Exchange Grant 2021/22
Like with the IAPS Member Action Programme, IAPS wishes to encourage its members to leverage their membership in a single international association and bring their student members together for events where they can share ideas and closely interact. One way that IAPS has decided to do this is by offering to financially support exchange events between IAPS members, where students can undertake reciprocal visits and interactions with those in another country.
Projects. The project must consist of an exchange between students studying in two different countries, and involve National or Local Committees from the same. The event should have a reciprocal element; this can be done in the one event, or with the exchange being repeated in successive years. The activities at their core should help the members of the participating NC/LCs to exchange ideas and share experiences. Projects should include social and scientific events as well.
The suggested format of an event has the students from one country travelling to another to meet the other students, with social and cultural activities in the host country alongside scientific elements. Alternatively, a simultaneous exchange could have both sets of participants meet virtually – applicants can take the concept of an exchange event in whatever way they like!
It is strongly recommended for projects to plan to be repeated in successive years to facilitate return exchanges, and events that have such a plan or that have taken place before are preferred.
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. For a first event, up to a maximum of €400 may be awarded; if the exchange has taken place before, whether supported financially by IAPS or not, subsequent applications may be awarded up to €750. In both cases the money may only finance up to half of the total cost of the event.
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 (2020/21) financial year, or who as a provisional member has paid their fee for the current (2021/22) year.
Two IAPS members must apply together for the grant; there may be two NCs, two LCs from different countries, or one of each. Applications from a single member are not eligible. A committee may apply for multiple exchange grants in one financial year, but not with the same partner.
Applications must be sent by email, to email@example.com. The application must include:
- A detailed description of the project, including how it has been or will be reciprocated between the two committees and their students
- A provisional budget with a breakdown of costs
- The exact amount of money requested for the project
- An estimate of the number of students involved in organisation
- Contact details of at least one organiser from each NC or LC involved*
- 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; 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.
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, 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 (firstname.lastname@example.org) before approval.
- 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.