Undergraduate Programming at Regional Meetings Grant
The Undergraduate Programming at Regional Meetings Grant supports ACS student chapters with coordinating undergraduate events and activities. ACS student members have an opportunity to develop professional and leadership skills by planning scientific programming at technical regional meetings.
A maximum of 10 ACS student chapters are eligible to receive grants of up to $2,800 to develop programs at their respective ACS regional meeting. Only one grant per meeting will be awarded. The award covers programming expenses and publicity.
To be eligible for an Undergraduate Programming at ACS Regional Meetings Grant, ACS student chapters must:
- Have active status. To be active, ACS student chapter must have:
a) Submitted at least one chapter report within the last three years.
b) Have at least six ACS student members who have up-to-date ACS memberships.
- Submit all financial reports for any chapter grants received during the 2013-14 academic year, if applicable. Projects which represent continuations or minor modifications of previous activities will not be funded.
- Provide funds to match the amount of the grant.
- This grant must be submitted by the student chapter, not by any member of the Regional Meeting Board.
In the past, ACS has required student chapters to email their proposals. This year, the Undergraduate Programs Office is requesting that all chapters submit their proposals online.
Prior to completing the application online, please prepare the following:
- Letter of support from the regional meeting program chair
- Detailed program proposal
- Planning timeline
- Comprehensive budget for your program
Your proposal should not exceed five pages (excluding appendices, cover letter, cover sheet, budget summary, and timeline) and must include:
Include a full budget analysis of all the funds needed to carry out the program, describing each specific line allocation. What materials and supplies will be required? How will you obtain other financial resources? How much will planning the meeting cost? How many students and chemistry professionals do you expect to serve? Will you also invite high school students or other special audiences?
Recipients of the regional meeting grant are encouraged to seek corporate sponsorship and institutional support from their respective schools for any expenses beyond the working budget provided through the grant.
Proposed schedule of events
Set a comprehensive timeline for your planning period and include deadlines and benchmarks along the way. Consider the amount of time it will take to carry out a successful undergraduate program and create a timeline for the planning process. When will you invite speakers and send promotional materials? Contact the program chair to find out any deadlines you may need to meet.
Draft a summary of your proposed program. Include a theme and tentative agenda (dates and times of each event), listing the preliminary title of each presentation and activity. You must include at least three educational or career-related events and give a brief summary of each, specifying its purpose and intended audience.
Describe in your proposal how you will involve other chapters in planning your program. Consider partnering with other chapters and sister organizations e.g., NOBCChE (National Organization for the Professional Advancement of Black Chemists and Chemical Engineers) and SACNAS (Society for Advancement of Chicanos and Native Americans in Science). How will the group delegate responsibilities?
Discuss your chapter’s qualifications for organizing undergraduate programming at an ACS regional meeting. Why are you the best choice to be the undergraduate program organizers? Can you draw on past experiences? Who are the student program directors or supervisors for your chapter, and do they have experience in administering activities comparable to those outlined in the proposal? What will be gained from this program? Who will benefit?
Marketing and Promotion
What marketing strategies will you implement? The proposal should outline how your chapter will promote the proposed program. Such promotional instruments may include a program flyer, a call for papers announcement, notices in FANmail, program information on the meeting’s website, and notices in ACS local section newsletters, local newspapers, inChemistry magazine, or the general regional meeting program in Chemical & Engineering News.
No project or program is complete without an assessment or evaluation. Discuss the actions you will take or the instruments you will use to assess the effectiveness of your proposed program. Evaluations also assist when preparing your meeting final report, which is due 45 business days subsequent to the end of the meeting.
Report on discussions with Regional Meeting General and Program Chairs
If your chapter wants to organize the undergraduate program at your ACS regional meeting, you should contact your regional meeting’s organizing committee, including the general and program chairs. The responsibility for planning the undergraduate program rests primarily with the awarded chapter and the regional meeting program chair. In your proposal, be sure to report on your exchange of ideas with your regional meeting’s program chair. In addition, please work with the program chair to have him/her submit a letter of support for your undergraduate program by the proposal deadline.
It is important for your student program to complement the general regional meeting program. The goal of the undergraduate program is to make the entire ACS meeting more meaningful to students. Your program chair is your best resource for helping you develop an undergraduate program that complements the overall program. There will likely be events and activities in the general program that the program chair can recommend for students to attend, such as workshops offered by ACS Career Services and the Regional Industrial Innovation Symposium/Awards Program. By contacting the program chair, you can avoid duplication of similar activities and concentrate your dollars and time in programs designed specifically for undergraduates attending the meeting. It is recommended that you limit your student program to four or five events and that it be contained within a two-day schedule convenient for students.