Between its main outreach events throughout the year, IAPS School Day and the International Day of Light, IAPS wishes to encourage members in hosting further outreach events at other times throughout the year. Therefore, IAPS offers further financial support for a range of outreach activities which members can organise, that are not related to either of the main outreach programmes.
Projects. Activities should be educational and outreach events aimed at the general public or at a specific age group (pre-university school students). They may otherwise be open to all IAPS members. The themes of the International Day of Light (IDL) or School Day are special calls for this grant.
The project must fall into one of the three following categories, with a new project or a new augmentation of an existing project starting in the current financial year:
- New project initiation. This comprises new science outreach projects which the applicant did not already run. If the applicant already runs a different outreach project and wishes to apply for this grant for a new, separate one, they must explain how the two projects differ.
- Existing project development. This is relevant where the applicant already runs a science outreach project and wishes to augment it: for example, an NC expanding a nation-wide project to a new city, an existing project requiring updated equipment, or an activity being expanded with a new component.
Preferences for a project in category 1 or 2 are as follows:
- Financially effective outreach
- Events in multiple locations over single location (for NCs only)
- Going outside of your city over not going (for LCs and NCs going to rural areas)
- Targeting specific age groups over general public
- Collaborations (with institutes, universities, other student association) are encouraged
As with all activities, organisers should bear in mind public health measures that are in effect in their country, and try to organise events which are easy for people to attend and which are safe for those who do.
Scope. Around €300 may be awarded to a committee for each application.
Application. An application may be submitted by any National or Local Committee of IAPS (NC/LC), who as a full member has paid their membership fee for the previous financial year, or who as a provisional member has paid their fee for the current year.
Applications must be sent by email, to firstname.lastname@example.org, with email@example.com copied. The application must include:
- A detailed event description, including descriptions of schedule and dates
- A provisional budget with a breakdown of costs, incl. other sources of funding
- The exact amount of money requested
- Contact details of the organiser(s)*
- The bank account details of the National or Local Committee
Applications can only be made in the year that the event will take place, regardless of IAPS’ financial year.
Applications must be made no later than one month before the start of the project. This is to allow the EC adequate time to decide on the application before the project goes ahead. Applications will be received right up to the end of the financial year.
Applicants should be ready for a meeting with the EC within two weeks after the application was sent, if necessary. Successful applicants can be announced publicly, with their permission.
Awarding. The award is made at the discretion of the Executive Committee based on available funds; the EC may decide to award less than the amount requested. The decision will be made no later than 28 days after receipt of the application. In case of grant approval, it has to be communicated to your participants that IAPS is sponsoring the project. This would include putting the IAPS logo on all promotional material – consult the IAPS Guidelines for Promotion.
If the project is approved, IAPS will pay 50% of the awarded monies before the event, and 50% after receipt of the final event report and an article for jIAPS. Monies will be paid only to the association’s bank account. The total amount that is awarded will be transferred at the latest one month after the report was received. If an applicant cannot provide an association bank account for monies to be paid into, the grant will be deemed to have been forfeited. If the report is not received three months after the project was to take place, the grant is deemed to have been forfeited, and the already-awarded monies must be returned to IAPS in full.
The decision of the IAPS Executive Committee shall be final.
Report. A report must be included regardless of which category the project falls under. The report must be in publishable form (i.e. for inclusion in jIAPS) and include at least two photographs from the event itself. Along with the report, all promotional materials used for the event should be sent at the same time, displaying the appropriate IAPS publicity.
An article on the event for jIAPS must also be included; this article is subject to editing in consultation with the jIAPS editor-in-chief (firstname.lastname@example.org) before approval.
- The project can be subsidized by only one IAPS grant at a time.
- The grant will not cover the entire cost of the project. (Be sure to specify in your budget which costs you need IAPS money for.)
- IAPS reserves the right to withhold or withdraw part or all of the grant in the case of any fraud, intentional falsification, breach of the IAPS Code of Conduct or the event Terms and Conditions, or criminal activity on the part of the winner, or runners-up if any, during the application, the event or the reimbursement process.
the Executive Committee of
the International Association of Physics Students – IAPS
*Name, university, email and phone number. In case of multiple local members of NC/LC applying together, multiple organisers can be named (eg. one per city). In this case, separate reports may be submitted if the NC/ LC desires.
In applying, the organisers must consider the IAPS Terms and Conditions and Reimbursement Guidelines. The IAPS Code of Conduct, or an at least equivalent code, must apply at the event. Each of these, along with IAPS’ social media, must be mentioned during the registration for any IAPS event.