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Purpose of Policy
This policy aims to ensure the timely and fair consideration of requests for support while providing clear guidelines to Executive Committee members responsible for reviewing such requests. The policy is designed to promote transparency, accountability, and alignment with the goals of DCOMP.
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Eligibility
To be eligible for support, the following criteria must be met:
Requester: The individual or group seeking support must be a current member of DCOMP.
Activity: The activity must be broadly beneficial to DCOMP. Priority will be given to activities that increase DCOMP membership.
Funding Limits: Requests of up to $10,000 will be considered, with typical awards ranging from $3,000 to $5,000.
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Application Process
Requests for support must be submitted via email to the Secretary/Treasurer. See this page for contact info.
Requests will be considered on a quarterly basis. Deadline for requests will be January 15, April 15, July 15, and October 15. Requests should be submitted in advance of the activity. Decisions on requests will be made within 1 to 2 months of these deadlines, ensuring adequate time for consideration.
Application template:
a. Name(s) and affiliation(s) of the activity organizers:
b. Name(s) and affiliation(s) of the individuals seeking DCOMP support and confirmation of their DCOMP membership status:
c. Title and abstract for the activity:
d. Location of the activity:
e. Date(s) of the activity:
f. Expected number and type (undergrads, grad students, post-docs, etc.) of participants:
g. Overall budget breakdown for the activity:
h. Expected non-DCOMP sources of funding, including other APS-related sources:
i. Amount requested from DCOMP:
j. Explanation of how DCOMP funds will be used:
k. Brief statement of how the activity will benefit DCOMP.
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Approval Process
Requests will be reviewed at the earliest possible DCOMP Officer’s Meeting after each application deadline. Approval will be determined by a consensus vote of the DCOMP Executive Committee. The following criteria will guide approval:
The activity must broadly benefit DCOMP.
Opportunities to gain new DCOMP members will be prioritized. For example, travel awards should be combined with DCOMP membership incentives.
Executive Committee members with a conflict of interest for a given round of requests will abstain from the voting process for that round.
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Receiving Funds
Funds will be disbursed on a reimbursement basis. Recipients must submit appropriate receipts to the Secretary/Treasurer, who will arrange for the transfer of funds.
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Acknowledgements
It is expected that DCOMP’s support for the activity will be acknowledged in any materials produced, such as publications, presentations, or promotional materials related to the activity. A DCOMP logo can be found here. A pdf version is here.