The Graduate Student Research and travel grants (GSRTG) at Western Kentucky University provide targeted funding to graduate students pursuing research projects or attending scholarly conferences. These awards are intended to enable work that would not be possible with routine departmental support. Awarded funds must be used within one year of the award start date, and any open accounts are closed before a student’s graduation.
Maximum funding per degree is capped: a research grant may reach up to $2,000 a travel grant up to $500 and the combined total per degree cannot exceed $2,500. The program is administered by the Office of Research and Creative Activity (ORCA) and proposals are evaluated by the Graduate Council Research Committee (GCRC).
Application deadlines and award timing
The program uses semester-based deadlines. For planning, note the exact submission dates: Fall 2026 Semester Deadline: October 1, 2026Spring 2027 Semester Deadline: February 2, 2027 and Fall 2027 Semester Deadline: October 4, 2027. After submission, the GCRC typically completes its review in about three to four weeks; applicants receive email notification of decisions before the award start date. Successful applicants receive an award packet including an Award Letter, Initial Contract, Final Contract, and a Budget Spreadsheet for personal tracking.
How to apply for research and travel grants
There are two distinct application routes depending on whether you request research support or travel funding. For a research grant students must complete the WKU Graduate Student Research Grant Application (PDF), which contains both the Proposal Budget and the Proposal Narrative. The completed application must carry the faculty advisor’s endorsement via the one-page Letter of Endorsement and the advisor’s signature in Section A, then the department chair’s signature in Section A. Only after obtaining these signatures should the applicant submit the full packet by email to [email protected].
For a travel grant complete the WKU Graduate Student Travel Grant Application (PDF) including the Proposed Budget, Budget Justification, and a Conference/Meeting Abstract. If available, attach the conference acceptance notification. The same signature chain applies: faculty advisor review and signature, then department chair signature in Section A, then submission to [email protected]. Remember: only fully signed applications are accepted for review.
Eligibility, approvals, and compliance requirements
Applicants must ensure institutional clearances are in place before work begins. If a project involves human subjects, animals, export-controlled items, rDNA/RGZ microbes, or other biohazards, the student must secure the appropriate approval from the Office of Research Integrity. For questions about those requirements contact [email protected]. No spending may begin until the Initial Contract is returned and processed.
Award usage and administrative procedures
The Award Letter states the award amount, the award expiration date (one year from the Award Start Date), and the procedures for spending grant funds. Both the student and faculty advisor must sign the Initial Contract and return it to [email protected] before expenditures start. When the research is finished, both parties must sign and submit the Final Contract to the same address.
For purchases, coordinate with your department office associate to use the department procurement card. Travel and human subject participant payments require Travel Expense Vouchers or Payment Authorization forms. All purchases must follow WKU Purchasing Policy. Reimbursements for expenses that deviate from approved procedures or the awarded budget will not be honored.
What expenses are fundable and what are not
Typical fundable expenses include participant payments for studies, data coding and processing, clerical assistance, specialized materials and equipment not normally supplied by the department, travel essential for the research or creative activity, costs to procure hard-to-find documents or media, necessary stationery and postage, and conference registration, accommodation, and travel (for travel grants). Applicants should reference the current WKU travel policies when budgeting travel.
Non-fundable items include expenses already incurred prior to award notification, publication fees, equipment the department would ordinarily purchase, books the library would normally acquire, and student salary. Budgets must be itemized and tied directly to the proposal; any cost-share should be clearly noted. Deviating from an approved budget requires submission of a revised budget.
Limits, priorities, and expectations
Students may receive up to two research grants and two travel grants per degree, with a program maximum of $2,500 per degree. Priority is given to applicants who have not previously received funds from this program. Collaborative proposals are permitted but must explicitly lay out each collaborator’s contributions. Expenses incurred before award notification are ineligible for reimbursement. Recipients are encouraged to acknowledge GSRTG support in publications and presentations. The program contact for general questions is the Office of Research and Creative Activity at [email protected] or by phone at (270) 745-6132.
