Medical Student Academic Opportunities Funding Policy
Purpose
The purpose of this policy is to establish guidelines for the administration and allocation of funds designated to support the academic, professional, and personal development needs of medical students. These funds, generated by means of an allocation from student fees, aim to enhance educational opportunities, foster research innovation, and 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
Funds may be allocated for the following purposes:
Research Support
- 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.
Application Process (see Attachment 1)
Submission:
For research posters/presentations, students should submit an abstract for a specific conference or meeting via a dynamic form at the following link:
https://webapps.etsu.edu/DynamicForms?targetURL=https%3a%2f%2fdynamicforms.ngwebsolutions.com%2fSubmit%2fStart%2f6ca0f5af-3a25-4ba3-9867-f08777cf1635).
Abstracts should be submitted via the link above prior to submitting to the meeting of interest for review. Students should not submit an abstract to a meeting or conference without obtaining prior approval via the link above.
Upon approval by the AVP of Clinical Research the student can submit the abstract to the meeting and, if accepted, then submit the final poster at the following dynamic form:
https://webapps.etsu.edu/DynamicForms?targetURL=https%3a%2f%2fdynamicforms.ngwebsolutions.com%2fSubmit%2fStart%2f30ca8809-926f-415b-bbb9-e16260cdb28d)
The poster can then be printed by the Biomedical Communications office and travel can be arranged.
For publications, international travel, and laboratory supplies/reagents, students should submit the funding form at the following link:
For any other proposed projects/activities, students must submit a detailed application, including:
- 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.
Review: Applications will be evaluated by the AVP for Clinical Research based on merit, feasibility, and alignment with the policy’s objectives.
Approval: Approved applicants will receive written notification with instructions for accessing funds.
Disbursement of Funds
Funds will be disbursed either as reimbursements or as direct payments to vendors/service providers, depending on the nature of the expense. Reimbursements must meet ETSU/QCOM guidelines. Receipts are required. Reimbursements are not guaranteed unless the student has received approval for the expense.
Students must submit documentation of expenditures within 30 days of the activity or purchase.
Eligibility Criteria
Applicants must be currently enrolled medical students in good academic standing.
Priority may be given to students demonstrating financial need or pursuing projects with significant academic or community impact.
Reporting Requirements
Recipients must submit a brief report (e.g., summary, presentation, or reflection) within 60 days of completing the funded activity, detailing how the funds were used and the outcomes achieved.
Failure to submit reports may result in ineligibility for future funding.
Oversight and Administration
A dedicated fund administrator will oversee the allocation process, ensure compliance with this policy, and maintain transparent records of all disbursements.
The policy will be reviewed annually to adjust for budgetary constraints, student needs, and program priorities.
Effective Date
This policy takes effect immediately upon approval and will remain in place until amended or superseded by subsequent policies.
Questions regarding this policy should be directed to the QCOM Office of Student Affairs at 439-2019.
Attachment 1: flowchart for funding requests
Abstract Approval form:
Poster Approval form:
Publications/International Travel/Laboratory Costs Approval form: