Submit a 2018 ISA Research & Workshop Grant Proposal

The deadline for proposals is June 30th, 2018.

The Application Form and Supporting Documents should be scanned into one (1) PDF document and submitted directly to the Workshop Grant Committee Chair (2018-2020): Dr. Carolyn Shaw (researchgrants@isanet.org)

Submitting a research workshop proposal involves a number of steps. Once you've reviewed all of our guidelines and policies, please download the workshop application . These will help you prepare your full submission, which is emailed to the committee chair.

I. Proposal Guidelines
II. Workshop Policies / FAQs
III. Application Form
IV. Budget Consideration
V. Evaluation Rubric
VI. Post-Workshop Information

All applicants should expect to receive notification as to whether their proposals will be funded at the same time as the annual program notifications are sent out. Within two weeks of receiving the award notification, workshop Coordinators will be contacted by ISA Headquarters to arrange workshop meeting reservations and details.

I. Proposal Guidelines

Complete proposals must include the following:
  • Title
  • Workshop Coordinator(s)
  • Full list of Participants with two Alternative participants
  • Proposed date, location and duration of the workshop
  • Project description (max 5 pages)
  • Detailed project budget
  • Supporting documents
    • CVs from the Coordinators
    • Bios from each Participate and Alternate (max 2 pages each)
    • Statements of commitment from each Participant and Alternate

II. Workshop Policies / FAQs

Workshop grants are available only for collaborative research that is new and innovative. Funding will not be provided to support on-going research or a part of an established long-term research program. Workshop proposals should include a diverse set of participants, ideally including scholars from different countries/regions of the world and scholars who are at different stages of their careers.

Either sections or individuals may apply for a Workshop Grant however all workshop grant applications must designate one single individual as the contact person for all communications. Proposed workshop leaders should not have received ISA research workshop grant in the past 24 months.

Workshops are most commonly held at the ISA annual convention, but proposals that call for workshops in other locations are allowed.

Workshops held at the convention may also hold a follow-up meeting off-site. Requests for follow-up workshops must meet the same budget criteria as the original workshop, and must be included in the total budget submitted with the original proposal. Only approved budget items can be included in funding requests for follow-up workshops.

All Research and Workshop Grant proposals submitted to the committee are considered complete and final. Only the specific individuals listed in the proposal may participate in the workshop and will be eligible for reimbursement of approved expenses. Circumstances may arise which may prevent participants from attending the workshop. Alternate participants may be substituted following grant awarding, pending ISA grant manager approval. ISA Headquarters must be notified of this change at least ten weeks prior to the day of the workshop. Under no circumstances will a substitution in the Primary Workshop Coordinator be allowed.

If the workshop is to be held during the annual convention, it must be for the day preceding the convention, and all participants must be registered attendees of the convention by the pre-registration deadline. Participants who do not meet convention registration deadlines will be ineligible to participate in the workshop and administratively dropped from it - participants may not register onsite.

Research and Workshop Grants are a benefit of ISA membership. Accordingly, all workshop coordinators and participants must be members of ISA within two weeks of grant award date. Memberships must remain current through the time of reimbursement, which is typically a month following the time of the workshop. In [and only in] exceptional and well justified cases (such as financial hardship), the cost of ISA membership may be included in the budget for a specific participant(s). Coordinators may confirm membership status of participants by contacting the ISA office.

  • Workshops held during the convention will be placed in the appropriate meeting room based on setup requirements.
  • Audio-Visual requirements (if the workshop is held during the convention): if the approved workshop grant budget includes audio visual equipment, ISA can arrange for an LCD projector, screen, power source for the LCD and laptop computer only. All additional equipment or services are charged to the workshop grant, and must be approved within your workshop budget. Please contact ISA headquarters for prices on AV equipment and internet.

* Netbook computers provided by ISA are a basic unit with minimal video graphics capabilities. Skype is not available or offered in the meeting spaces.

** Meeting rooms are appropriately sized for the number of participants plus up to 10 observers. Microphones are not needed for general discussion, but are available to rent for audio recordings.

Projects that require more than one year of support to produce quality scholarship may re-apply for second year funding, with a presumption of re-funding upon significant progress demonstrated to the committee.

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III. Application Form

IV. Budget Consideration

It is the responsibility of the proposer(s) to make certain that detailed and complete justification is provided in the original proposal for each item requested in the budget.

The workshop coordinator will be the single point of contact between workshop participants and the ISA office on all questions relating to financial matters. The coordinator will be responsible for collecting and verifying receipts for eligible reimbursements from all participants using forms provided by the ISA office. The Coordinator is responsible for collecting and coordinating payments for approved research support. The coordinator is also responsible for ensuring all participants meet the ISA membership and convention registration requirements by the required deadlines.

All approved expenses not directly deducted from the grant will be reimbursed only on the basis of actual receipts or invoices, and only in the amounts approved by the Research and Workshop Grant Committee for each line item.

  • The Research and Workshop Grants program does not provide funding for honoraria.
  • Grants do not pay for administrative or clerical assistance.
  • Grants do not pay for ISA membership dues, except in exceptional cases.
  • Grants do not pay for the participation of observers and guests.
  • Grants do not pay for additional catering, hotel labor, technical support, computer or DVD adapters, or equipment rentals not specifically approved by the committee. If you have an unusual or unique budget item that is not described in this section, contact the ISA office for assistance.
  • Please note, the ISA Research & Workshop grant program does not pay overhead (indirect) costs.

Your budget proposal should list all of the costs you would like covered by your Workshop Grant. See below for a list of common costs in the proposals. These change annually based on the location of the ISA Convention. You can contact ISA directly to request specific rates. Note that some specialty items can be covered under your grant, and you should contact ISA if you feel you want to itemize something not listed here.

  • Participant Per-Diem

    Participants from U.S. or Canada
    (or in same country as workshop if it is not in North America)
    (1 day max) $75/day

    Non-North American Participants
    (or those from a different country than where the workshop is hosted)
    (2 day max) $75/day x 2

  • Lodging – list expense for accommodation per participant
    If you are holding your workshop at the Annual Convention, conference hotel rates are approximately $225 CAD/night. If you are holding your workshop offsite and are unsure what to budget per participant, you may use convention hotel prices as guidelines when developing your budget.
  • Travel
    According to ISA policy, we can only reimburse the cost of an economy/coach class ticket.
  • Meeting Space
    Rates at the ISA Annual Convention are established by contract with the hotel, and are an average of $300 CAD/room/day. If you are holding your workshop at an alternate location, prices may differ, so please budget accordingly.
  • Technology - All AV, powerstrips, house sound, DVD players, etc.
    Rates at the ISA Annual Convention are established by contract with the hotel, prices for audio/visual equipment may vary at alternate locations--please make sure to contact ISA for prices on these items. Meeting rooms are not equipped with power strips or multiple outlets for computers.
    • House Sound or Speakers, for one device – no charge
    • Projector Setup (LCD projector, Screen, NetBook laptop (with Microsoft Office/PowerPoint) per day, per room) – approx $350 CAD
    • Wired Internet (one connection to the ISA Netbook laptop) – approx $225 CAD
    • Wireless Internet (range is limited to the meeting room area) (Costs per participant, per room, per day) – approx $30 CAD
    • Power for laptops or additional AV equipment (excluding LCD projector and netbook) (Costs per participant, per room, per day) – approx $20 CAD
  • Coffee Service
    Rates at the ISA Annual Convention are established by contract with the hotel with the average cost being $110 CAD/gallon. One gallon provides 12-16 servings. Must order in minimum increments of 1/2 gallon.
  • Boxed lunches
    Rates at the ISA Annual Convention are established by contract with the hotel with the average cost being $60 CAD/person. Includes: soda/mineral waters and vegetarian sandwich options are included in the price. Please be aware that according to our contract with the convention hotels, no external food is allowed in the meeting rooms--i.e. you cannot bring in food from any outside vendor.

Note: The Committee has funded Research and Workshop Grants up to $25,000, but only rarely. Do not feel you have to budget up to the full amount to be considered for this grant!

  • Reimbursement Expenses
    We will reimburse international participants via PayPal. If due to extenuating circumstances you are not able to use PayPal for reimbursement, please include an explanation within your workshop proposal, and we can process your reimbursement via check or wire transfer. If you anticipate using a wire transfer, please include $75 in the workshop budget to cover wire transfer fees.
  • Meeting Room Rental
    If holding your workshop during the ISA Annual Convention, ISA will schedule workshops into appropriately-sized meeting rooms at the Convention Headquarters hotel. Workshop coordinator may also hold the workshop in a venue other than the hotel as long as it is held in a public place, and easily reachable by attendees from the Convention Hotel. An example might be a room at a local university.
  • Lodging
    Participants do not have to stay at the Convention hotels. If the workshop is held in conjunction with the Annual Convention (or anywhere in the US & Canada), participants from the US & Canada can only be reimbursed for one hotel night. International participants for a workshop in the US & Canada can be reimbursed up to two (2) hotel nights. If the conference is held outside North America, participants from the host country can only be reimbursed one night, and other non-resident participants can be reimbursed up to two nights. Reimbursement is based on actual cost, up to the amount in the approved budget. PAID receipts are required for all reimbursements.
  • Research Expenses
    Funding for research expenses (including research-related travel, travel for data collection, books and other research materials purchased such as datasets, and limited research assistance) may be requested. All such requests must be well justified in detail with an itemized budget breakdown, and must be specifically related to the topic of the workshop.
  • Budget Adjustments
    Up to 10% of the original budget can be shifted between line-items after consultation with the ISA grant manager, but any more substantial changes would need written approval by the grant workshop committee. Also, funds not utilized due to participant withdrawals may be transferred to other budget areas, pending ISA grant manager approval. Changes to the budget cannot be made after the workshop has been held.
  • Travel
    Travel expenses are allowed in the proposed budget. According to ISA policy, we can only reimburse the cost of an economy/coach class ticket.
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    V. Evaluation Rubric

    Proposals are rated on a scale from 1 to 10 (1 being the lowest possible rating and 10 being the highest possible rating) using the criteria below.

    Venture Research Workshop:

    Potential to venture creatively into emerging and potentially transformative research areas or preliminary work on untested and novel and path-breaking ideas

    Catalytic Research Workshop:

    Potential to apply new expertise or new approaches to established research topics catalyzing rapid and innovative advances.

    Understanding of the research community(ies) they wish to engage; ability to lead the workshop and follow-up activities; ability to contribute to the workshop and possible publication of results.

    Potential to produce a significant scholarly output, such as a book-length manuscript and scholarly articles, sharing results with the larger scholarly community and making a contribution to the field.

    Topic sufficiently well focused and workshop format sufficiently well designed to allow in-depth exploration by a small group during the time proposed for the workshop with follow-up plans sufficiently well designed to ensure effective follow-through.

    Topic shows promise of stimulating cross-national examination of perspectives on the given research problem. Topic involves collaboration among several disciplines, ISA sections or disciplinary subfields.

    The project shows genuine diversity and balance, including significant participation by scholars from around the world, significant participation by junior scholars, and adequate attention to theoretical, methodological, geographical, gender, ethnic, and racial diversity.

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    VI. Post-Workshop Information

    In order to receive reimbursements for the workshop participants, please send the following to ISA Headquarters within 30 days following your initial workshop meeting:

    1. A final report to the Research & Workshop Grants Committee Chair, with a copy to ISA. The report must contain 1) a detailed accounting of budget expenses, 2) a description of how the workshop went, and 3) plans for future publications.
    2. Copies of receipts for participants’ expenses. Workshop coordinators are responsible for collecting all receipts from each individual participant, and verifying each approved expense. ISA cannot accept receipts from individuals. Coordinators must send all materials as a single PDF file via email (for auditing purposes) to ISA headquarters. Please place “WORKSHOP REIMBURSEMENTS [Last Name of Coordinator]” in the email subject line.

    Be sure that contact information for Participants is accurate and up-to-date for reimbursement.

    If workshops are held at the ISA Annual Convention, charges for workshop meeting room rental, audio visual equipment and labor, and approved food and beverage expenses are automatically deducted directly from the workshop grant. If workshops are held at an alternate location, then receipts will be required in order to receive reimbursement for these expenses.

    To reimburse a research assistant, you need to create an invoice requesting reimbursement for the research assistant, stating the number of hours they worked and how much they were paid per hour. ISA will then send a check to you, including the amount requested for reimbursement. You would be responsible for keeping track of the hours each student works to make sure to pay them accordingly from the reimbursement check.

    Only participants who meet the membership and/or convention registration criteria (if applicable) will be eligible for reimbursement, up to the amount approved by the Committee. Please do not send reimbursement materials until all receipts are gathered.

    Please be aware that when booking packages that combine lodging and travel, a receipt must be provided that breaks down the cost for lodging and travel separately in order to receive reimbursement.

    Once all documentation has been received by ISA headquarters, reimbursements will be distributed. The Workshop Coordinator will receive his or her reimbursement after the Final report has been received. All approved expenses not directly deducted from the grant will be reimbursed only on the basis of actual receipts or invoices, and only in the amounts approved by the Research and Workshop Grant Committee.

    If circumstances so dictate, ISA can distribute the funds via wire transfers ($75 charge per participant). Additionally, if an exception request must be made for reimbursement (i.e. someone needs reimbursement at the convention due to extenuating circumstances), please contact ISA headquarters at least one month prior to the convention.

    Funds will generally be available for up to eighteen (18) months from the time grants are awarded.

    International participants will be reimbursed via PayPal. If, due to extenuating circumstances, you are not able to use PayPal for reimbursement, we can process your reimbursement via check or wire transfer. US and Canadian participants will be reimbursed by check. Workshop coordinators: If you anticipate using a wire transfer, please include $75 USD in the workshop budget to cover wire transfer fees.

    Once the workshop coordinators have turned in all of their receipts for reimbursement, checks will be sent to US and Canadian participants and funds will be transferred directly to each international participant’s bank account via the following process with PayPal:

    1. Each workshop participant will receive an email from PayPal with a step by step instruction process on how to receive the funds.
    2. They will then login with their PayPal account information (or) create an account (this process is free and only takes a few minutes).
    3. Once signed in, each participant simply needs to click the link to withdraw their funds. They need to withdraw their funds within 30 days of receiving the initial email.
    4. After clicking the “withdraw” link, they will receive the funds in their bank accounts within 1-2 business days.

    * If you have any trouble at all withdrawing your funds please contact PayPal directly at 888-215-5506

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    Have a Question?

    Have a question? Contact the Research and Workshop Grant Committee Chair (April 2018 - March 2020), Dr. Carolyn Shaw (Wichita State University)  at researchgrants@isanet.org

    Contact Dr. Carolyn Shaw

    The International Studies Association

    Representing 100 countries, ISA has over 6,500 members worldwide and is the most respected and widely known scholarly association in this field. Endeavoring to create communities of scholars dedicated to international studies, ISA is divided into 6 geographic subdivisions of ISA (Regions), 29 thematic groups (Sections) and 4 Caucuses which provide opportunities to exchange ideas and research with local colleagues and within specific subject areas.
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