The Student Research Assistant Program, funded by the University of West Georgia Foundation, enables faculty and staff to employ undergraduates to assist in research or other college-related work. This program runs from the first day of Fall Semester through the last day of Spring Semester and is not functional during the Summer.
The purpose of the Student Research Assistant Program is to encourage students to participate in research and other educational opportunities anchored to their chosen fields of study in order to enhance their learning experience, improve their quality of life, advance their academic research skills, and promote the University of West Georgia. The program will also help diminish the attrition rates among under classmen at the University of West Georgia while accomplishing at least one of the following goals:
1. Contribute in some significant way to the quality of life on campus.
2. Advance some recognized academic or research project.
3. Promote the institution and enhance its reputation.
Recommendations to the Faculty Senate of the Student Services Committee regarding portions of the President’s Campus Involvement -Employment and Activities Task Force Report (see Appendix for relevant portions).
The Student Services Committee Recommends:
- That the Faculty Senate endorse the recommendation of the Task Force Report that a special effort be made to provide funds for additional employment opportunities for students, to be channeled into an on-campus employment program, giving special attention to the assignment and nature of the positions funded, so that whenever possible, these positions relate to the undertakings which contribute in some significant way to the quality of the life on campus, the advancement of some recognized academic or research project, or the promotion of the institution and its good reputation.
- That in order to implement this fund-raising effort:
A. The University of West Georgia Alumni Council be requested to provide at least $20,000.00 as a start-up fund for academic year 1986-87.
B. Grants be sought from outside foundations to expand the fund.
C. That additional funds for 1987-88 and beyond be secured through a major fundraising effort as a new part of the annual “A Day for the University of West Georgia” fund-raising drive.
- That in the use of these funds, priority be given to a match between the student and job so that the job relates in a developmental way to the student’s academic interests and to his/her future career goals, interests and needs.
- That these funds be utilized in such typical ways as the following:
A. Student phone banks for contacting alumni and other potential contributors to the annual fund drive
B. Student assistance in the recruiting of high school students to attend UWG, and
C. Creation of cooperative education positions.
- That the program for administering these funds be organized and operated so that:
A. Continuity, centralization and faculty/administration balance is achieved through having the office of the Vice President for Student Services responsible for administering the program in conjunction with an advisory committee.
B. The advisory committee shall be called the “Student Work Advisory Committee” (SWAC) and shall be a standing sub-committee of the Faculty Senate Student Services Committee.
C. The membership of the Student Work Advisory Committee shall be composed as follows:
1. Three members of the Faculty Senate Student Services Committee, one from each academic school, to be appointed by the chairman of the Faculty Senate Student Services Committee and to include at least one member of the Faculty Senate;
2. One representative from the Career Services Department;
3. One representative from the Financial Aid Office;
4. The program administrator, to be designated by the Vice President for Student Services;
5. One member of the Graduate faculty, to be appointed by the Dean of the Graduate School;
6. One representative from the Office of Development and Alumni Affairs, and
7. One student from the Faculty Senate Student Services Committee, to be appointed by the chairman of the Faculty Senate Student Services Committee.
D. The chairman of Student Work Advisory Committee shall be appointed by the chairman of the Faculty Senate Student Services Committee.
E. In the absence of the chairman of the Student Work Advisory Committee, the program administrator shall have the authority to call a meeting of the committee to handle matters requiring immediate attention. The program administrator shall serve as acting chairman of such a meeting.
F. An official meeting of the Student Work Advisory Committee shall require the presence of a quorum of the committee’s members.
G. Decisions of the Student Work Advisory Committee shall be made by majority vote of those present at an official meeting.
- The Student Work Advisory Committee shall be charged with:
A. Creating and using procedures that screen job funding requests in accordance with the goal and criteria expressed in Sections I - V;
B. Ensuring that the funds generated in this new program are not used in ways that replace money currently funded by the college for similar purposes, such as the College Work Study Program, student or graduate assistantships, co-ops jobs, etc;
C. Creating and using channels of communication, procedures and deadlines that make the funds clearly accessible to both students and employers and that use the funds for maximum benefit to both;
D. Maintaining a balance between previously funded jobs and new jobs.
E. Achieving and maintaining quality in the program by annually evaluating each job funded including the gathering of reports designed to reveal if funds were used to maximum effect and in accordance with the criteria from all employed students and their supervisors, and
F. Issuing an annual report to the college community describing how the funds were used.
Undergraduate students may participate only. The student’s major must be related to the research.
This program runs from the first day of Fall Semester through the last day of Spring Semester and is not functional during Summer Semester. All SRAP work must be completed by May 31, 2013,
All positions may be posted through Student Employment per the Posting a Position requirements. Student Employment Hiring procedures must also be followed.
At the end of Fall Semester if you have not started work on your SRAP project, your funds may be cut.
Evaluations will be required of both Students and Supervisors at the end of Fall and Spring Semesters. Students will complete an evaluation on their project and supervisor. Supervisors will complete an evaluation on their students.
During the Spring Semester, a member of the Student Work Advisory Committee will schedule a visit with the student worker and supervisor to evaluate the progress of the SRAP project.
It is your responsibility to ensure you track your award and student’s hours/spending. Any and all overages will need to be reimbursed to the SRAP Fund by your department. An Excel Spending Report has been created to assist you in tracking your SRAP award and spending.
Request for Additional Funds
If additional funds are available and your SRAP award is running low, you can request additional funds by completing the Additional Funds Request Form. This form is to be used for advance requests and not for the purposes of overspending/after the fact.
In April there will be a luncheon honoring the SRAP students. All eligible SRAP students who have worked more than 40 hours and SRAP Supervisors are invited to attend. Invitations will be sent out.
Outcomes are due at the end of Spring Semester when the SRAP program ends. These will need to be submitted electronically. Examples of acceptable outcomes are:
- Public presentation at campus event (Big Night, department colloquium, etc.)
- Submission for publication in scholarly journal or other professional outlet
- Submission for presentation at professional conference
- Career experience narrative (1-page minimum with supporting letter from career agency)
- Portfolio of work created during project
There is a limited amount of funds set aside each year for student travel related to their SRAP project. These funds will be available on a first come first serve basis, in which ALL required paperwork has been completed and submitted according to the below deadlines and guidelines. Once these funds run out there will of course be no more travel funding for the year. All travel must be completed before the end of Spring Semester.
This funding can be used to ONLY cover travel related expenses - Airfare, Lodging, Meals & Registration. All SRAP student travel must adhere to and be in compliance with the travel rules and regulations enforced by the University of West Georgia. Travel Site
Maximum Amount of Funding Per Project
$500.00 for In-State travel & $950.00 for Out-of-State travel. Please note this is per project NOT per student.
Cash advances will not be provided at all.
Required Travel Request Forms & Information
Travel Authorization form needs to be prepared and then submitted for approval to Melanie Hildebrandt- Honors College, at least 30 days prior to the travel date.
Travel Authorization Form
- Student Travel Release form must be signed (by student) and submitted along with the Travel Authorization.
- Copy of Conference/Convention/Meeting Agenda and Overview
- Nothing should be purchased, spent or otherwise incurred until your Travel Request has been officially approved.
- The student will not be paid as this travel is voluntary.
- The Hotel Tax Exemption form for In-state travel will be used and submitted to in-state hotels.
Hotel Tax Exemption form
- Per diem and other travel rules apply
Required Travel Reimbursement Documents
- Due within 10 business days of completed travel - All receipts/documentation/paperwork for reimbursement must be turned in to Melanie Hildebrandt- Honors College
Travel Expense Form
- Reimbursement checks will be made out to the student. No reimbursement checks will be written to professors.
Ultimately, ensuring your students are set up for success and have all paperwork in order is YOUR responsibility as the Supervisor. Failure to meet any of the above rules or deadlines could result in loss of funding. Misinterpretation or error in spending by the student could result in subtraction of those expenses from your SRAP Award. Again it is your responsibility to ensure the student is award of all policies and procedures regarding travel.
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The University of West Georgia follows BOR BPM section 4 and State of Georgia Travel Regulations with regards to travel expenses and supplements existing BOR policies with the following guidelines for student travel at the University of West Georgia. All students and student groups traveling off campus and representing the University of West Georgia are subject to these guidelines. These guidelines apply to all student group travel that (1) is off campus, (2) includes UWG students, and (3) is organized or endorsed by a University unit.
Prior to student travel, the University faculty or staff member responsible for oversight of the trip must complete the Travel Authorization for Students form and obtain signatures of Approving Officials. The approving officials includes the employee’s immediate supervisor and may include the employee’s dean and/or vice president of the division, and Vice President for Business and Finance. All faculty and staff members going on the trip must also complete travel authorizations and obtain approvals through the regular process. Failure to complete these forms and obtain required authorization will result in disapproval of travel request. The employee is responsible for gathering accurate information and documentation for all students as noted in Student Travel Addendum prior to the trip. Copies of the detailed itinerary, Student Travel Addendum, and signed Release Forms should be filed with the employee’s immediate supervisor and University Police.
Prior to student travel, the University faculty or staff member responsible for oversight of the trip must present a balanced budget to his or her supervisor, with details on planned expenditures and sources and amounts of funding, with restrictions noted on certain types of funding. All documentation related to justification of the trip (papers, DVDs, description of competitive selection, etc.) should be submitted along with the budget for review by the supervisor. The trip (including the budget and justification) must be approved in writing by the immediate supervisor. For trips whose budgets exceed $2,500 or whose sources of funding include multiple funding partners, the trip must be approved by the immediate supervisor, the next higher supervisor and the VP for Business and Finance.
No more than 10 days after the end of the trip, the University faculty or staff member responsible for oversight of the trip must submit to the supervisor a detailed statement of actual expenses and revenues, along with all receipts and documentation. All documentation related to the trip (papers, DVDs, evidence of presentations, etc.) should be submitted along with the budget for review by the supervisor. Any variance from the balanced budget submitted earlier should be explained and justified. It is important to note that all justification should be presented in a way that is evident to an independent reviewer or auditor several years from the end date of the trip. If there are components of the trip which are not justifiable as being part of the primary purpose of the trip (such as sightseeing, board and lodging for extra days, etc.), they must be paid for with personal funds. For trips whose budgets exceed $2,500 or whose sources of funding include multiple funding partners, the report must be approved by the immediate supervisor, the next higher supervisor, and the VP for Business and Finance.
Groups that have regular travel schedules may request a standing authorization with the approval of the employee’s immediate supervisor and the Vice President of Business and Finance.
- The overseeing employee completes Travel Authorization for Students form and received appropriate approval signatures.
- An itinerary, Student Travel Addendum, and signed Release Forms should be completed and copies filed with the employee’s immediate supervisor and University Police.
- Appropriate procedures for reimbursement of expenses are documented in UWG Travel Expense Statement.