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RF Annual Professional Development Fund

As part of the current contract negotiated between the Research Foundation  for the State University of New York and the Communications Workers of America, Local 1104, the Office of the VP for Research at Stony Brook has established a $15,000 annual professional development fund for graduate students employed by the Research Foundation to attend conferences. The fund will cover registration fees only. Applications are reviewed as they are submitted, and $7,500 is available each semester on a first-come, first-served basis. Applications will close for the year once funding has been depleted.

Please note: While  Fellows are on the Research Foundation payroll, they are not considered employees and are therefore ineligible for this funding. However, graduate students, regardless of employment status, might consider some of the funding opportunities available through the Graduate Student Organization (GSO). The Resource Access Project (RAP) provides travel grants (up to $500/fiscal year) and the Distinguished Travel Award is another funding possibility. More information can be found  here

2016-17 Application Process

As part of the contract, professional development funding is retroactive to the beginning of the 2016-17 academic year.  Both principal investigators (PIs) and students employed by RF during 2016-17 can request reimbursement for monies expended toward students' conference registration.    

1. Principal investigators (PIs) should submit an Encumbrance/Expenditure Transfer Request form for conference registration fees paid for graduate students from one of their grants.

In addition, the 2016-2017 Google form should also be submitted with the following information:

  • Name and Stony Brook ID number of the student(s) attending
  • Conference name, date, and website
  • Conference registration fee amount (If the amount is not in USD, please convert accordingly and provide supporting documentation on the exchange rate)
  • Brief explanation as to how the conference supported the student's professional development

Note: To access the Google form, applicants must be signed into their Google account with a stonybrook.edu address. 

Encumbrance/Expenditure Transfer Request forms  should include the “Transfer From” account details and the PI’s signature. Be sure to reference the PO# or Requisition/Travel (TVL)# of the original expenditure. These forms should then be sent to  gradfinance@stonybrook.edu for completion.  Please use the subject line 2016-17 RF Professional Development Fund

If funds are available, PIs will be notified by email from  gradfinance@stonybrook.edu.

2. Students who paid for conference registration fees out-of-pocket -- and who did not receive funding for the conference from another source -- should submit a 2016-2017 Google form with the following information:

  • Name and Stony Brook ID number 
  • Conference name, date, and website
  • Conference registration fee amount  (If the amount is not in USD, please convert accordingly and provide supporting documentation on the exchange rate)
  • Brief explanation as to how the conference supported professional development
  • Proof of attendance; for example, travel itinerary or conference agenda with the student listed as a presenter
  • Proof of payment; for example, a bank statement with conference registration noted

Note:  To access the Google form, applicants must be signed into their Google account  with a stonybrook.edu address. 

If funds are available, students will be notified by email from  gradfinance@stonybrook.edu.

2017-18 Application Process 

1. All funding requests must come from a student's PI prior to the conference through a non-encumbered payment form in Wolfmart.* This means that if the conference is not  set up as a vendor in Wolfmart, the PI/PI’s team must add them accordingly. 

Once the non-encumbered payment form is prepared, it should be added to a cart in Wolfmart and assigned to Dana Jecewiz ( dana.jecewiz@stonybrook.edu)  for approval. 

*Exception: If the conference is hosted outside of the United States and only accepts a  wire transfer as payment, please do not submit the request via Wolfmart. Instead, email gradfinance@stonybrook.edu for instructions. 

2. At the same time, the PI should submit a 2017-2018 Google form detailing the following information: 

  • Wolfmart shopping cart name
  • Amount of the conference registration fees  (If the amount is not in USD, please convert accordingly and provide supporting documentation on the exchange rate)
  • Name and Stony Brook ID number of the student(s) attending
  • Conference name, date, and website
  • Brief rationale as to how attending the conference will support the student's professional development

Note:  To access the Google form, applicants must be signed into their Google account  with a stonybrook.edu address. 

3. If funds are available, the PI will be notified by email from  gradfinance@stonybrook.edu.

For questions about the application process, please contact  gradfinance@stonybrook.edu, noting RF Professional Development Fund  in the subject line.

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