GPSGA Travel Assistance supports eligible graduate and professional students who present scholarly work at a conference or meeting, whether in person or online. Applications must be submitted through Microsoft Submission Forms, available in the Travel Assistance Application assignment on the GPSGA Community Canvas page.

Eligibility and Good Standing

To remain in good standing and be eligible for GPSGA Travel Assistance, members representing academic units, organizations, or associations must meet the following requirements:

• Attend at least 75% of all scheduled general assembly meetings per organization or unit
• Actively contribute to a GPSGA or approved campus-wide committee by signing up and performing duties consistent with the committee chair’s expectations

Conditions

• Each applicant is eligible to receive only one Travel Assistance per semester.
• GPSGA Travel Assistance is intended for applicants who receive minimal or partial funding from their department, program, conference organizers, or other sources.
• Applications for meetings or conferences occurring after the applicant’s graduation will not be accepted.
• Applicants graduating before the Post Meeting/Conference Report deadline must submit the report before graduation by emailing the GPSGA Treasurer at treasurer.gpsga@okstate.edu

Travel Assistance Application

The required documents, including the Travel Assistance Application Form and Acceptance Letter/Email, must be combined into a single PDF document.

The file should be named using the applicant’s last name, first name, and Travel_Assistance.

Example file name:
Pete_Pistol_Travel_Assistance.pdf

The single PDF must be uploaded to Canvas via the Travel Assistance Application Assignment on the GPSGA Student Community Canvas page.

The application form must be fully completed, every fillable box must be filled, and it must be signed by both the applicant and the applicant’s advisor.

Incomplete applications will result in automatic rejection.

Required application documents

The application must include:

1. Travel Assistance Application Form
2. Abstract/Proposal Submission Acceptance Letter, Email, or Notification

The acceptance confirmation must include:

• Applicant’s name
• Title of the presentation
• Name of the conference or meeting eligible for GPSGA Travel Assistance

Post Meeting/Conference Report

After attending the meeting or conference, accepted applicants must submit a Post Meeting/Conference Report.

The required documents must be combined into a single PDF and named using the applicant’s last name, first name, and Post_Meeting_Conference.

Example file name:
Pete_Pistol_Post_Meeting_Conference.pdf

The report must be uploaded to Canvas via the Post Meeting/Conference Report Assignment on the GPSGA Student Community Canvas page.

Travel Periods and Deadlines

All applications are evaluated together within the next three weeks after the application deadlines. Applicants are notified at the same time whether their application was accepted or declined.

GPSGA does not provide a notification email confirming submission. Applicants can view their submitted application and confirmation on the Canvas assignment submission page.

Exception Application

Applicants may use the Exception Application if:

• Abstract submission confirmation is announced after the general application deadline for the corresponding travel period
• A regular application was rejected because it was incomplete

If an applicant receives the acceptance letter, email, or notification after the Exception Application Deadline, they should contact the GPSGA Treasurer at treasurer.gpsga@okstate.edu.

Cancellation

If an accepted applicant is unable to attend the meeting or conference for any reason, they must immediately email the GPSGA Treasurer at treasurer.gpsga@okstate.edu with the subject line:

Travel Assistance Cancellation

Failure to send the cancellation email will render the applicant ineligible for future GPSGA Travel Assistance.