Regulations

Important University Grant Regulations

• No stipends or wages will be awarded through University Grants programs.
• Equipment purchased with University Grant funds will become the property of the University.
• Tuition will not be paid to other institutions for any type of credit-bearing instruction or for auditing courses that could bear credit, except for those approved and managed through the IOCP office.
• If travel is involved, the OWU institutional Travel Policy (PDF) applies. Please note the following additional restrictions to this policy below.
• For proposed projects that include international travel, $125 per person per week abroad should be budgeted for accident/evacuation insurance.
• Grant funds cannot be used for vaccinations, travel medicine consultations and personal medications.
• Grant funds cannot be used for passports and other travel documents, which need to be secured well in advance of travel.
• Visas for travel to foreign countries are the responsibility of the traveler, both the cost of the application and the application process itself.
• Grant funds cannot be used for alcohol, tobacco and personal items (as stated in the Travel Policy (PDF)) such as laundry, medications, etc.
• Grant funds cannot be used for gasoline for a personal operating vehicle. Reimbursement for use of personal operating vehicle follows institutional policy and is based on a reimbursement rate of $0.56 per mile. Use of personal and rental vehicles is restricted to OWU Registered Vehicle Drivers. Proof of auto insurance coverage must be provided by those using their own vehicle. Students are not allowed to rent vehicles internationally.
• Grant funded research projects involving human subjects are required to comply with the policies of the OWU Institutional Review Board (IRB).
  • IRB policies include review and approval processes which may take some time. Please see OWU Human Subject Research IRB. See definitions related to the IRB process.
  • Human subject research outside of the USA is almost certainly prohibited unless it is done with a cooperating research institution in the country in which the research is being done.  
• Grant funded research projects involving animals are required to comply with the policies of the Institution Animal Care and Use Committee (IACUC).
• Grant recipients must plan for personal expenses and have a source of emergency funding, which are not covered by University Grants.
• OWU's international travel insurance covers most sicknesses and injuries for awardees while abroad, its coverage is limited and does not provide any coverage for pre-existing conditions.
• Recipients engaged in domestic travel must insure that their health insurance provides coverage in the region in which they will be travelling. All recipients must consider their insurance coverage and consider purchasing additional travel coverage for the experience.
• Students who wish to use Grant funds to participate in the activities of or receive accommodations or services from an external international organization or institution, such as an NGO or a charity providing a service or internship opportunity, must supply two letters of reference from US universities/colleges that have worked with the organization. These must be forwarded by email to iocp@owu.edu prior to the submission of the grant.
• Travel to certain countries is prohibited. Proposals that include travel to countries/regions with United States Department of State level three travel advisories will be reviewed by the administration; those considering travel to such countries should contact the International and Off-Campus Programs Office prior to submitting a grant proposal for more information. There will be no University support for travel to countries/regions with an United States Department of State level four advisory.
• All travel arrangements must be made through: Christopherson Business Travel.
  • University Team: 800-285-3603 – university.travel@cbtravel.com
  • To get a quote or price estimate, please contact them directly.
• Certain risky activities are prohibitedby our institutional insurance policy if they are not assigned as part of the curriculum. Please contact IOCP for details.
• Vehicle rental is almost exclusively restricted to faculty/staff; students may be approved to rent vehicles rarely and in exceptional cases (contact IOCP for details).
• Part-time faculty and staff must get the permission to participate in Theory-to-Practice

Also note: Students cannot miss class in order to engage in University Grant funded activities, unless prior approval from the faculty member has been received in writing.

Questions can be sent to iocp@owu.edu.