The Office of Clinical and Pro Bono Programs provides limited domestic funding to selected students who have proposed the most well-constructed, realistic independent clinical projects during the Winter Term. This funding is to offset the cost of transportation and housing while the student is off-campus. Applications for funding should be reasonable and necessary for the completion of the project. Students should pay careful attention to the relevant requirements and be sure to leave enough time to obtain the necessary documents.
How does it Work?
Students must pay out of pocket and will be reimbursed approximately four weeks after submitting their receipts to the Office of Clinical and Pro Bono Programs. Students will be reimbursed only up to the full amount of their grant award. Funding through OCP will be available for one winter term independent clinical project only. If students are contemplating applying for two winter term domestic independent clinical placements they should plan accordingly.
Students should note that funding is not guaranteed and the full amount requested may not be approved. Students receiving HLS financial aid* may be eligible for funding up to $2,000.00 ($0 – $2000) to offset the cost of housing and transportation while off campus. Students, who do not receive HLS financial aid, may be eligible for funding up to $1,000.00 ($0 – $1000) to offset the costs of housing and transportation while off campus.
* “on financial aid” is defined as being eligible for and receiving at least $20,500 in the form of an educational loan certified by the Student Financial Services office, or the equivalent for international students.
Important Note: Students should not make travel or housing commitments until they know whether their project has been approved and whether their funding has been awarded.
Before submitting an application:
Students are strongly advised to:
- Research project costs in advance of applying for funding.
- Understand that all their expenses may not be covered.
Follow the Steps to Apply for Funding
Review Funding Criteria
In reviewing funding requests for domestic independent clinical applications, OCP considers the following:
- The merit of the project and the necessity of travel in order to complete the project.
- The reason that a particular student should undertake the project, including its relation to the student’s past and intended academic, clinical and other experiences.
- The appropriateness of the scope and the feasibility of the project.
- The potential impact of the project and the relationship of the proposed budget to the outlined project
- The thoughtfulness and clarity of the proposal.
- The availability of funds and student’s financial need. Students receiving HLS financial aid may be eligible for funding up to $2,000.00 ($0 – $2000) to offset the cost of housing and transportation while off campus. Students, who do not receive HLS financial aid, may be eligible for funding up to $1,000.00 ($0 – $1000) to offset the costs of housing and transportation while off campus.
Review Eligible Expenses
Students traveling to placements in their hometown will not be reimbursed for travel or housing expenses.
Expenses must be reasonable costs that are necessary for the completion of the clinical project and that arise as a direct result of the placement. Expenses must be incurred by the individual student – third-party costs (parent, spouse, etc…) cannot be submitted for funding.
- Air, train, and bus fare are eligible for funding. Fares must be economy-class.
- For air travel, only airfare can be submitted for funding (i.e. no baggage fees, miles, or upgrades).
- If travel does not originate in Boston and is more expensive than traveling from Boston, we will fund the portion of the fare equivalent to the fare from Boston.
- Taxis, shuttle services, and public transportation are not eligible for funding.
Students are responsible for finding their own housing (some options include family, friends, local universities, churches, hostels, or apartment rentals). Housing incidentals (utilities, groceries, etc…) are not eligible for funding, even if you receive free/low-cost housing from family or friends.
RENTAL CARS and GAS
Funding for rental cars is typically not provided to independent and continuing clinical students. If your project requires renting a car, please be sure to explain the need and cost in the Application in the “Other Expenses” box. Students should read the Harvard Rental Car Policy for help with estimating the cost of the car rental. For students in rural areas only, rental cars may be submitted for funding consideration if frequent travel is necessary as part of the project (e.g. prison visits) and public transportation is not available in the area. OCP will also reimburse gas once students submit the receipts.
If placement requires significant driving, clinical students should first seek reimbursement from their host organization. If students still have gas expenses, our office will consider requests for reimbursements after all other funding has been awarded.
Reimbursement for students using their own car is at a rate of $0.54 cents/mile, up to $500.
Submit Funding Application by October 31, 2017
Important Note: The funding application includes a financial waiver allowing OCP to access student financial records from Student Financial Services. Final funding decisions are at the discretion of OCP. We expect students to use their funding responsibly and for the purposes for which it was awarded.
Deadline: October 31, 2017
Accept Your Grant by November 17, 2017
Grant decisions for students who applied for domestic funding will go out via e-mail by November 10, 2017.
Students should read this e-mail carefully. To accept this grant, students must submit the Travel Grant Agreement form and the Vendor Setup Form to the Office of Clinical and Pro Bono Programs by e-mail at firstname.lastname@example.org. International students must submit the Foreign National Vendor Setup Form. The deadline to submit these forms is: November 17, 2017
How to Receive Your Reimbursement Check
In order to receive the reimbursement check, students must have (1) submitted all of their weekly reflection emails to their faculty sponsors and to OCP and (2) attorney supervisors must have submitted their evaluations of student performance or have requested an extension.
In order to initiate the reimbursement process, students must submit their receipts along with the expense tracking spreadsheet according to the instructions provided in the grant award e-mail. The deadline to submit receipts is January 31, 2018.
- For travel, submit an air, bus, or train receipt that has your name, itinerary, price, and payment information clearly displayed.
- If driving to and from your project city, please indicate the total miles driven and calculate your reimbursement at the rate of 0.54 cents/mile.
- For housing, submit a sublet contract, official agreement, or other form of receipt that includes (1) name of parties, (2) location, (3) price, and (4) dates of occupancy.
Students should expect to receive a check from Harvard Financial Services approximately four weeks after receipts are submitted.
If you are an international student, please note that Harvard University has implemented an online program designed to collect tax-related information from foreign individuals via a secure internet site, called Glacier. This system automatically determines the individual’s U.S. tax status, treaty eligibility, and tax withholding rates based on information provided by the foreign national. To this extent, please note that the final reimbursement amount may be less than the grant funding amount awarded by OCP.