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.
Students should not that funding is not guaranteed and the full amount requested may not be approved. Students must pay out of pocket and will be reimbursed approximately four weeks after submitting receipts. Students will be reimbursed only up to the full amount of their grant funding award.
Before submitting an application students should:
- Research project costs in advance of applying for funding;
- Understand that all their expenses may not be covered;
- Document expenses for which they seek reimbursement.
Students should not make travel or housing commitments until they know whether their project has been approved and whether their funding has been awarded.
1. Review Funding Criteria and Guidelines
In reviewing funding requests for domestic independent clinical applications, OCP considers the following:
- The merit of the project;
- 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;
- The thoughtfulness and clarity of the proposal;
- The relationship of the proposed budget to the outlined project;
- The availability of funds and student’s financial need.
- 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;
- Students traveling to placements in their hometown will not be reimbursed for travel or housing expenses.
- 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.
- Only rent will be be reimbursed.
- Students must provide a sublease agreement or similar documentation of rental agreement and payment when seeking reimbursement.
- Housing incidentals (utilities, groceries, etc…) are not eligible for funding, even if you receive free/low-cost housing from family or friends.
- Students are responsible for finding their own housing (some options include family, friends, local universities, churches, hostels, or apartment rentals).
RENTAL CARS & GAS
- Funding for rental cars is typically not provided to independent and continuing clinical students. If your project requires renting a car, please discuss it with OCP (email@example.com) before submitting your request.
- For clinical 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.
- Clinical students driving to their destination may apply to cover gas to/from the project location (in lieu of air, train or bus fare) at a rate of $0.30/mile, up to $500.
- 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.
2. Apply for Funding
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.
Applications are due to the Office of Clinical and Pro Bono Programs by:
3. Receive Funding Decisions
Decisions for students who applied for domestic funding will be emailed to all students by:
4. Accept Your Grant
To accept your grant, you must e-mail firstname.lastname@example.org confirming your approval along with the Travel Grant Agreement form and the Vendor Setup Form. International students must submit the Foreign National Vendor Setup Form.
The deadline to accept the grant, submit the Travel Funding Agreement, and submit the Vendor Setup Form is:
5. Reimbursement Process
The deadline to submit receipts is:
In order to initiate the reimbursement process, students must submit their receipts. Approximately four weeks after receipts are submitted, students should expect to receive a check from Harvard Financial Services.
- 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 $.30/mile
- For housing, submit a sublet contract, official agreement, or other form of receipt that includes the name of both parties, the location, the price, and the dates of occupancy
- If you are a clinical course student who has undertaken significant driving as part of his/her clinic, submit additional gas receipts for consideration
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.
If you have any questions about eligibility, deadlines, or the funding process, please don’t hesitate to contact:
Office of Clinical and Pro Bono Programs
6 Everett Street, Suite 3085 (WCC)