graduate student research and presentation TRAVEL AWARD Guidelines

The Office of Graduate and Professional Studies’ Graduate Student Research and Presentation (RAP) Travel Award provides graduate students with educational and professional development opportunities through reimbursing up to $750 for travel expenses associated with academic conferences and research projects in the United States and abroad.  

Please click here to visit the FAQs for more information.
Please click here for the online Application Form instructions.
Please click here for the online Reimbursement Form instructions. 
Please click here for Committee Chair and Department Head Approval instructions. 

 

Eligibility

  1. The applicant must be a currently enrolled graduate student in one of the following colleges at TAMU – College Station: College of Agriculture and Life Science, College of Architecture, Bush School of Government, Mays Business School, College of Education and Human Development, College of Engineering, College of Geosciences, College of Liberal Arts, College of Science, or the College of Veterinary Medicine and Biomedical Sciences.

  2. The applicant must be in good academic standing (3.0 GPR) both at the time of application AND at time of receiving reimbursement.

  3. The applicant must be registered as a full-time graduate student at TAMU – College Station at the time of application AND at the time of receiving reimbursement.

    NOTE: If the applicant will use the research and presentation travel award to travel during the summer but does not wish to register full-time for the Summer Term, they may: 1) register for 1 or more credit hours during the summer to receive the RAP reimbursement during the summer, or 2) register full-time for the Fall Term to receive the RAP reimbursement when the Fall Term begins. Applicants must submit reimbursement Forms within 30 days of the trip return date.

  4. Students will receive a maximum of one travel award per graduate degree level.

  5. The purpose for travel should directly relate to the applicant’s degree program.

  6. Prior to the application deadline, applicants must have attended AND completed an associated reflection quiz for at least one G.R.A.D. Aggies Professional Development Event. The student must attend the G.R.A.D. Aggies event within the 12 month period prior to the application deadline.   The OGAPS Travel Award Review Committee will verify attendance (i.e. through ERS attendance records and sign-in sheets) and completion of the reflection quiz. To see current G.R.A.D. Aggies events, click hereThe reflection quiz can be found in the G.R.A.D. Aggies Professional Development Certificate page through eCampus (under My Organizations). If you do not have access to this page fill out the form here: tx.ag/gradaggiesNOTE: The event must be a G.R.A.D. Aggies event (with a PDU value) to meet this requirement. Visit grad-aggies.tamu.edu for more information.

Guidelines

  1. The Graduate Student Research and Presentation Travel Award reimburses travel expenses ONLY up to the award amount and AFTER other funding sources have been applied. Covered expenses include: lodging, airfare, car rentals, shuttles, gas, conference registration fees, meals, etc. The Award DOES NOT reimburse for meal receipts that include alcohol, materials, supplies, books, equipment, membership fees, or any extra-curricular activities during your trip. OGAPS will not reimburse  for travel outside of your travel window. Students must submit itemized receipts for ALL expenses.

  2. Limited budget for the Research and Presentation Travel Award program requires a selective application process. OGAPS will base award selection on  the quality of the application as determined by the Review Committee.  Priority goes to  students presenting at conferences, traveling for research, or traveling to attend a conference, in that order. OGAPS will consider other types of travel award applications (e.g. unpaid internship, training courses) that do NOT represent a required part of the student’s academic degree program. The review committee, at their discretion, may make adjustments to ensure an appropriate distribution of awards among students from the various colleges of the University.

  3. ​Students awaiting conference acceptance MUST apply for the Research and Presentation Travel Award prior to the deadline. OGAPS will review student applications and, if the applicant meets requirements, distribute the RAP award on a contingent basis.  Once students obtain  conference acceptance, they must  notify the Review Committee by emailing the acceptance to ogaps-travel-award@tamu.edu. Upon receipt, OGAPS will update the applicant status from CONTINGENT APPROVAL to APPROVED.

Award Categories

Award Categories

Award Amount

Domestic Travel
(Continental United States – excludes Hawaii and Alaska)

$500

International Travel
(Hawaii, Alaska, & all countries other than the United States)

$750

Research Travel
(Domestic or International Travel)

$750

  

 

Application Deadlines by Travel Dates:

Travel Periods

Application must be completed, approved online,
and received at OGAPS by:

September 1
to
November 30

August 1

December 1
to
February 28/29

November 1

March 1
to
May 31

February 1

June 1
to
August 31

May 1

 

Application Requirements

OGAPS will only consider complete applications for the Graduate Student Research and Presentation Travel Award.

A complete application, submitted through the OGAPS Awards Portal includes:
1) Student Information –
            Name, Email, Phone, Department
2) Travel Information
            Purpose of Travel
            Location of Travel (including City, State and Country)
            Travel Category (conference presentation, attend a conference, research travel, etc.)
            Travel Type (Domestic – Continental United States; International –  includes Hawaii, Alaska and all countries outside of the United States)
            Travel Date Range
            Travel Start Date
            Travel End Date
            Travel Impact
*We understand that travel
dates can shift. If applicant’s dates change so much as to move applicant into a different travel period, applicant must resubmit the application for the new travel period’s deadline. Please notify ogaps-travel-award@tamu.edu of any changes prior to your departure.
3) Funds Requested
            Budget Information
            Other funding sources (pending, received, denied)

4) Additional Requirements
            Travel Purpose and Activities Essay (pdf) - see template
            G.R.A.D. Aggies professional development event information (pdf) – see template
            Conference Presentation Acceptance (pdf) - see template
5)Approvals    
            Both the applicant’s Committee Chair and Department Head MUST approve the application through the online system for OGAPS to consider
             it complete. It is the applicant’s responsibility to follow up with the Chair and Head to obtain the necessary approvals. Please click here for
            Committee Chair and Department Head Approval instructions. 
 

 

OGAPS will not deem applications complete  AND successfully submitted until both Committee Chair and Department Head submit their approvals through the online system.  OGAPS will NOT consider incomplete and/or late applications

Apply online here! (OGAPS no longer accepts applications via email submission or in person) 

Please click here for the online Application Form instructions.

Reimbursement Requirements

Please click here for the online Reimbursement Form instructions. 

  1. Awardees must be registered as a full-time graduate student at TAMU – College Station at the time of receiving reimbursement. NOTE: If the awardee is traveling over the summer but does not wish to register full-time for the Summer Term, they may: 1) register for 1 or more credit hours during the summer to receive the RAP reimbursement during the summer, or 2) register full-time for the Fall Term to receive the RAP reimbursement when the Fall Term begins. Applicants must submit Reimbursement Forms within 30 days of the trip return date.

  2. If awarded, students must submit the Reimbursement Form through the OGAPS Award Portal within 30 days of the travel return date. Approved reimbursements will post to the student account as a scholarship posting. The Office of Graduate and Professional Studies will not issue a check, nor will the student’s department receive reimbursement. NOTE: OGAPS cannot reimburse funds directly to the student department or through Concur.

  3. Awarded applicants who will graduate in the semester in which their travel occurs must submit the reimbursement form BEFORE graduation, as students CANNOT receive reimbursement after graduation.

  4. The reimbursement form submitted through the OGAPS Award Portal must include:

    1. Itemized receipts: An itemized receipt includes a list of items purchased and the price of each item. Receipts not itemized do not qualify for reimbursement. OGAPS will not reimburse itemized meal receipts that include alcohol.   

    1. A two-page trip reflection: A two-page reflection of the student’s trip (i.e. research accomplished, conference sessions attended, etc.) summarizing the trip and its impact on professional development and academic pursuits. The reflection must include the following statement followed by the student’s signature: “I verify that this is an accurate representation of my accomplishments using these Travel Award funds.”

Questions? Email us at ogaps-travel-award@tamu.edu

 

FAQs - Frequently Asked Questions

How do I know the status of my Award Application?
Please log into the OGAPS Application Portal (click here- https://ogapsportal.tamu.edu). Under Graduate Student Travel Award, click “Click here to fill out the Application Form or check your application status.” On the Applications page you will see a list of any current or former applications you have submitted to OGAPS. Please view the column heading “Status” to check the status of your application.

Status Categories:
Incomplete – you have not completed all the necessary components of the online application form.
Committee Chair Approval – you have submitted all the necessary documents and your application has been sent via email to your Committee Chair (you were asked to provide their name on the “Approvals” page) for approval. Their approval signifies that they do not have the funds to fully support your travel and that your application is accurate to the best of their knowledge. Please remind you committee chair to look for the email and review your application. They can also log into https://ogapsportal.tamu.edu to approve your application.
Department Head Approval - you have submitted all the necessary documents and your application has been approved by your Committee Chair. Your application has now been sent via email to your Department Head for approval (you were asked to provide their name on the “Approvals” page). Their approval means that your department does not have the funds to fully support your travel and that your application is accurate to the best of their knowledge. They can also log into https://ogapsportal.tamu.edu to approve your application.
OGAPS Admin Review – your application has been approved by your Committee Chair and Department Head and is awaiting review by the OGAPS Travel Award Review Committee to assess if all requirements have been met.
OGAPS Approval – your application has been reviewed and is awaiting final approval by the OGAPS Travel Award Review Committee. You will be notified if you have been awarded the travel funds or not no later than 15 days after the deadline.
OGAPS Approved – your application has been approved for funding. You should have received an award email notification.
Rejected – your application has not been approved for funding due to missing requirements or limited funds. Please apply again for your next research or presentation travel.
 
Can you resend the approval email to my Committee Chair/Department Head; they did not receive it?
Please have your Committee Chair/Department Head visit https://ogapsportal.tamu.edu. Any and all Travel Award applications awaiting their approval will be listed in the Portal for them.
NOTE: Your Department Head will not receive the approval email until after your Committee Chair has approved your application.


Where do I find information on G.R.A.D. Aggies events? 
To see current G.R.A.D. Aggies events, click here.

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