sep grant application form 2013-2014 ks

65 years: 1949 - 2014

IPSF Secretariat: Andries Bickerweg 5, P.O. Box 84200, 2508 AE The Hague, The Netherlands.Tel: +31-70-302 19 92 - Fax: +31-70-302 19 99 - Email: [email protected] - Website: www.ipsf.orgRegistered under Dutch Law: 40413709

International PharmaceuticalStudents’ Federation

IPSF Development Fund 2013-2014

Student Exchange Programme Grant (SEP Grant)

Declaration and Guidelines for Grant Applicants

Please read carefully before completing the application form

1. Introduction

Thank you for your interest in the IPSF Development Fund SEP Grant, 2013-2014! In this document you will find a brief description of the Development Fund, some do’s and don’ts concerning the application itself and what happens to you application when you have sent it to the Development Fund Coordinator and the Student Exchange Coordinator. If you have any questions regarding the information given below or completing your application, please do not hesitate to contact us by sending an email to [email protected] or [email protected]. We will be happy to answer your questions and help you deliver a good application. Remember, the deadline for sending in your application is 15th of March 2014! Good luck!

2. Background

The main aim of the IPSF Development Fund is to give each and every pharmacy student an equal opportunity to fully participate in IPSF activities. This opportunity is also intended to help promoting IPSF within their Schools of Pharmacy and countries. The Development Fund was initially created with the aim of supporting students who were unable to attend an IPSF event because of financial reasons. Currently the Development Fund may also be used to:

i) pay the IPSF Annual Membership Fee of organisations from low or lower middle income countries (as defined by the World Bank) and developing nations (as defined by the United Nations),

ii) to financially support IPSF activities undertaken by members,

iii) to financially support participation by members in IPSF events, and

iv) to award Student Exchange Programme Grants.

This is the application form for the Student Exchange Programme (SEP) Grant.

Through the Student Exchange Programme more than 800 students worldwide receive the opportunity of working in community, hospital, industrial, administrative or academic pharmacy sectors in other countries, in order to learn about pharmacy education, research and practice outside their home nations. The programme also enables cultural exchange between pharmacy students around the globe.

These guidelines were designed to ensure that potential applicants are fully aware of the selection process and also accept the expectations, restrictions and consequences of an application. It is essential that applicants understand this grant is given to allow a pharmacy student with limited financial resources an opportunity to participate in the IPSF

mailto:[email protected]


65 years: 1949 - 2014



Student Exchange Programme. The grant is awarded to cover part of the travel expenses (bus, train or flight tickets) from the applicant’s home country to the country in which the exchange occurs and also the Student Exchange Programme (SEP) fee.

3. Completing the application form

Please ensure the application form is completed accurately, and any other information relevant to the selection process is added to the form. Every section must be completed for the application form to be considered valid. All applicants must provide accurate information and include any information relevant to the application.

Please also attach:

1) Letter of support from the Dean of your Faculty/University, Head of your Department or Chief of Pharmacy Studies. The document should be scanned and sent electronically as PDF-file.

2) Any other information relevant to the financial status of the student should be sent together with the AF:- the proof of applicant’s income and outcome; - the proof of received scholarships or sponsorships; - if the applicant has full or part time job, applicant should send the proof of the income/paycheck.

Applicants are advised to provide up to date, accurate and detailed information regarding their financial background.

Applicants should submit an electronic version of the application form. An electronic application form enables the Development Fund and Student Exchange Committee members begin the decision process as early as possible. The electronic version should be e-mailed to the Development Fund Co-ordinator ([email protected]) and the IPSF Chairperson of Student Exchange ([email protected]). Applications that haven’t been sent both to DF Coordinator and Chairperson of Student Exchange won’t be included in selection process.

Please note that the IPSF Development Fund Committee and IPSF Student Exchange Committee reserve the right to request further information, or contact any relevant persons in order to verify the authenticity of the documents sent.

4. Who is involved in the DF grant selection procedure?

4.1 The decision-making committee, who will consider valid applications, incorporates the Student Exchange Committee (comprising Student Exchange Committee members together with the Chairperson of Student Exchange), and the Development Fund Committee (consisting of three representatives from three different member countries, the DF Coordinator and the IPSF Treasurer). This committee corresponds via e-mail and discusses issues relating to the grant selection process at online meetings, give opinions on ways to optimize the impact of the Student Exchange Programme Grant and other Development Fund Grants at local and international levels.

Successful applicants will be notified by the DF Coordinator before the 15th April 2014.

4.2. The applicant must be currently studying for their pharmacy undergraduate degree (first pharmacy degree). An applicant may be an IPSF member through an IPSF Member Organization (Full Member or Member in Association) or as an Individual Member.


65 years: 1949 - 2014



5. Grant coverage and criteria

The SEP Grant will cover part of the travel expenses (bus, train or flight tickets) from the applicant’s home country to the country in which the exchange occurs, and the SEP fee.

The maximum value of the grant will be 1000 Euro. If the actual costs incurred are less than the awarded grant, the amount of the actual costs only will be paid.

The grant will be paid via bank transfer only after completing the exchange and submission of the required documents. In addition to the travel expenses, the student exchange fee of the applicant will be returned to the respective member organization, or to the applicant in the case of an individual member.

The total number of grants awarded will be decided after the deadline for receipt of applications, and will be dependent on the total number of quality applications received and on the grant budget available.

Priority will be given to students:

1) Who are in their final year of studies;2) Who are participating for the first time in the SEP;3) The financial status of an applicant and the motivation provided in the application will be considered when reviewing applications;4) Who are ‘placed’ in the database at the time of the committee’s decision;5) Who have provided the most detailed information in their SEP Grant application form;6) Who have shown clear motivation to participate in the SEP;7) Who have not received the SEP Grant in the past.

The maximum number of awarded SEP grants per country will be three. Applicants may only apply for the grant after their SEP Application Form (AF) has been placed within the SEP Database (http://sep.ipsf.org).

6. Receiving SEP Grant

If an applicant is selected to receive the grant, the following documentation must be submitted: Required travel tickets and other travel documents indicating travel costs incurred during the exchange. A certificate completed by the applicant’s supervisor, indicating their successful completion of the exchange. A general report or an article for the IPSF News Bulletin or IPSF Newsletter outlining the applicant’s experiences during their exchange.

A maximum time period of 1 months will be granted, after the completion of the applicant’s exchange, to submit all the required information and documents to the Chairperson of Student Exchange ( [email protected] ) and IPSF treasurer ( [email protected] ).

7. Situations and Consequences

To avoid any misunderstanding of the procedure, misuse of the grant or reduction in the grants awarded each year, this section has been added to dissuade any potential applicant



65 years: 1949 - 2014



from hiding any relevant information or from providing incomplete or false information on their application form.

It is your responsibility to inform the Chairperson of Student Exchange and the Development Fund Coordinator of any changes in the information stated in your application form as soon as you are aware of any new information. We recommend applicants retain a copy of their application form to remember what has been stated in their application. Any applicant awarded a SEP Grant and later found to misuse funds will not be eligible for any Development Fund Grant in the future.

The Development Fund and Student Exchange Committees reserve the right to withdraw or reduce any grant given to an applicant in the event of any of the following situations arising:

- Information relevant to the selection process was hidden from the Development Fund and Student Exchange Committees by an applicant.

- Information stated by an applicant is later identified as being inaccurate or false and the applicant failed to notify the Development Fund Coordinator or Chairperson of Student Exchange about the necessary changes required to the application.

- Failure to submit the required documentation or submission of incomplete documentation.

- Any disciplinary problems relating to the SEP or otherwise.

- Other situations at the discretion of the Development Fund and Student Exchange Committees.

8. Declaration:

I declare that:

1. I have read this declaration, understood their meaning and I hereby agree to comply to all the above conditions as stated.

2. I accept to respect these guidelines and accept the consequences undertaken by the Development Fund and Student Exchange Committees if I fail to respect these rules.

Signed:

Date:

(Note: This declaration must be signed and sent with the Application Form otherwise the student’s application will not be valid).

65 years: 1949 - 2014



Student Exchange Programme (SEP) Grant 2013-14Application Form

Every Section of this application form must be completed in order to be valid. An application will only be considered if sections A, B, C, D and E have been completed and signed.

Please complete the application form as a Microsoft Word document and return the form electronically via email to the Development Fund Co-ordinator ([email protected]) and Chairperson of Student Exchange ([email protected]) before the 15 th March 2014 .

SECTION A:

PERSONAL DETAILS:Full Name: (Mr/Mrs/Miss)

Full Address:

Country:

Nationality:

Telephone Number:

Email:

Date of Birth

IPSF Member Organisation

Or Individual Member Number

SEP Application Form ID

Status of application

STUDY DETAILS:

Name of School of Pharmacy at which you are studying:

Address:

E-mail:

Website:

Qualification you will receive:

Total length of course:

Date of qualification:


65 years: 1949 - 2014



SECTION B:FINANCIAL DETAILS:

Your national currency:

(Exchange rate will be completed by the IPSF Treasurer; please, do not fill it in)

Exchange rate on 1st March 2014: 1 Euro (€) =

Monthly income expenses:(Please use your own national currency)

Personal (Applicant’s income, for example salary from work):

Family allowance (Money an applicant received from their family):

Grants (Scholarship / Governmental Support for studies):

Sponsorship and the source of any sponsorship for this exchange:

Other sources of income:

Living expenses (approximately) per year: (Living expenses are considered as necessary costs for living that are paid by the applicant personally. For example

food, accommodation expenses (flat rent), electricity fees and study costs (books etc) but not unnecessary costs

like holidays)

Travel Budget (Please press enter if typing more than one line)

Destination(Please indicate all destinations if not

placed)

Estimated costs

Route and means ofTransportation

Source of the information(Website/travel agency etc)

If you have a written document please attach it

65 years: 1949 - 2014



SECTION C:

LETTER OF SUPPORT:

Please ensure a Letter of Support (signed and stamped as appropriate) is electronically attached from the Dean of your Pharmaceutical Faculty, Head of your Pharmacy Department or Chief of Pharmacy studies. The document should be sent as an additional attachment with the application form.

SECTION D:

MOTIVATION:

In this section applicants should detail their reasons for applying for the grant.

They must cover the following topics:

- Characteristics that makes them the ideal candidate for getting the Grant

- Reasons for participating in SEP

- Clarification of what a student can gain through SEP

- The main lessons they can take back to their country

- Justification of the areas and countries chosen

Students must also include any additional information that may be relevant and should state whether if this is their first time applying for Student Exchange Programme. In the event that a previous application has been made for SEP please state the circumstances of such an application.

As this section is seriously considered during the selection process, applicants are reminded of the importance of stating clear and realistic reasons for their SEP participation, with a focus on the personal, national and international impact that a SEP experience may create.

The length of the motivation should be no longer than 500 words and it should state not only travel interests, but also other motivation related to obtaining the SEP Grant.

65 years: 1949 - 2014



SECTION E:

DECLARATION:

I declare that:

1. The information stated is to the best of my knowledge, complete and accurate.

2. I will notify the Chairperson of Student Exchange ([email protected]) and the Development Fund Co-ordinator ([email protected]) of any changes in the information stated above without delay.

3. I accept that in the event of my application being successful, the Development Fund and Student Exchange Committees reserve the right to withdraw the grant if any of the situations stated in the section “Situations and consequences” of the guidelines occurs.

4. If this application is successful, I will respect the duties and responsibilities of the applicant as stated in the guidelines written at the beginning of the application form.

Signed: Date:

Please ensure you have:

a) read the guidelines carefully

b) completed all sections of the Application form, in as much detail as possible

c) sent an electronic copy of the Application Form to [email protected] and [email protected]

d) attached any supporting documents such as letters of support and financial documents.



sep grant application form 2013-2014 ks

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