Undergraduate Support Grants
The Office of Undergraduate Research (OUR) offers partial funding for undergraduate students to support research activity that goes beyond the regular requirements of academic coursework or thesis work.
All students seeking financial support for research activities have to come through the undergraduate research program. Students cannot 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."
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, 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.
Undergraduate Grant Applicant 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:
- 3.0 for multidisciplinary and travel grants
- 3.3 for the 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 multidisciplinary or 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.
- An applicant has priority if he/she has not received prior funding from the Office of Undergraduate Research, within the same academic year
- A student is allowed only one multidisciplinary or travel grant per year, with a maximum of two multidisciplinary/travel grants per study period, inclusive of the period of one calendar year after graduation
- A student is also allowed up to one research internship grant per study period. The research internship grants are only considered for the summer before a student’s graduation year. In other words, students who are graduating are not eligible for a research internship grant in the summer after graduation, even if they have been accepted by the host university or research center abroad
- A student cannot hold both a multidisciplinary/travel grant and a research internship grant in the same grant cycle
- 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
- Travel grants to more than one student delivering the same paper are not possible. Therefore, a group of several students, from the same discipline, working on the same project has to select one member to represent the group and travel for the presentation. The student selected should be the main applicant in the application form. The names of the co-authors of the research are also filled out on the application form for acknowledgment/documentation purposes only. In other words, while only the applicant receives the financial support, the other names are acknowledged on reports, publications as co-authors of the study
- 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
- The student and the faculty advisor cannot both be funded, through their different application systems, for the presentation of the same paper at the same conference. Check if your advisor is applying for a grant, through the faculty support grant system, to present the same paper. Only one of you can be funded
Reimbursement of expenses (i.e. retroactive support) for completed research 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
Here is a table showing the deadlines for each phase of the grant cycle:
Application and Review Deadlines
Grant Coverage Period
Online System Opening Date
Deadline for Student Online Application to Department
Department Review to School
School Review to the Office of Undergraduate Research (OUR)
OUR Review to Academic Integrity and Conduct
Academic Integrity and Conduct Review to Dean of Undergraduate Studies
Date of Grant Award for Approved Applications
|1||Nov 15 - onwards||Sept 5||Sept 20||Oct 5||Oct 21||Nov 1||Nov 3||Nov 6||Nov 15|
Jan 2 - onwards
April 4 - onwards
May 31 - onwards
- No applications received after midnight on the deadline of each cycle will be accepted. 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 a grant cycle deadline will be reviewed for that cycle
- For research internships and conferences/competitions that take place in the summer, a student should apply for funding before the February 10 or April 10 grant cycle deadline, 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.
Types of Grants
Three types of co-curricular research activity may be, currently, funded by the Office of Undergraduate Research.
1. Travel Grants*
Travel grants offer partial payment of expenses incurred by travel to national, regional and international conferences, competitions, exhibitions, or other reputable events. These may be recognized for professional events or recognized undergraduate research events. Only students presenting research or creative work can apply.
The Undergraduate Research Program may cover partial costs for one or more of the following:
- Travel tickets
- Conference registration fees
- Visa fees
- Health insurance
Maximum amounts awarded to applicants are EGP 18,000 (or the equivalent in USD at the time of disbursement) for students giving presentations. 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.
*Please read the application restrictions in the section above.
2. Team Travel Grants*
To encourage multidisciplinary team collaborations that cross disciplinary boundaries and increase cooperation between departments, the Office of Undergraduate Research is offering a multidisciplinary Team Travel Grant. The goal is to build bridges across the physical sciences, behavioral sciences, fine arts and humanities, to address complex technical, environmental or social issues, problems and opportunities.
The team, working on the same project, selects two individuals, each from a different discipline, to travel together for conference presentation. The two members fill out one application form. Both members need to fulfill the grant eligibility criteria.
Student teams applying for travel to competitions should, also, apply for this grant type.
The maximum amount awarded for a multidisciplinary team conference grant is EGP 25,000 (or the equivalent in USD at the time of disbursement).
*Please read the application restrictions in the section above.
3. Undergraduate Research Internship Grants*
Students who receive an invitation from institutes, universities or professors abroad for participation in a research internship 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 maximum amount that may be awarded to applicants is EGP 30,000 (or the equivalent in USD 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 team/travel grant applications
- Questions to expect on the undergraduate research internship grant application
Students are requested to use the online system for the application. This system is accessible two weeks before the deadline for each cycle.
To submit the application forms, click here.
Writing the Title, Abstract and Biography
For general guidelines, click here
The following supporting documents, as appropriate, must be attached to the application form:
- Snapshot of email received with a letter of acceptance for presentation in the conference and forward the email to firstname.lastname@example.org
- Snapshot of email received with invitation Letter from host university or research center abroad for research internship and forward the email to email@example.com)
- 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)
Grant Review Process
At each grant cycle deadline, all applications submitted go through several stages of review. The first stage is in the department of major, followed by the school, then the Office of Undergraduate Research, then the academic integrity and conduct committees, and finally the dean of undergraduate studies. Final decisions are communicated within 7 to 8 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)
- 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 research or creative work (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
- Both applicants applying for a multidisciplinary team conference grant are from the same discipline
- 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 Office of Undergraduate Research program 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 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.
Implementing the Grant Acceptance Agreement
Upon receiving the funds, the student is expected to implement the proposed research/creativity 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 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 (specific conference/research internship), 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 Office of Undergraduate Research (firstname.lastname@example.org) to take the necessary action. If the cheque has been cashed, the awardee must reimburse the totality of the awarded support.
Submitting the Grant Report
Upon successful completion of the awarded project, the applicant must submit a report to the Office of Undergraduate Research 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 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 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
- 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/multidisciplinary 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 Office of Undergraduate Research 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 Office of Undergraduate Research publications (Newsletter for Undergraduate Research, Facebook page)
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 Office of Undergraduate Research, 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 full payment if the grant has been unused
- Receiving funding from other AUC or external sources, without communicating this information to the Office of Undergraduate Research
- 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 on the academic transcript
- Suspension or permanent expulsion for fraud
- Referral to authorities outside of AUC for prosecution
- Other possible sanctions or penalties, as deemed appropriate by the academic integrity committee
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 Cocurricular 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.
For questions, contact the Office of Undergraduate Research at email@example.com.
Administrative Assistant: Nancy Georgy
Office: P019, The Hatem and Janet Mostafa Core Academic Center
Tel: 02.2.615 4778
Director: Amani Elshimi
Office: Room P077, Rhetoric and Composition, Prince Alwaleed Bin Talal Bin Abdulaziz Alsaud Hall