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Policies for Grants

Eligibility

The following are eligibility requirements that pertain to all of our grants. Please note that there are eligibility requirements specific to each grant on the corresponding grant pages

If you are concerned that you, your project, or your research team might not fit the guidelines described, please reach out (our@virginia.edu) with your questions before applying.

  • Enrollment status: Only students currently enrolled at the University of Virginia who plan to remain so throughout the next academic year are eligible to apply. This means that students applying should not have an anticipated graduation date earlier than May of the following academic year.
  • Academic standing: Students are only eligible to apply for awards if they are in good academic standing, meaning that a student on academic probation may not apply.
  • Students seeking multiple funding sources: Students are not eligible to receive funding for their project from two different sources. All students are asked, on their Honor as members of UVA’s community of trust, to name any other sources of funding being sought at the time of their application. Recipients of any of the awards listed here (Harrison Undergraduate Research Award, Double Hoo Award, CBURG, Kenan Award, University Undergraduate Award for Arts Projects) are expected to disclose whether they have been offered additional funding elsewhere and will be asked to decide which funding source they wish to use in pursuit of their project goals.

University of Virginia Policies 

Students funded by one of our grants must comply with all UVA policies. Some of the most common pertaining to research and creative inquiry are the following.

  • Student Projects Abroad: Students proposing to travel internationally as part of their proposed research will be expected to comply with the policies and procedure governing Student Projects Abroad laid out by the International Studies Office. We understand that the ISO has not yet made those policies and procedures clear for the summer of 2022, so we encourage you to be proactive in communicating with the ISO and flexible in your planning. As a reminder, projects that do not receive approval will not be funded.
  • Research compliance: Research projects involving human subjects, participants, their data, or animals may require approval before they commence. If a research project may involve human subjects, participants, or their data, students are expected to be compliant with the appropriate Institutional Review Board. If a research project may involve animal subjects, students are expected to be compliant with the IACUC.
    • Approval is not required at the time of application but is required before the project begins. This means that funding will only be made available after the appropriate approval has been received.
    • Students may seek approval from the appropriate organization before and during the application process, in many cases the process of applying for approval can be advantageous to developing a strong research proposal.

Funding Details 

This section will help you understand how funding may be used and consequently how proposed budgets will be evaluated during the application process.

  • Living stipends: Only undergraduates may request and be considered to receive stipend funding to cover living expenses. Stipend-related costs may include transportation, summertime living expenses (rent/utilities/groceries), and travel-related expenses. Stipends are distributed to awardees during the summer, typically in June, and cannot be used during the regular academic year with exceptions only for travel-related expenses. Graduate students* are not eligible to receive stipends to cover living expenses but may request and be considered to receive stipend funding to receive travel-related expenses, if appropriate.
    • Graduate students may only apply to the opportunities for which they are eligible (CBURG, Double Hoo, Kenan).
  • Supplies + Other: Students may request supplies funding to cover the cost of equipment, materials, or other items necessary to complete the proposed work. All equipment, leftover supplies, and other such items will be purchased by the University and will become University property to remain with the department at the conclusion of the project.
  • Conference funding: Funding may only be used for a conference if students plan to present their work, i.e. funding to be used for a conference is only available to students who have research experience prior to starting their projects. All award recipients will present their work at the Undergraduate Research Symposium at the University of Virginia the following April.
  • Workshops, coursework, and programs: Funding may not be used to cover fees for other programs, even those intended to supplement the research experience.

Awardee Responsibilities 

Award recipients are expected to carry out their projects in a professional manner and hold themselves accountable to the following responsibilities, which will be outlined in their award letter: (1) tracking expenses while conducting work and submitting a final expense report clearly detailing how funds were used; (2) submitting an abstract and presenting at the Undergraduate Research Symposium in the spring of the academic year following their project; and (3) completing an outcomes and reflections form in the spring following their project.

Awardees may also be asked to complete brief project updates at one or more points between when funds are available and the following spring term.