ANNOUNCEMENTS!

GRO Mini-Grant Applications are NOW OPEN for the fall semester until December 15th!

GRO Scholars applications are NOW CLOSED for the 24/25 academic year, so check back in the spring for updates on how to apply for next year’s cohort.

Check back soon for announcements about workshops, events and other opportunities!

About the GRO Mini-Grants:

The GRO Program was established to provide vital financial and educational support to our graduate students, empowering them in their remarkable research, scholarship, and creative endeavors. This year, we’re excited to announce the expansion of the GRO Program to include the new GRO Scholars initiative alongside the continuation of GRO grants. However, the grants have been restructured—GRO Grants will now be available as mini-grants, offering up to $500 to support specific research expenses for graduate students. Eligible students can apply on a rolling basis during the award cycles, with a maximum of $500 per student per academic year.

Before applying for a mini-grant, please carefully review all policies regarding eligibility and qualifications outlined below as a lot has changed from previous years. Only complete, accurate, and eligible applications will be considered. Applications that do not meet eligibility requirements or adhere to GRO policies will be disqualified. Please note that GRO Scholars and OLLI Fellows are not eligible to apply for mini-grants.

IMPORTANT: We cannot reimburse purchases made prior to receiving approval. Please ensure your application is approved and follow the specific instructions from the GRO Program before spending your own money on expenses you wish to be reimbursed for. We can not guarantee funding for experiences/events/expenses that are needed within 4 weeks of application submission. Please plan accordingly.

APPLY for a GRO Mini-Grant

Award Cycles:

Applications will only be accepted on a rolling basis during certain times of the academic year. The GRO Team will close the application if funds are exhausted prior to the stated deadlines. Students must be enrolled during the semester for which funding is requested. 

  • Fall Applications are open September 3, 2024 – December 15, 2024. 
  • Spring Applications are open January 21, 2025 – May 1, 2025.  

All funding is contingent upon the GRO Mini-Grant terms and conditions outlined below.

APPLY for a GRO Mini-Grant

Graduate Research Opportunity Program (GRO) Terms and Conditions

It is the responsibility of USM graduate students to review and agree to the GRO terms and conditions prior to applying for a mini-grant in order to be considered for funding. These terms and conditions were developed with input from a committee of faculty, staff members, and graduate students and are aligned with UMS and USM policies.

  • Submitting an application does not guarantee funding.
  • All students must review the GRO mini-grant terms and conditions before applying for funding.
  • Retroactive reimbursements: GRO mini-grants cannot fund or reimburse purchases made before written award approval. Applicants must wait for funding approval and specific instructions from the GRO Team before spending their own money on research expenses.
  • Award value: The maximum mini-grant award for an individual student in a single academic year (July-April) is $500. Awards may be limited at the discretion of the GRO Program to ensure equitable distribution of funding.
  • Group applications: Group applications are not accepted. If multiple students wish to attend the same conference, each must apply individually. Funding is not guaranteed.
  • Application dates: The GRO mini-grant application is open only during specific periods. Students must apply by the deadline each semester.
  • Transferability: If a student cannot attend the research experience/expense for which they were awarded funding, transferring the funds to another activity is highly unlikely. Transfers are considered on a case-by-case basis and require prior written approval from GRO staff/faculty.
  • Cancellations: If an event is canceled beyond the student awardee’s control, transferring the funds to another activity may be possible but is not guaranteed. Award transfers due to vendor cancellation will be considered on a case-by-case basis and require prior written approval from GRO staff/faculty.
  • Funding limitations: Awards are subject to the availability of funds. Funding is not guaranteed to remain available through the set deadline each semester.
  • Travel: GRO awards may be used for travel expenses. All travel requires university approval through a travel request before any bookings. Expenses booked before an approved travel request will not be considered.
  • Airfare: GRO awards may be used for flights. All air travel must be booked through Concur, the software used by the University of Maine System to manage travel and expenses. Flights booked through third parties (Expedia, KAYAK, etc.) or directly with airlines (JetBlue, Southwest, etc.) are not eligible for reimbursement.
  • Terms & Conditions: Students must review and adhere to the GRO Terms & Conditions before applying for an award. Incomplete, inaccurate, or ineligible applications will not be funded.
  • Failure to adhere to the stated terms and conditions may affect future GRO funding eligibility.
  • GRO Scholars: Six students receive a $3,000 scholarship, split across the fall and spring semesters, and are required to participate as a cohort in workshops, programming, and events throughout the year. Scholars must present at Thinking Matters in the spring.
  • GRO Mini-Grants: $500 grants are available to support student research. Recipients are encouraged to attend GRO events, workshops, and presentations.
  • OLLI Fellows: See link for details.
  • GRO Scholars and OLLI Fellows are awarded every spring for the following academic year.
  • GRO mini-grants are open on a rolling basis, EXCEPT between Dec 15th – Jan 21st and May 1st – Sept 1st.
  • All funds must be used by June 1st, and students must be enrolled during the period when funds are used.
  • Submission: There is no guarantee that a submitted application will be granted an award. Please follow ALL instructions in the application and be thorough and thoughtful in your responses. Hurried, incomplete applications will not be considered. 
  • Review Policies: Students must review all GRO policies and terms and conditions before applying. Incomplete, inaccurate, or ineligible applications will not be considered.
  • Funding Availability: Awards are based on the availability of funds, which may be exhausted at any time and are not guaranteed to remain available through the set deadlines each semester.
  • Course Requirements: GRO funds may be used for course requirements related to student research projects, scholarly, or creative activities.
  • Application Review Timing: Submissions are reviewed on a rolling basis during the stated application cycle dates. Students should allow at least two weeks for application review. Notification of the application decision will be sent within four weeks of submission.
  • Event Timing: Applications must be submitted at least two weeks before the event date to allow for review. The GRO Program reserves the right to take up to four weeks for application review. Applications submitted after an event takes place will automatically be denied.
  • Expense Verification: The GRO Program will verify the research expenses requested to ensure their legitimacy and alignment with the stated needs.
  • Application Content: Applications must be complete to be considered for funding. Incomplete applications will not be funded. Students are expected to follow the prompts carefully and be thorough in their responses.

Application Example

APPLY for a GRO Mini-Grant
  • Students are not eligible for funding or reimbursement after graduation. Graduation is considered the date your degree/program is completed, not the day you walk in a graduation ceremony. 
  • Students must be enrolled during the semester when funding is used.
  • Awarded funds will be forfeited if all necessary documents are not processed by the day of graduation. This applies to students graduating in August or December but not walking until May.
  • Award recipients must follow up on processing their award funds with GRO faculty or staff within four weeks of receiving their award letter. Failure to do so will result in forfeiture of the award, which will be returned to the pool for other students.
  • All recipients of GRO funding will be asked to participate in a feedback survey at the end of the year.
  • Eligibility:
    • Must be conducting a research project or scholarly/creative work under the mentorship of a USM faculty member.
    • Must have a letter of recommendation from the faculty mentor.
    • Must be a graduate student who has completed at least one semester at USM.
    • Must be currently enrolled in a graduate degree or certificate program, part-time or full-time (at least 3 credits).
    • Must be in good academic standing (3.0 GPA or higher).
    • Must be making satisfactory academic progress.
    • Must be enrolled during the semester for which funding is requested.
    • Students may receive up to $500 in GRO funding in a single academic year.
    • If a student’s eligibility for funding changes, they must forfeit the award or reimburse the GRO for funds already used.
    • Graduates are not eligible for funding or reimbursement.
    • GRO Scholars and OLLI Fellows are not eligible for GRO mini-grants to ensure equitable distribution of funds.
  • Allowable Expenses: Funds can only be used for expenses related to presenting or conducting research. These funds are not for professional development outside the scope of research.
    • Travel (all travel requires a travel request before any purchases are made)
    • Airfare (must be purchased via the university’s Concur travel booker; third-party bookings are not accepted)
    • Conference fees and memberships
    • Professional Editing Services with Heartful Editors (processing time may be delayed as we set up a service contract with this vendor)
    • NVivo Software Subscriptions (12 months)
    • Supplies and Materials (reviewed on a case-by-case basis; must be purchased via university vendor)
  • Prohibited Expenses:
    • Time compensation
    • Food allowance
    • Living expenses
    • Gift Certificates/Cards
    • Travel upgrades (e.g., business class)
  • Equipment: All hardware and electronic equipment purchased with GRO funds is considered University property. This includes, but is not limited to, tape recorders, audio recorders, and other equipment.
    • Equipment must be returned to the Office of Graduate Studies upon completion of the student’s research project or at the end of the academic year for which funding was received.
  • Award Notifications: Award notifications (acceptance or denial) will be sent via email in accordance with the stated application review timing. If funded, the award notification will contain important information and instructions. Students are responsible for reading the award notification carefully.
  • Award Acceptance: Students who receive funding must acknowledge the award notification within two weeks by replying directly to the award email and following the provided instructions. Failure to accept the award as directed will result in forfeiture of the award.
  • Accessing Funds: Once the GRO Program receives the student’s award acceptance, staff will work with the student to access the funds. Students are expected to communicate promptly and clearly with the GRO representative and provide all necessary information.
    • Direct Payment Option: In some cases, the GRO Program may pay fees directly on behalf of the awardee. This must be coordinated with GRO staff and may require a meeting. Note that certain UMS and USM procurement policies may delay processing times.
      • Change in Participation: If the GRO Program pays an expense on behalf of the student and the student does not participate in the event, the student must notify the GRO Program and reimburse GRO for unused funds.
    • Reimbursement Option:
      • Approval Required: Reimbursement requests must be approved before processing.
      • Reimbursement Timing: Reimbursements are processed after the event/travel takes place. Students may be reimbursed within 45 days of the event.
      • Reimbursement Platform: All reimbursements are processed via Concur. Students must set up or verify their Concur account with GRO assistance. It is the student’s responsibility to:
        • Set up direct deposit information (direct deposit for GRO reimbursement is separate from tuition reimbursement).
        • Assign designated staff as expense delegates.
        • Provide all necessary documentation and valid receipts.
    • Sales Tax Limitations: Per University policy, Maine sales tax charges are not reimbursable. The student must ensure all purchases are made through a Maine vendor or with the proper university identification. The student should confirm with GRO staff that the purchase will be eligible for reimbursement.
    • Purchase Verification: The GRO Program will verify all research expenses requested to ensure their legitimacy and alignment with the student’s stated research needs.
  • Application Information: Students are expected to follow application instructions carefully and submit complete applications. Incomplete or ineligible applications will not be funded.
  • Vendor Management: All GRO-funded purchases must be made through a university vendor.

Reminder: The policies outlined above are non-negotiable, and failure to comply may result in loss of funding.

Contact Us:

207-780-4872

GRO Faculty Director: dorothea.ivey@maine.edu

GRO Coordinator: caitlyn.madden@maine.edu