Proposals must be approved by the department faculty. The total budgeted amount cannot exceed $2,000, although typically smaller amounts are awarded. A fixed per diem of $50 for meals and transportation is awarded for travel grants. For more ambitious projects, students should seek funding from other College entities outside the Russian department in order to supplement the award. Proposals are also necessary for student club activities or for extended tutoring arrangements, and the tutor's qualifications and fees must be approved as part of the proposal by the department faculty.
Upon completion, students should submit any receipts for reimbursement within 30 days and provide their advisor with a 3-4 page report of their research/learning activities that the advisor will share with the department faculty. Students who have not received a grant in the past will receive priority over students who have been recipients.
Students intending to apply for the grant should consult with the faculty member who has agreed to endorse the project and submit to him/her a draft as soon as possible. In consultation with this faculty member, you will work to define the focus and scope of your project.
When your proposal is in final form, you and your advisor should work out a budget for your project. Some of the categories you might include in your budget (depending, of course, on the type of work you will be doing) are: travel, housing, meals, supplies, fees and other relevant expenses. Your budget should be realistic. You will be expected to complete your project within the financial parameters outlined in your budget. This will require that you obtain estimates from appropriate sources — travel agencies, government and academic institutions, etc. — and use them to compute what the project will actually cost.
Prior to activation of ANY student Kinsey Grant, a "Release to Accept a Kinsey Grant" must be signed by the Grantee and his/her parent or legal guardian. Please see the Department Administrator for details.
GUIDELINES TO WRITING PROPOSALS
Each student seeking support through the Kinsey Fund should submit, in writing, a research proposal that includes the following:
- A 2-4 pages description of what you plan to do with this money and how it fits into your academic plans.
- A bibliography if appropriate.
- A budget of all anticipated project expenses.
- If you expect to affiliate with another institution, please submit a letter of invitation or support from that institution.
- If you are unexpectedly faced with a change of your plans, whether before or after an approved project has started, contact your faculty advisor as soon as possible to discuss the situation.
GUIDELINES FOR ALLOWABLE EXPENSES
The first guideline for what constitutes an allowable expense is your own project budget. Beyond that, and as a general rule of thumb, allowable expenses include travel to, within, and from the project site; meals and lodging; and other expenses relating directly to your project. All expenses must comply with Dartmouth College financial policies, which are governed in turn by Internal Revenue Service regulations. Please visit the Finance website to view all policies in detail.
To help you gauge what is allowable and what is not, consider the following examples:
- Daily travel to your place of work or study on the outskirts of Moscow and back to your room in the capital is an allowable expense. A bus trip to visit another Dartmouth student staying on the other side of the city is not. The tip you give to the cab driver who brought you from the airport to your living quarters is allowable; the bribe you paid the ticket agent to get you on an earlier flight is not.
- Meals and lodging is a category that is interpreted very rigidly. Meals means the actual cost of breakfast, lunch and dinner, plus gratuity. Purchase of alcohol is not an allowable expense. If you have been awarded a per diem in lieu of meals, it will cover food items only. Personal expenses — e.g., deodorant, shaving cream — and other non-project-related expenses — e.g., laundry, movie, postcards to friends and family — are not allowable.
- Other expenses can include such things as photocopying of library materials, doctor's visits and inoculations required of travelers.