GSS Funding for Professional Development

The Graduate Student Senate offers Funding for Professional Development (FPD) each semester to help graduate students offset the costs associated with professional development activities. These activities may include conferences, memberships in professional organizations, and other relevant pursuits. Applicants are required to first seek funding from their academic programs, using GSS as a secondary funding source. Further, if an applicant receives other external funding, GSS, funding must be applied last.

FPD is offered in three categories.

Membership in Professional Organizations

This category covers fees for membership in professional organizations.

Academic Conference (Presenting or Attending)

This category provides funding for conference-related expenses, including registration fees, lodging (excluding Airbnbs), and transportation. Please note that meals and social activities are not eligible for reimbursement.

Other Professional Development Activities. 

This category covers fees for activities distinct from memberships or conferences, such as masterclasses, workshops, musical performances at national events, music tours and subscriptions to services. Please note, software subscriptions or online courses that conflict with university courses or workshops are not eligible for funding under any category.

To apply for more than one category, you must submit a separate application for each activity. Only one award can be granted per category. For further assistance or questions, email gss@bgsu.edu. 

Guidelines for Funding for Professional Development (FPD) - Summer 2025

Activity date range:  May 12, 2025 - August 22, 2025

• Applications will open on: Monday, May 12, 2025
  
• Applications are due 11:59pm EST on June 13, 2025
• Applicants will be notified of the award status on or before June 30, 2025.  

Please contact GSS Vice President Shubham (gss@bgsu.edu) with any questons/concerns

We are not able to guarantee a set amount you will receive if you are chosen to receive funding for professional development. The amount is determined by the number of applications received and amount of funds being requested.

Click here to see how much was given in the past few semesters.

Eligibility

• Activity Date: Must fall within the semester's FPD date range.
• Enrollment Requirements:
  • Enrolled in at least 4 credit hours during the fall and spring semesters or 1 credit hour for summer.
  • In good standing with the Graduate College.
• Academic Unit Standing:
  • The applicant’s Academic Unit must be in good standing with GSS.
  • Verify standing with your senator or program coordinator.

Fundable Expeneses

• May include: Transportation, lodging (except for Airbnb or other third party vendors), registration fees, professional membership fees
• May not include: Meals, materials, social activities, activities that are are required by your department or are in fulfillment of your degree requirements (for example internships or course requirements).

Evaluation Criteria

Applications are evaluated by the Finance and Allocation Committee* (FAC) of GSS, chaired by the Treasurer or Vice President, and including SEC members and senators appointed by the Vice President. Decisions made by the chair are final.

• Application limit per category: Only one application per category per semester.
• Completeness and clarity of the application
• Funding priority will be given in the following descending order:
  • Conference presenters
  • Conference attendees
  • Other professional development activities and memberships
• Explanation of how the professional development activity or membership aligns with BGSU’s mission as a public university serving the public good.
• Clear objectives and their connection to the applicant’s professional development.
• Disclosure of external funding sources, such as departmental support or grants.
• Job search status (e.g., entering the job market after the current semester).
• Total number of overall applications.

Procedural Complience

• Applications must be for individuals—no group applications.
• Applicants must only submit one application per category per semester.
• Incomplete applications will not be considered.
• Applications submitted after the deadline may be denied.
• Applications submitted in the wrong category will be denied.
• Applicants must adhere to the deadlines provided for appeals.
• Multiple applicants may not receive funding reimbursement for the same expense. No duplication of receipts.
• Only eligible graduate students may be reimbursed, departments are not eligible to receive reimbursment.
• Funding may be rescinded if reimbursement procedures or guidelines are not followed.

Reimbursement Process

Prior to beginning the reimbursement process, please review the GSS Reimbursement Instruction video. 

Timeline

• Complete application for FPD before the application deadline.
• Receive your award or decline letter. Appeal on the award decision are due within 30 days of the award letter.
• Complete the Travel Registration form in advance of the professional development activity as applicable.
• Complete the professional development activity and ensure expenses are paid.
• Submit reimbursement application in Chrome River with all the necessary documentation within 30 days of the professional development activity.
• Expect the processing of your correctly completed Chrome River application to take approximeately eight weeks.
• Reimbursment will be process approximately eight weeks after applicant correctly completes application on Chrome River.
• Final appeals regarding reimbursement are due within 30 days of the end of the activity date range.

Receipt Requirements

• Receipts must be submiteed through Chrome River within 30 days of the event or expense. Students are permitted additional time during the summer semester if and only if they do not have access to chrome river.
• Receipts must clearly show that the applicant paid for the expense. If another party paid, the applicant must provide a copy of the receipt from the billing party and a written statement from the payer confirming they were compensated by the applicant

Supporting or Clarifying Information

• For meberships, the purchasing date must fall within the semester's FPD range.
• Many conference registrations include and/or require a membership to the organization. In this case, please submit a membership request and a separate conference funding event.
• If an award includes any type of travel, students are required to complete the travel registration process as instructed by the Office of the Dean of Students (https://bgsu.presence.io/form/travel-registration-form). Proof of submitting this form will be required for reimbursement.
• Recently graduated gradaute students who no longer have access to Chrome River should contact gss@bgsu.edu and work with their individual departments.

Click here to review reimbursement instructions.

Receipts

Receipts must show that the applicant paid for the expense.  If another party paid for the expense the attendee must have documentation which includes a copy of the receipt from the billing party (such as the hotel or airline) and a statement from the person who paid, verifying that they received compensation from the applicant.  

Reminders, Funding Guidelines, and Appropriate Use of FPD

• Registration will be required for all FPD travel reimbursements. Please complete the Travel Registration Form.
• Effective Spring 2023, there is a university expectation for conference/event attendees to utilize established traditional lodging (hotels or motels) in lieu of vacation rental facilities (AirBNB/VRBO, etc.) The expectation is established in an interest of safety for university employees and students as hotels are required to be inspected, uphold a level of fire code relevant to the location, appropriate insurance coverage, and are typically closer to the event venue.
• If offered funding, reimbursement can only be given to the category for which it was awarded. For example, if you request funding for membership fees and are approved, you will only be reimbursed for the cost of membership and not any fees associated with conference travel.
• Award amounts may vary per approval. The actual amount received is dependent upon the number of applications received, level of participation, and funding available within any given semester. Disbursement of funding is at the discretion of the Graduate Student Senate Funding Committee.
• Applicants may only apply for FPD during the designated period of time.
• Employees who travel on university business are encouraged to incur the lowest practical and reasonable expense while still traveling in an effective and timely manner. Those traveling on university business are expected to avoid impropriety, or the appearance of impropriety, in any travel expense. Employees should conduct university business with integrity, in compliance with applicable laws and Ohio Ethics guidelines, and in a manner that excludes consideration of personal advantage. Should an expense be incurred that is subsequently determined to be improper or in excess of normal costs of travel, the traveler may not be fully reimbursed.

Application Process

Complete the application through the GSS Canvas Shell. Late submissions will not be considered. Remember to submit a different application for each activity. All current graduate students should have access to the Graduate Student Senate Canvas shell. Please look under "all courses" in your canvas account to find it. If you believe you should have access to the canvas shell but do not, please contact gss@bgsu.edu in advance of the deadline.

Along with information about your proposed activity, you will be asked to submit two essays (maximum of 250 words each):

• Please identify and describe three ways in which this opportunity will contribute to your professional development.
• Please explain how this opportunity incorporates BGSU's commitment as a public university serving the public good.

Questions

Please contact your program's senator for more information, or contact us at gss@bgsu.edu.

Agreement

By submitting a Funding for Professional Development Application on Canvas, you are agreeing to have read and understand the above information.

* Except during summer when the committee is reconfigured to accomodate the absence of senators.