Undergraduate Support Grants

Welcome to the Undergraduate Research Program's funding page. The Undergraduate Research Program offers partial funding for undergraduate students to support co-curricular research activity that goes beyond the regular requirements of academic coursework or thesis work.  

Definition of Key Terms
Pre-Application Stage
Application Stage
Post-Application Stage
Post-Award Stage
Contact Us

Note: All students seeking financial support for co-curricular research-related activities have to come through the Undergraduate Research Program. Students should not approach other offices within AUC for funding without prior communication with the Undergraduate Research Program. If extra funding is found necessary, then the Undergraduate Research Program has to be copied on all grant-seeking correspondences.

 

Definition of Key Terms

Research: This is defined by the Council for Undergraduate Research as an "original intellectual or creative contribution to the discipline."  Research-based activities may result in a variety of intellectual outputs - research papers, original artwork, science innovations, research-based solutions.

Grant: This is a form of financial sponsorship for the proposed research activity. A grant is not a gift; it is “money in trust.” It is a contribution from the grant-giver that entails certain requirements from the grant recipient, including submitting a report with evidence of expenditure and research outcomes, publicly sharing research findings and returning unused funds. For undergraduates, only co-curricular research activities (i.e. those that go beyond the requirements of a course), such as travel to present at a conference, or enrollment in a research internship abroad, may be funded.

Grant Cycle: This is the period that covers the application for a grant, the review of the applications at different levels, decisions on awarded applications, notification of the recipients, implementation of the research activity, reporting, report review and closure of the grant. Each grant cycle has a deadline for applications. After each deadline, the online system is closed, and the applications for the particular grant cycle are reviewed and processed. No applications are accepted for the grant cycle after the deadline. 

Grant Application/Proposal: This is a request for support for the research activity. The grant application is completed by the applicant. It consists of a section on personal details, a complete research abstract, a description of the research activity (e.g. conference, competition, internship) and a detailed budget with justification. The purpose of the grant application is to persuade the grant-giver to become a sponsoring partner for your research activity. You, therefore, have to present a good argument that establishes credibility for yourself and your research.

Grant Recipient: This is the individual who receives financial support and becomes responsible and legally accountable for its financial management, reporting and research-sharing.

Grant Acceptance Agreement: This is the signed legal contract under which the grant recipient agrees to perform the scope of work/activity, according to specific terms and conditions, for a specific budgeted financial compensation. Non-compliance to the terms of the contract result in sanctions.

Grant Report: This is a required document submitted by the grant recipient after the research activity is completed. It offers details and evidence of both financial expenditure and research performance. The grant report is an essential condition for the completion of the grant process, as stipulated in the grant acceptance agreement. The details of grant reporting are covered in the relevant section below. Not submitting a report, or submitting a report that does not fulfill the financial and research outcomes reporting criteria, will result in sanctions, including returning the funds.

 

Pre-Application Stage

Eligibility

A student can apply for a grant if he/she has:

  • Full-time enrollment status in an undergraduate degree program at AUC*
  • Completed a minimum of 60 credit hours at the time of application
  • A minimum GPA of:
    • 2.9 for Travel Grant
    • 3.2 for Research Internship Grant
  • Submitted reports for previous grants received (if applicable)

*Alumni who are still within their first year after the date of graduation may apply for a travel grant to present their undergraduate research or creative work at a conference/event. In case of approved funding, alumni grant recipients must travel within the period of this one year. Alumni cannot receive funding for a Research Internship.

Application Restrictions

  1. An applicant has priority if he/she has not received prior funding from the undergraduate research program, within the same academic year
  2. A student is allowed only one travel grant per year, with a maximum of two Travel Grants per study period, inclusive of the period of one calendar year after graduation
  3. A student is also allowed up to one research internship grant per study period. Students may receive a research internship grant only if they will continue academic study at AUC after the summer for which they will be grant-funded. In other words, students cannot apply for a research internship grant for the summer after graduation, even if they have been accepted by the host university or research center abroad
  4. A student cannot hold both a travel grant and a research Internship grant in the same grant cycle
  5. Only research that produces an "original intellectual or creative contribution to the discipline" is eligible for funding. Activities such as leadership conferences, training and mentorship workshops, and student activities (such as MUN, MAL) are NOT considered research and will not be funded through the undergraduate research program
  6. Travel grants to more than one student delivering the same paper, or participating in the same competition team are shared. The grant is disbursed in the name of the main applicant, who becomes responsible for managing the grant and submitting the grant report. The names of research co-authors, even if not traveling, are also filled out on the application form for acknowledgment/documentation purposes 
  7. All students applying for a grant must have a faculty research advisor who must provide a recommendation letter to be submitted as a supporting document in the application. The faculty advisor recommendation letter should provide specific evidence to testify that the grant-seeking student has demonstrated both a high-level of research/creativity competence and the necessary maturity and reliability to manage the technical and financial aspects of a grant. The faculty research advisor should be copied on the grant acceptance agreement, grant report notifications, the final grant report, and any correspondence regarding violations
  8. Reimbursement of expenses (i.e. retroactive support) for completed activity is not possible

Grant Cycle Deadlines

Every academic year, undergraduate student grant applications must be received by one of the following deadlines:

Grant Cycle 1: September 20
Grant Cycle 2: November 10
Grant Cycle 3: February 10
Grant Cycle 4: April 10

The online system will remain open, but applications will be reviewed at the deadline of the cycle within which they have been submitted.

Table of Application and Review Deadlines

Grant Cycle
Grant Coverage Period
Deadline for Student Online Application to Undergraduate Research Program
Deadline for UR Program to Department Review Committee
Deadline for Department Review Committee to Dean of Undergraduate Studies 
Deadline for Dean of Undergraduate Studies to Academic Integrity and Conduct 
Deadline for Academic Integrity and Conduct Review to Undergraduate Research Program
Final Decision
Date of Grant Award for Approved Applications
1 Nov 15 -  onwards Sept 20 Oct 5 Oct 21 Nov 1 Nov 3 Nov 6 Nov 15
2
Jan 2 - onwards
Nov 10
Nov 21
Dec 6
Dec 16
Dec 18
Dec 20
Jan 2
3
April 4 - onwards
Feb 10
Feb 25
Mar 12
Mar 20
Mar 22
Mar 26
Apr 4
4
May 31 - onwards
Apr 10
Apr 24
May 9
May 18
May 20
May 22
May 31

 

  • No applications submitted by email will be accepted
  • If the deadline falls on a holiday, then it will shift to the following working day
  • If you have not yet received one required supporting document (such as a letter of acceptance for a conference presentation or a supporting letter from a faculty research advisor), you can still apply. The proposal will be reviewed, pending receipt of the missing document, for up to a month after the grant application deadline. After a month, if the missing supporting document has not been submitted, the application status becomes rejected
  • An application with more than one missing document is automatically rejected
  • No applications submitted after midnight of the grant cycle deadline will be reviewed for that cycle
  • For research internships and conferences/academic competitions that take place in the summer, a student should apply for funding before the February 10 or April 10 grant cycle deadlines, depending on when the activity starts
  • Applications submitted during the summer (i.e. after April 10) will be reviewed after the first grant cycle deadline of the next fiscal year

Policies on Research Ethics
All research and creative work must abide by AUC's research and academic integrity policies. 

Research involving humans must abide by the ethics for research with human participants. If you are publishing research involving human participants, you need approval from the Institutional Review Board (IRB), prior to collecting data. For undergraduates, the IRB application has to be submitted by their faculty instructor or advisor.
 

Two types of co-curricular research activity may be, currently, funded by the Undergraduate Research Program.

1. Travel Grants*
Travel grants offer partial payment of expenses incurred by travel to national, regional and international conferences, academic competitions, exhibitions, or other reputable events. These may be recognized as professional or undergraduate events. Only students presenting research or creative work, or participating in a competition can apply.  Participating only as an attendee is not funded.

The Undergraduate Research Program may cover partial costs for one or more of the following:

  • Travel tickets
  • Event registration fees
  • Visa fees
  • Accommodations
  • Health insurance

Amounts awarded to individual grant applicants, or teams from the same discipline, maybe up to $1200 (or the equivalent in EGP at the time of disbursement) for a student giving a presentation, exhibiting or participating in a competition. Owing to factors such as the cost of attendance, availability of funds and the number of applications received, the amounts awarded will vary and you may or may not be awarded the full amount you request.

Amounts awarded to student teams, delivering multidisciplinary research (with students from different disciplines), or participating in the same multidisciplinary competition-team are shared, and maybe up to $1800 (or the equivalent in EGP at the time of disbursement). The grant is disbursed in the name of the main applicant, who becomes responsible for managing the grant and submitting the grant report.   The names of research co-authors, even if not traveling, are also filled out on the application form for acknowledgment/documentation purposes 

*Please read the application restrictions in the section above.

2. Undergraduate Research Internship Grants*
Students who receive an invitation from institutes, research centers, universities or professors abroad for participation in a research internship for during the summer can apply for an undergraduate research internship grant. To apply for this grant, students are required to have prior experience in conducting research, provide a recommendation letter from an AUC faculty research supervisor and secure an acceptance letter from the hosting institute, university or professor.

The amount that may be awarded to applicants is up to $2400 (or the equivalent in EGP at the time of disbursement) per internship, based on the availability of funds.  

Please note that the last grant cycle deadline for the academic year is April 10. Students who wish to apply for a research internship over the summer need to have completed their negotiations with the host university and received acceptance by April 10 or up to a month after the deadline (provided that this is the only missing document). Grant applications that are received after April 10 will not be reviewed for that grant cycle.

*Please read the application restrictions in the section above.

Preparing for Application

In preparation for application, find out what kind of questions to expect on each application form:

  • Questions to expect on the undergraduate travel grant applications
  • Questions to expect on the undergraduate research internship grant application

 

Application Stage

Application Submission

Students are requested to use the online system for the application. To submit the application forms, click here

Writing the Title, Abstract and Biography

For general guidelines, click here

Supporting Documents

The following supporting documents, as appropriate, must be attached to the application form:  

  • Snapshot of email received with a letter of acceptance, and forward the email to uresearch@aucegypt.edu
  • Snapshot of email received with invitation Letter from host university or research center abroad for research internship, and forward an email
  • Recommendation letter from AUC faculty research advisor
  • Copy of the IRB approval letter to the faculty advisor if the student is conducting research involving human participants
  • Copy of scholarship agreement, if the student is on a full scholarship
  • Copy of final grant report for previously-awarded applicants, if applicable
  • Other relevant documents and information

The following additional supporting documents must be provided upon receiving a grant acceptance agreement:

  • Copy of valid passport
  • Copy of valid national ID
  • Copy of AUC ID
  • Copy of military permission to travel (for male Egyptian students who have completed all credit hours)

 

Post-Application Stage

Grant Review Process

At each grant cycle deadline, all applications submitted go through several stages of review. The first stage is in the Undergraduate Research Program, followed by the department of major, then the dean of undergraduate studies, then the academic integrity and conduct committees, and finally back to the Undergraduate Research Program. Final decisions are communicated within seven to eight weeks of each submission cycle.  

If you have been selected for funding, you will be contacted to sign the grant acceptance agreement, and to provide necessary identification documents. Please allow an additional 12 working days from the date of signing your grant acceptance agreement for the funding to be available at the cashier’s office.

Grant Assessment Criteria  

Grant applications are evaluated and ranked based on a set of assessment criteria. The highest-ranking applications are recommended at each stage for funding.

Applications are ranked on a 4-point scale (4 = exceptional; 3 = good; 2 = marginal; 1 = poor)

The criteria are:

  • Complete and accurate application form, with all necessary supporting documents
  • Primary research or original creative work 
  • High-quality abstract with a clear purpose, method connected to research question/issue, positioning within the literature, a theoretical framework, well-argued findings and conclusions that make an original contribution to the discipline (see guidelines for how to write an abstract in the relevant section above)
  • Budget justification breaks down costs and demonstrates significant effort at cost-reduction (days of travel, reasonable accommodation)
  • Learning potential and professional development (e.g. scope of host program; connection to specialization)
  • Strong recommendation by the faculty research advisor

Reasons for Pending

Applications are considered pending for any one of the following reasons:  

  • Inadequate abstract (e.g. method, theoretical framework), but good research
  • Inadequately justified budget, but good research
  • Missing invitation letter from the host university or conference acceptance letter
  • A missing supporting letter of recommendation from the faculty mentor

A pending application is given a grace period of up to one week for improvement of an inadequate abstract or budget justification, or up to one month after grant cycle deadline to provide one missing document. Applications for which more than one of the above reasons apply are automatically rejected.

Reasons for Rejection

An application is rejected if:

  • It is not a research, creative work, or academic research-based conference (e.g. leadership conference, MUN/MAL)
  • It scores poorly on the 4-point assessment scale
  • The applicant does not fulfill the eligibility criteria
  • The applicant has applied for a travel grant but is not presenting
  • The application violates one of the restrictions outlined above
  • The applicant has been previously-funded in the same grant cycle

Grant Acceptance/Rejection Notification

When all stages of the application review have been completed, the applicant is notified via email of acceptance or rejection. Based on the availability of funds, the highest-ranking applications will be selected for funding.

Applicants should expect a final decision and notification about seven to eight weeks after a grant cycle deadline. Please refer to the table above for the deadlines for each review stage.

Upon receiving notification of acceptance, an applicant is expected to visit the Undergraduate Research Program administrative assistant (see contacts information below) in order to thoroughly read and sign the acceptance agreement.  

The grant acceptance agreement is a legal contract. By signing the contract, you acknowledge that you understand, agree to abide by, and fully comply with the terms of the contract. Any violations of the contract entail serious sanctions, as detailed in the relevant section below.

Submitting Identification (and Military Clearance) Documents

Before a grant acceptance agreement can be processed, the grant awardee must submit a copy of his/her AUC ID, the national ID, passport, and, for male Egyptians who are traveling to a conference/competition after graduation, a copy of the military service status giving clearance for travel (please check with the AUC military and student visa unit, Office of the Registrar)

Receiving the Grant

After the signing of the grant acceptance agreement, please allow 12 working days for funding to be available. Cheques are, then, collected from the cashier’s office, room G056, administration building, any day before 2:00 pm.

 

Post-Award Stage

Implementing the Grant Acceptance Agreement

Upon receiving the funds, the student is expected to implement the proposed research/creativity/competition activity for which funding has been approved. The grant offers opportunities that enhance student's learning and scholarly development. Enjoy and make the best use of the learning opportunity.

All evidence of travel, accommodation and presentation/internship/competition should be kept/documented thoroughly so that the post-award report can be adequately developed.

Under no conditions can the awarded funds be used for a different purpose. An awarded grant is specific to the awardee, the activity proposed, and the time proposed. Reassigning grants is not possible. Any change in the awardee, the activity, or assigned time nulls the awarded grant.

In case the awarded grant will not be used and the cheque has not been cashed, the awardee must immediately inform the Undergraduate Research Program (uresearch@aucegypt.edu) to take the necessary action. If the cheque has been cashed, the awardee must reimburse the awarded support.

Submitting the Grant Report

Upon successful completion of the awarded project, the applicant must submit a report to the undergraduate research program through the online system, no later than four weeks after the end date, as specified on the application form, for the funded activity.  

As a grace measure, four weeks after the end date of the funded conference or research internship, an automatic reminder for report submission is sent to the awardee. A second reminder is sent in the fifth week. At the completion of the sixth week, if no grant report has been submitted, the student receives a financial hold on their account. Tardiness in submitting the report (i.e. submitting the report after the four weeks) jeopardizes the chance of an applicant receiving a second grant.

The report is a required part of the grant acceptance agreement and is necessary for auditing and program development purposes. Failure to submit the report will result in serious sanctions, as detailed in the relevant section below.

The written report should include the following:

  • Details of the presenter(s): Name, department, email, cell phone
  • Details of the grant: Grant number, date, grant type
  • Details of the research/creativity/competition project: type of project, title, description, the name of the advisor
  • Details of funding: amount received, other internal or external funds received for this project
  • Description of your expenses: financial breakdown with an explanation
  • Details of research/creativity outcomes: most significant learning, challenges, publication or continuation of the project, if applicable
  • Evidence of publicly sharing research/creativity outcomes at AUC (see the relevant section below)

Report supporting documents:

The following documents must be attached to the written report:

  • A copy of the grant acceptance agreement
  • A copy of the travel ticket with price
  • The boarding pass stubs for all parts of the trip and a copy of the entrance and exit stamps on the passport
  • A copy of the accommodation booking and payment receipts (booking only will not be accepted)
  • A copy of visa or visa receipt
  • Event registration receipt (for travel grants)
  • Evaluation letter by host faculty (for research internship)
  • A copy of health insurance

Approval of the Grant Report

The grant report must be submitted through the online system. It goes through the same stages of review as the grant application. Approval is granted if all requirements and documents listed under the “Submitting the Grant Report” section above are fulfilled. The results of the grant report evaluation are communicated within four to five weeks after submission of the report.

Remaining and Unused Funds

Should any grant funds remain unspent, those funds should be returned to the Undergraduate Research  Program at the end of the grant period, so that they may benefit other projects.

Failure to comply with any of these procedures would result in disqualifying a student from applying for future grants, as well as being charged for violation of academic integrity.

Sharing Research Outcomes at AUC

Integral to the agreement is the public sharing of research outcomes with the AUC community. This entails that students receiving undergraduate grants must:

  • Present their work at the annual conference for Excellence in Undergraduate Research, Entrepreneurship and Creative Achievement (EURECA), and/or at other presentation forums at AUC
  • If not already published elsewhere, submit their work for publication in the Undergraduate Research Journal (URJe)
  • Profile their work in the Undergraduate Research Program publications (Newsletter for Undergraduate Research, Facebook page)

Publicity

The awardee must include mention of sponsorship of the project by the AUC in all news releases, both internal and external, and other media contacts. All publications by or about the project, including brochures, announcements, flyers, manuals, reports, must mention AUC as the sponsor.

The undergraduate research program, also, has the right to report on awarded projects, and publish student names, departments, faculty advisor names, grant amounts, and summaries of research/creativity projects on the program website, social media pages, annual reports, news channels, and any other relevant publications.

Violation of the Grant Agreement

A grant awardee who does not fulfill the conditions of the contract violates the signed grant agreement. The following behaviors are considered violations, and entail negative consequences:

  • Using the grant funds for purposes or by individuals other than those specified in the approved grant proposal and grant agreement
  • Not repaying any remaining portion of the grant
  • Not reimbursing the payment if the grant has been unused
  • Receiving funding from other AUC or external sources, without communicating this information to the Undergraduate Research Program
  • Submitting false information or false documents at any stage of the application and post-application process
  • Not submitting a complete and accurate final report no later than four weeks after the end date, as specified in the application form, for the funded activity (there is a grace period of two weeks, but tardiness jeopardizes the student’s chances for future funding)
  • Submitting a report with inadequate proof of expenditure
  • Not sharing the outcomes of the funded research/creativity with the AUC community, through presentation and publication
  • Not acknowledging AUC, in media correspondences, as a sponsor
  • Any other behavior that violates AUC's Code of Academic Ethics

Sanctions and Penalties

Depending on the severity of the violation, as assessed by AUC’s academic integrity committee, any of the following sanctions may apply:

  • Loss of eligibility for future grants
  • Financial hold until the report is submitted, or unused funds returned
  • Repaying the funds
  • Loss of scholarship or financial aid
  • Documentation of academic integrity violation in student records
  • Suspension or permanent expulsion for fraud
  • Other possible sanctions or penalties, as deemed appropriate by the academic integrity committee

Closure

The final stage of the grant cycle is grant closure. A grant attains "closed status" when:

  • All grant agreement commitments have been fulfilled by both parties or officially canceled
  • All cash has been accounted for or returned
  • The final grant report has been reviewed, and all requirements have been met and approved

Verification on the Co-curricular Transcript

Undergraduate student grants can be documented on the awardee’s co-curricular transcript. Once the grant cycle closes, the grant report is approved, and all financial obligations fulfilled, the student may enter the grant award on the co-curricular transcript.  

The entry will only be verified if the grant has come to successful closure.

 

Contact Us 

For questions, contact the Undergraduate Research Program at uresearch@aucegypt.edu.

Nancy Georgy
Administrative Assistant
nancy_g@aucegypt.edu
t: +20.2.615 4778
The Hatem and Janet Mostafa Core Academic Center, Room P019

Amani Elshimi
ashimi@aucegypt.edu
t: +20.2.6152065
The Hatem and Janet Mostafa Core Academic Center, Room P018