants (PAG) are provided to graduate and professional students by the Graduate and Professional Student Senate (GPSS) to help defray expenses related to professional meeting and conference travel.

Amount of Support

  1. The amount of a PAG award for the 2018-2019 fiscal year shall be $200.

Application

  1. Application forms and instructions are the responsibility of the PAG chair and are posted on the GPSS website (PAG Home). 
  2. Documentation of registration is required at the time of application (Section Student Eligibility).
  3. Incomplete, late, or duplicate applications will not be considered for funding. The PAG Committee is not responsible for user submission errors.
  4. The deadline for an application is 5:00 pm on the 15th of the month prior to the month of the conference.
  5. It is in an individual's best interest to apply as soon as possible and at any time prior to the deadline in d).
  6. A confirmation email is sent automatically when the system successfully receives a PAG application to: 1) the applicant's provided email 2) the department contact listed in the application 3) the PAG chair's email. If the applicant does NOT receive a confirmation email within the hour of submitting, it is strongly encouraged that you contact the PAG chair immediately to see if the applicant needs to resubmit. 

Travel Reimbursement

  1. The applicant should contact his or her department for information on the reimbursement process. The department contact listed in the PAG application is notified when the PAG is created and when a decision is made. Please make sure you enter the correct contact; be sure to follow-up with this person when filing for reimbursement.
  2. Documentation of registration is required for reimbursement (Section Student Eligibility).
  3. Dispersal of funds will conform to ISU policies.
  4. Reimbursements must be completed within 1 month from the last date of travel.
  5. Reimbursements will only be approved for actual expenses incurred.
  6. All lodging receipts and all receipts for items $75 or greater must be retained in the traveler's academic department. The Graduate College will not be responsible for the retention of traveler's receipts.
  7. It is the applicant's responsibility to approve travel reimbursement through AccessPlus prior to the 1-month deadline.

Travel Cancellation

  1. If a student is funded to attend a conference and does not attend, the student must notify the GPSS PAG Chair in writing (email gpsspag@iastate.edu is preferred) to cancel their PAG for that conference no later than 2 weeks after the conference.
  2. Students who do not follow the procedure to cancel will not qualify for an additional PAG within the same fiscal year.
  3. Funds awarded for travel to one conference cannot be transferred to a different conference.

Student Eligibility

  1. In order to receive PAG award, the applicant must be a graduate or professional student at Iowa State University (ISU).
    1. The applicant must be registered for the Fall Semester to receive funding for a trip which occurs in August through December.
    2. The applicant must be registered for the Spring Semester to receive funding for a trip which occurs in January through May.
    3. The applicant must be registered for either of the 2 Summer Sessions or the previous Spring semester to receive funding for a trip which occurs during June or July.
    4. The applicant must not graduate prior to travel occurring
  2. Students are only eligible for one PAG award per fiscal year (July 1 - June 30)
  3. Students may apply more than once, but the applications must be for different conferences.
    1. A student cannot submit multiple applications for multiple applications occurring within the same month. He/she must select and apply for only ONE.
    2. If a student is denied a PAG award for a conference due to missing the application deadline, they remain eligible to apply for a different conference that same fiscal year (but NOT the conference for which he/she has missed the deadline. i.e. missing the deadline doesn't affect future eligibility).

Travel Eligibility

  1. Applicants may receive travel funding to attend a professional meeting as a presenter or as a non-presenter.
  2. Applicants may receive travel funding to attend a professional workshop that provides experiences not available at ISU.
  3. Applicants will not receive funding for required academic activities.
  4. Travel is not eligible until proper confirmation documentation is available to provide to GPSS
    1. Presenters must have an abstract acceptance confirmation (email or letter) to be considered for a PAG award.
      1. The letter/email containing the confirmation must be addressed to the student and should include the following information:
        1. The name of the conference or workshop,
        2. Date(s) of the conference and/or presentation,
        3. Name, title, and affiliation of the person that sent the confirmation, and
        4. Contact information for the person that sent the confirmation
      2. GPSS may request that an applicant submit proof of acceptance in hardcopy, it is the applicant's responsibility to retain the confirmation for one (1) year following the conference.
    2. Non-presenters must have a registration confirmation (email or letter) to be considered for a PAG award.
      1. The letter/email containing the registration confirmation must be addressed to the student and should include the following information:
        1. The name of the conference or workshop,
        2. Date(s) of the conference or workshop,
        3. Name, title, and affiliation of the conference chairperson, and
        4. Contact information for the chairperson
      2. GPSS may request that an applicant submit proof of registration in hardcopy, it is the applicant's responsibility to retain the confirmation for one (1) year following the conference.

Travel Month Award Divisions

  1. PAGs shall be awarded based on "Travel Month".
  2. The month in which a conference occurs shall be determined by the last day on which the conference occurs regardless of when travel begins or ends, this is referred to as an applicant's "Travel Month".
  3. The total amount of funds budgeted for PAG awards for the fiscal year shall be divided equally among the twelve months.
  4. If in a given month there is unspent money, the extra money will be distributed to the immediately proceeding month.

Awarding PAG Awards

  1. Each PAG application shall receive a priority number. Anyone who has not previously received a PAG will have priority. Anyone who has previously received at least one PAG will be added to a queue. 
  2. Eligible priority applicants will be awarded a PAG immediately following processing of the application and while sufficient funds remain.
  3. If the available funds are sufficient to fund all of the priority applicants but not all of the queued applicants, after the 15th and before the 22nd of each month, the PAG committee shall conduct a lottery to determine which queued applicants to fund. This lottery shall be conducted using RANDOM.ORG. The PAG chair and at least 1 additional member of the PAG committee or executive board must be present.

 

 


    Frequently Asked Questions

    1. When should I apply?  First, confirm that you and your travel are eligible (Student Eligibility and Travel Eligibility.) Second, now follow the guidelines in the Application section.
    2. I submitted an application, but never received a confirmation email. What happened? More than likely your application was not successfully received. This often happens due to poor internet connectivity during submission. If you submit and do not receive a confirmation email within an hour, contact that PAG chair to see if you need to re-submit. 
    3. I made a mistake in my PAG, what do I do? It is the responsibility of the applicant to ensure that their information is correct prior to submitting the PAG. However, if you email the PAG chair immediately some changes can be made to the application. Do NOT submit another application. 
    4. How do you decide who gets awarded a PAG? No preference is given for international or domestic events, external funding assistance, number of PAGs awarded previously, and no departments receive any preference. Priority 1 applications that are complete and submitted ontime are automatically awarded, and Priority 2 applicants may enter into a lottery (with all complete applications receiving equal consideration). We do not 'read' applications, the process runs much more like a ticket system. 
    5. My PAG has been "Approved", but how do I get my money? When awarded a PAG, Students do NOT receive funds upfront. Students are reimbursed through a process within their departments after travel has occurred. For all Reimbursement and Receipts questions, please read the Travel Reimbursement section and contact your department directly as the department staff must file for your PAG.
    6. What does "Dispersal of funds will conform to ISU policies" mean? Good Question! These policies are ever-changing, so let me direct you to the ISU policies outlined in the Graduate College Handbook. Additional questions regarding this can be directed to the Graduate College. And please follow the general Reimbursement guidelines enumerated in the Travel Reimbursement section.
    7. I received a PAG in the past, am I eligible to apply for another one? This is a Student Eligibility question. Students are only eligible for one PAG award per fiscal year (July 1 - June 30). So long as the travel does not occur within the same fiscal year as your PAG award in the past and you meet the other eligibility criteria, then yes, you are eligible.
    8. I already received a PAG THIS fiscal year and I want to apply for a second PAG, whose travel is NEXT fiscal year, am I eligible to apply now or do I have to wait until next fiscal year to apply? So long as the travel does not occur within the same fiscal year as your PAG award in the past and you meet the other eligibility criteria, then yes, you are eligible to apply now and be added to the queue.
    9. I was awarded a PAG, but now I cannot or decided not to attend my conference / workshop. What should I do? Please IMMEDIATELY cancel your PAG (Travel Cancellation) If you don't cancel, it could impact your eligibility for future awards. Cancelling your award promptly will make the funds available to another eligible student.
    10. I applied for a PAG and am listed as queued, when will I hear back about my decision?  Returning applicants are processed AFTER the deadline for that month of intended travel. For example, if you apply in January for a travel date in October, you will receive your decision after September 15th at 5PM. 
    11. Who is my Department Contact? The department contact is the person who will handle travel reimbursements. To see the list of Department Contacts by Major please go HERE
    12. Do you have a question that should be listed here? Please email gpsspag@iastate.edu and maybe we can add it.