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Rules and Eligibility Criteria

Eligibility:

All Stony Brook graduate students in any Master's or doctoral program during Spring 2024, regardless of citizenship, can apply for this round of PhD Works ACE. Priority is for those who haven't received a previous PhD Works award.

International Students:

With our new reimbursement process, there are no restrictions on the mode of reimbursement for international students.

Application Requirements:

Applicants must be prepared to provide the following:

1. Information and Demographics:

  • Complete all mandatory questions on the PhD Works ACE form.
  • Pre-prepare answers and documentation; refer to the application sample before accessing the portal.

2. Budget Documentation:

  • Compile a PDF document containing receipts, tickets, quotes, etc. for either paid expenses (if the activity is completed) or estimated expenses (if pending).
  • Total requested amount should not exceed $750.
  • Name the document: LASTNAME Firstname - Documentation (e.g., WILLIAMS Serena - Documentation)
  • Retain physical receipts for later sponsorship verification.

3. A 2-Page CV:

  • Create a PDF CV (2 pages) showcasing career exploration activities, skills, and research-related achievements relevant to career development.
  • Name the document: LASTNAME Firstname - CV (e.g., WILLIAMS Serena - CV)

Applicant's Responsibilities:

  • Explain how the funded activity prepares for a non-academic career.
  • Describe how the activity supports exploration beyond academia.
  • Emphasize how the activity doesn't primarily fulfill academic requirements.

Additional Notes:

  • Award granted for only one activity per applicant.
  • Judges won't access external links.
  • Lack of budget documentation leads to disqualification.
  • Dissertations-related activities (academic conferences, research travel) are ineligible.

Important: Refer to the application sample before accessing the portal.

Award Amount:

  • Applicants may seek up to $625. Final awards vary.

Award Reporting:

Eligible Activities for PhD Works ACE:

  • Eligible activities include those that further career exploration beyond academia and traditional research paths. They should not involve typical academic research or requirements.
  • Activities can take place in the United States or online.
  • They must occur between July 1, 2024 to June 1, 2025.
  • Award disbursement is via reimbursement after the activity. Proposed activities not yet completed by the deadline can be submitted if they fall within the funding period.

Activities NOT Supported:

  • Activities tied to academic research, theses, dissertations, or lab work.
  • Compensation for the applicant or others, course-related expenses, equipment, supplies, food expenses, or activities outside the US.

Examples of supported activities: consulting competitions, internship-related travel, professional workshops, industry events, career development subscriptions with training activities.

Applicant's Responsibilities:

Applicants must demonstrate how the funded activity:

  • Prepares them for a non-academic career.
  • Supports exploration outside their academic path.
  • Does not primarily fulfill academic requirements.

Note: PhD Works ACE is granted for only one activity per applicant.

Where to Apply:

Application Form

Note: Application progress cannot be saved, so prepare answers and uploadable files beforehand. Refer to the application sample before accessing the PhD Works ACE portal.

Odds of Receiving an Award:

  • Awards are granted only through a reimbursement process; advance payment isn't possible. Proposed activities not yet conducted by the deadline are acceptable if they fall within the funding period.
  • If you meet eligibility criteria and adhere to submission rules, chances of receiving an award are favorable.
  • Awards are limited and based on funding availability.

Important:

  • PhD Works ACE is for one activity per applicant.
  • Judges won't access external links.
  • Lack of budget documentation leads to disqualification.
  • Activities aiding dissertations, like academic conferences, aren't eligible.

Award Notifications:

  • Applications will be reviewed on a rolling basis

  • Questions? 

  • Contact Dr. Molly Lotz, Director of Research Training Initiatives at gradprofdev@stonybrook.edu