Medical Student Academic Opportunities Funding Policy
Purpose
The purpose of this policy is to establish guidelines for administering and allocating funds that support the academic, professional and personal development of medical students. these funds are generated through all allocations from student fees and are intended to:
- Enhance educational opportunities
- Support research innovation
- Promote global health experiences
Scope
This policy applies to all enrolled medical students in good academic standing who seek financial support for activities related to their medical education and professional growth.
Eligible Uses of Funds
Research Support
Funding may be used for the following research-related expenses:
- Travel: Costs associated with attending conferences, workshops, or research collaborations, including transportation, lodging, and registration fees.
- Poster Preparation: Expenses for printing, and producing research posters for presentations.
- Publications: Fees related to submitting and publishing research findings in peer-reviewed journals or other academic outlets.
- Project Reagents: Costs for materials, supplies, or equipment necessary to conduct research projects (e.g., lab reagents, software, or small-scale instrumentation).
Educational Seminars
Funds may be used to organize, host, or attend seminars that enhance medical and/or research knowledge, skills, or networking opportunities. This includes speaker fees, venue costs, or student attendance fees.
International Mission Rotations
Funds may be used to defray costs associated with international medical mission rotations coordinated through the East Tennessee State University or Quillen College of Medicine, including travel expenses, visas, immunizations, costs not covered by insurance (excluding travel insurance), and program fees. These rotations must align with the educational goals of the medical curriculum and promote global health. Travel costs and reimbursements must also follow East Tennessee State University travel guidelines.
Funding Limits
A maximum annual allocation per student will be determined based on available resources and the number of applicants. Annual funding is not guaranteed.
Specific caps may apply to individual categories (e.g., travel, publications) to ensure equitable distribution of funds. Publication costs are limited to one publication per student per year. Students are encouraged to engage with medical residents and fellows on publications.
Students must use any other ETSU/QCOM available support prior to applying for this funding. This can include, but is not limited to, department- or college-level student allowances for accepted posters, presentations, or travel; travel awards provided by a conference or professional organization; stipends provided by faculty mentors; group fundraising by students for a specific project or trip.
Research Poster or Presentation Approval
Students presenting research must first submit their abstract for review before submitting it to a confernece or meeting.
Step 1: Submit Abstract for Approval
Use the form below to submit your abstract for review by the AVP for Clinical Research.
Submit Abstract for Research Presentation Approval
Step 2: Submit Poster After Acceptance
After the abstract is approved and accepted by the conference, students must submit the final poster. The Biomedical Communication Office will print the poster and assist with travel arrangements.
Submit Final Poster for Printing and Travel Support
Publications, International Travel or Labortatory Supplies
Students requesting funding for:
- Publications
- International travel
- Laboratory supplies or reagents
must complete the funding request for below.
Apply for Research Publication, Travel or Laboratory Funding
Other Proposed Activities
Students requesting funding for other projects must submit a detailed application that includes:
- A description of the activity or need (e.g., research project, seminar).
- An itemized budget outlining anticipated costs.
- A statement of purpose explaining how the funding will support their education or professional development.
Application Review
Applications are reviewed by the AVP for Clinical Research and evaluated based on:
- Merit
- Feasibility
- Alignment with the goals of this funding program
Approval Notification
Approved applicants will receive written notification with instructions for accessing their funding.
Disbursement of Funds
Funds may be distributed through:
- Reimbursement to the student
- Direct payment to vendors or service providers
All reimbursements must comply with ETSU and Quillen College of Medicine financial guidelines.
Additional requirements:
- Receipts are required for reimbursement
- Reimbursement is not guaranteed unless prior approval was received
- Documentation of expenses must be submitted within 30 days of the activity or purchase
Eligibility Criteria
Applicants must:
- Be currently enrolled medical students
- Be in good academic standing
Priority may be given to students who:
- Demonstrate financial need
- Propose projects with significant academic or community impact
Reporting Requirements
Students who receive funding must submit a brief report within 60 days of completing the funded activity. Reports may include:
- A written summary
- A presentation
- A reflection describing outcomes and how the funds were used
Failure to submit the required report may result in ineligibility for future funding.
Oversight and Administration
A designated fund administrator will:
- Manage the allocation process
- Ensure compliance with this policy
- Maintain transparent records of all disbursements
This policy will be reviewed annualy to account for:
- Budget considerations
- Student needs
- Program priorities
Effective Date
This policy takes effect immediately upon approval and will remain in place until amended or superseded by subsequent policies.