Collaboration Grant

Collaboration Grant 2020/21

The goal of this grant is to encourage National and Local Committees of the International Association of Physics Students to actively collaborate with one or more international student associations beyond IAPS. A collaboration with another association represents an important opportunity for IAPS members and an original perspective in the IAPS portfolio.

For this purpose, the Executive Committee of IAPS will award the Collaboration Grant to its Local and National Committees to accomplish joint projects among the international community of students. 

Projects. The scope of a potential project is broad, but at its core should help the members of the participating student associations to exchange ideas and share experiences. Projects should include social and scientific events, as well as activities planned by the partner associations based on their specialties. The project must, of course, be open to all IAPS members.

The application will be assessed based on how well the project incorporates activities relating to, or planned by, each of the collaboration partners. The main purpose of the project is to promote and enhance inter-cultural experiences and collaborations between physics students and students of other disciplines; the activities should help to promote this.

As with all activities, organisers should bear in mind public health measures that are in effect in their country, and try to organise events which are easy for people to attend and which are safe for those who do.

Scope. The Executive Committee awards up to €600 to the applicant in the case that the project is also supported financially by every other of the participating associations. The goal is that each association contributes equally through the means available to them (grants to organisers, collecting sponsorship, etc.). In the case that this does not happen, only up to €300 may be awarded.

Application. An application may be submitted by an IAPS NC or LC, who as a full member has paid their membership fee for the previous (2019/20) financial year, or who as a provisional member has paid their fee for the current (2020/21) year.

One National and/or Local Committee should apply, together with one or more officially registered international student associations. The project can be supported via this grant only if at least 40% of the total participants are studying in a country other than that of the applicant committee, and the participants are divided at least proportionally to the number of organizing associations (i.e. at least 1/N are IAPS’ members, where N is the number of associations involved).

Applications must be sent by email, to grants@iaps.info. The application must include:

  • A detailed description of the project
  • A provisional budget with a breakdown of costs and the contribution made by each association
  • The exact amount of money requested for the project
  • An estimate of the number of students involved in organisation
  • An estimate of the number of participants from each association
  • Contact details of at least one organiser from each association*
  • The bank account details of the National or Local Committee

Applications can only be made in the year that the event will take place, regardless of IAPS’ financial year.

An application must be received by the EC in any case no later than one month before the start of the project. This is to allow the EC adequate time to decide on the application before the project goes ahead. Applicants should be ready for a meeting with the EC within two weeks after the application was sent, if necessary. Successful applicants can be announced publicly, with their permission.

Awarding. The award is made at the discretion of the Executive Committee based on available funds, on the number of participating associations, and on the contribution of each. The EC may decide to award less than the amount requested. The decision will be made no later than 28 days after receipt of the application. In case of grant approval, it has to be communicated to your participants that IAPS is sponsoring the project. This would include putting the IAPS logo on all promotional material – consult the IAPS Guidelines for Promotion.

If the project is approved, IAPS will pay 50% of the awarded monies before the event, and 50% after receipt of the final event report and an article for jIAPS. Monies will be paid only to the association’s bank account. The total amount that is awarded will be transferred at the latest one month after the report was received. If an applicant cannot provide an association bank account for monies to be paid into, the grant will be deemed to have been forfeited. If the report is not received three months after the project was to take place, the grant is deemed to have been forfeited, and the already-awarded monies must be returned to IAPS in full. If a required level of 40% international participation is not met, the grant may be reclaimed by the EC.

The decision of the IAPS Executive Committee shall be final.

Report. The report must include (at least) a list of participants with the country in which they were studying and the association they are a part of, the final budget of the event, at least two photographs from the event itself, and a short evaluation of the project. Along with the report, all promotional materials used for the event should be sent at the same time, displaying the appropriate IAPS publicity.

An article on the event for jIAPS must also be included; this article is subject to editing in consultation with the jIAPS editor-in-chief (jiaps@iaps.info) before approval.

Restrictions.

  • The project can be subsidized by only one IAPS grant at a time.
  • Applications must be received at least one month before the project takes place.
  • IAPS reserves the right to withhold or withdraw part or all of the grant in the case of any fraud, intentional falsification, breach of the IAPS Code of Conduct or the event Terms and Conditions, or criminal activity on the part of the winner, or runners-up if any, during the application, the event or the reimbursement process.

the Executive Committee of
the International Association of Physics Students – IAPS

*Name, university, email and phone number. In case of multiple local members of NC/LC applying together, multiple organisers can be named (eg. one per city). In this case, separate reports may be submitted if the NC/ LC desires.

In applying, the organisers must consider the IAPS Terms and Conditions and Reimbursement Guidelines. The IAPS Code of Conduct, or an at least equivalent code, must apply at the event. Each of these, along with IAPS’ social media, must be mentioned during the registration for any IAPS event.