A variety of funding sources are available to help offset some student expenditures, generously given by many donors. These funds are specifically earmarked for student research presentations, emergencies, and helping students with the most financial need. Continue reading for more information.
Student Research Conference Travel Support
Effective July 1, 2024:
Medical Student Research Travel Fund Application Information:
Purpose: The Medical Student Research Travel Fund supports CWRU School of Medicine students in presenting their research, scholarship, or QI findings at professional conferences. This fund aims to enhance academic and professional development by enabling students to share their work and network with experts. The goal of the fund is to support as many students as possible by defraying some of the major costs of attendance. It is not intended as the sole source of funds for travel.
Eligible students must be the first author and presenter of their research, conducted during their medical school tenure under appropriate mentorship. The fund is available to currently enrolled students who are not on academic probation, leave of absence, or enrolled in the MSTP or CCLCM programs.
Applications must be submitted online with necessary documentation, including proof of abstract acceptance and mentor endorsement. Funding, up to $500 per academic year, is awarded after travel and receipt submission within 90 days. Efforts will be made to support all eligible applicants within budget limits. When funds are limited, priority will be given to students who have not received Research Travel Funds in the past. Students who have previously received funds may have their application put on hold pending a decision until the end of the quarter.
Eligibility Criteria:
- Students must be presenting research, scholarship, or QI findings at the conference/meeting.
- Students must be the first author and presenter of the paper/poster/abstract that clearly describes research, scholarship, or QI findings.
- The project being presented should have been conducted while the student was in medical school at CWRU under the guidance of an appropriate mentor
- Students must not be on “at risk” or Probation academic status
- Students must be currently enrolled in the School of Medicine to receive the funding (e.g. not graduated).
- Students must not be on leave of absence at the time of application for any reason.
- This award is not available for students enrolled in the MSTP or CCLCM program.
- Students must have receipts and must submit all receipts within 90 days after the travel date or reimbursement requests will be denied.
How to Apply
Students must apply to the Med Student Funding Application online (below) by completing their information and providing the required application materials. Complete applications can be submitted at any time during the academic year. Priority applicants (those who have not received funding in the past) should apply before the conference and will receive notification that funds are being "reserved" for them. Applicants who have received funds in the past may apply AFTER their conference by submitting receipts but cannot be notified in advance about whether funding is available; these decisions may take up to 3 months. In either instance, funds are not reimbursed until after the conference is completed and receipts are submitted. Receipts MUST be submitted within 30 days of returning from the conference; if they are not submitted in a timely fashion, funds may be reallocated to another student.
Required Application Materials
- Students must provide their contact information, including name, address, email, and class year.
- Student must provide their research mentor contact information, including name department, email, and project start day.
- Students must provide information about the conference, including conference name, dates, location, and website.
- Students must provide their abstract title, author list, and body.
- Students must provide proof of abstract accepted for presentation either via a link to an abstract list on the conference website or the PDF of the acceptance email
- Students must submit a brief letter or email from their mentor/PI confirming the student’s participation in the submitted research and endorsing their research presentation and travel fund application.
- Students must provide the anticipated travel costs.
- Students must acknowledge, read, and meet the eligibility criteria.
Expectation of Students
- Students are expected to follow the School of Medicine Academic Attendance and Absence Policy
- NOTE: Receiving funding support does not give students permission to miss required curricular activities or events. Students must obtain approval from their Society Dean advisor in advance. All approvals must be documented in advance.
- Students/and or mentors will need to contribute to their conference costs as it is unlikely that the travel funds will cover all costs (see excluded costs below).
Funding Availability
- Funding is available for students per academic year (July 1 - June 30), not to exceed $500 per year.
- Efforts will be made to fund all eligible applicants within the limits of the available budget
- The allocation of funds for Med Student Research is subject to limitations, and the availability of awards is contingent upon the available budget.
- If funds are limited, first time award recipients will be prioritized.
- Funds are awarded after travel has occurred.
- Only one award per abstract/presentation (i.e. if co-presenting, only one student is eligible)
What is eligible for reimbursement?
- Conference Registration
- Hotel expense (a maximum of 2 nights)
- Transportation to the conference/meeting:
- Airfare or mileage to/from the conference city
- Note: Local transportation, such as Uber or taxis, is not reimbursable.
What is NOT eligible for reimbursement?
- Meals are not reimbursable
- Membership fees for professional organizations or societies are not reimbursable.
- Journal publication costs are not reimbursable
- Poster printing/e-poster fees are not reimbursable
- Expenses usually allowed that have been reimbursed by another source (eg mentor funds, association scholarship/travel grant, etc) are not reimbursable
Emergency Funds
Emergency Funds are set aside for unplanned expenses or financial emergencies. Some common examples include catastrophic life events, emergency travel, housing insecurity, food insecurity, transportation insecurity, and unexpected bills.
After notifying their Society Dean, the student must meet with the Office of Financial Aid (medfinancialaid@case.edu). Students may request additional loan disbursements if they have not accepted the maximum amount allotted for the year.
Students are strongly encouraged to apply for the main campus Student Emergency Fund through the CWRU University Dean of Students Office. The fund can assist students with up to $500 per semester. Students experiencing financial hardship due to unforeseen physical or mental health expenses can apply for the main campus Student Health Emergency Fund through CWRU Student Health and Counseling Services.
After reviewing financial aid options and applying for university funds, students may apply for SOM Emergency Funds (linked below). The request must include details of the emergency and resulting costs (including estimates, receipts, other sources of support, and any other documentation about the emergency).
Level-Up Funds
The School of Medicine Level-Up Funds are for non-emergencies, such as costs associated with academic success and may include study aids, educational materials, professional attire, and attendance at key professional conferences not related to research activities. These funds are available only to students with demonstrated financial need.
For travel related to professional conferences that are not research-related, priority will be given to students in local, regional, or national leadership positions. Students must consult with their Society Dean and request any necessary absences. The student group’s faculty advisor should also be approached about potential scholarships that may be available.
Students are expected to explore resources and scholarships available through student interest groups such as the American Medical Student Association (AMSA), the CWRU AMA chapter, and other student groups. Students may also apply for the CSR Professional Development Award.
Students may apply for the SOM Level-Up Funds through the application link below. Requests should include specific information including specific needs with rationale and estimated amounts.