SPIE provides funding to each Student Chapter so that Chapter Members can create and engage in more diverse career development opportunities. SPIE believes the future belongs to optics and photonics, and the future of these technologies is in the hands of our students.
Still can't find an answer to your question? Visit the Student FAQ!
This video summarizes changes to the funding options available to Student Chapters in 2012. For a 30 minute summary of everything you need to know about grants available from SPIE, click here:
Chapter Activity Grant
Chapters may submit an activity grant request to SPIE at any time during the year; until 15 December. When completing the form, chapters must describe each project or activity and provide cost estimates for each. Funds are dispersed by check (USA and Canada only) or wire transfer using IBAN/SWIFT numbers. The entire process should take less than four weeks. Available funding is based on the combined total of student members and alumni members in the chapter's online rosters. Unused funds do not carry over to subsequent years.
Suggested Activities Many Chapter activities are eligible for SPIE support. Ideas may include:
Organize an informal lecture with a popular professor from the department
Organize a student lecture series
Invite an industry or academic speaker
Tour optics industry facilities
Host a public lab tour for community members
Create and maintain a Chapter web page
Organize a job fair
Work with teachers to improve their optics knowledge
Promote optics to pre-university students: develop workshops, volunteer to supplement science and math education, organize a science fair
Mentoring of secondary science and technology students
Promote the optics/photonics academic program within the college/university
Tip: Use your activity grant to provide snacks, beverages, and advance advertising to help draw attention to your event.
FOCUS Conference Grant
The Federation of Optics College and University Students (FOCUS) Conference Grant provides SPIE student leaders with the financial means necessary to organize a regional student leadership workshop that features a significant, non-technical professional development opportunity. Two FOCUS Conference Grants are awarded each year; at a grant maximum of $7,000 each. Chapters are encouraged to collaborate in the organization of the conference; however, it is not a requirement and only one application per event will be accepted.
What's included:
$2000 for conference travel grants (we recommend that they go to students presenting papers)
$3000 for on-site expenses such as AV, food, local transportation
$2000 for conference lecturer travel
SPIE Staff travel
SPIE Leadership travel
Student Best Paper prize
List of corporate sponsor contacts
Promotion on SPIE.org
Application Instructions: Applications will be evaluated twice per year (1 February and 1 June). Chapters interested in hosting an SPIE FOCUS Conference should email students@spie.org.
Criteria for evaluation:
Quality & relevance of professional development program
Appropriate target audience
Marketing plan for conference - How will other people find out about it?
Leveraged resources - Who else is contributing to this project?
Planned events/talks
How will the funding be used?
Officer Travel Grant
SPIE strives to provide Chapter Members with conference exposure. Each year, Chapter officers have an opportunity to attend an SPIE meeting with special assistance from the Society. Officers are encouraged to attend a Student Chapter Leadership Workshop at either Photonics Europe or Optics + Photonics.
In 2011, more than 120 students from over 30 countries won Travel Grants and formed the core of close to 200 Student Chapter Members who attended the leadership workshop to network and exchange information useful in their academic and professional lives.
What's included:
Grant to cover travel/food/lodging (see below)
One conference fee waiver
Bonus: Use the grant to attend a Student Chapter Leadership Workshop and receive extra funds for lodging
The amount of the grant is determined by region. That is, it depends on the origin and destination regions. The map below may be used as a guideline. If there is ever a question of regions, the list of which countries fit in which regions is located here.
This system allows students to plan in advance whether they need to seek alternate funding sources. If extra funding is needed, grant winners are encouraged to submit an abstract to the conference and apply for a Contingency Student Travel Grant. This grant is intended for students with accepted papers and generally ranges from $300-$500.
Keep in mind that grants are awarded just once per Chapter each year and no person may receive the grant more than once.
Photonics Europe Travel Grant Timeline:
Early-November - applications available Mid-November - abstracts due for the conference Late January - applications due Mid-February - winners notified
Optics + Photonics Travel Grant Timeline:
Mid-February - applications available Late-February - abstracts due for the conference Mid-March - first round of applications due Early-April - first round of winners notified Mid-May - second round of applications due Early-June - second round winners are notified
All other travel grants are due at least 12 weeks before the first day of the conference.
An innovative (but clean) look will help identify your school Chapter as a professional affiliate, not just a campus club. Using a few simple guidelines, your Chapter logo can help promote outreach activities, lecture series, collaborative conferences, and other Chapter activities.
Keep information logically organized.
Avoid overly casual (or overly formal) language.
Keep poster designs clean; graphics should draw attention to important information, not away from it.
Guidelines Student Chapters are required to provide an annual report on activities, whether they receive SPIE grant funding or not. Chapter reports provide valuable insight into student activities and serve as a resource for future planning. Noteworthy pictures and activities may be included in SPIE publications, including the Student Newsletter or SPIE Professional. The information is also provided to the SPIE Board of Directors as an indicator of the health of our student program. Sending a complete report on time means your Chapter will receive the recognition it deserves for the hard work of its Members.
Names, email addresses, and Member numbers of elected Officers.
List of current Student Chapter Members.
Details of Chapter activities since last report.
Describe exactly how chapter grant funding was spent.
Were these activites described in your funding request?
Details of planned activities for the future.
Financial information.
Beginning balance
Funds raised and expended (indicate amounts and source/destination)
Details of SPIE funding received
Other sources (please specify)
Ending balance
Special note for Outreach Events: Please estimate the number of attendees at each event. This helps us measure the impact of Student Chapters and obtain future student funding.
Good Standing Student Chapters must:
Maintain a minimum of 10 paying SPIE Student Members.
Submit an annual report by the assigned due date (see Reporting Guidelines for details).
Hold at least three official meetings per year.
Elect officers once each year.
Obtain prior written approval from SPIE for any fundraising activities.
Failure to Maintain Good Standing (Probation) While the Society strives to work with every Chapter's individual needs, the minimal requirements for remaining in good standing are strictly followed. Chapters that fail to adhere to the requirements will be placed on probation.
SPIE will notify the Chapter Advisor and Officers of the change in status
The Chapter will have one year to remedy the situation and return to good standing
Failure to return to good standing will result in the Chapter being disbanded by the Board of Directors
While a Chapter is on probation it is not eligible to apply for Activity Grants or Officer Travel Grants
Student Members will continue to receive all the benefits of an Individual Student Membership throughout the probationary period and beyond, regardless of the status of the Chapter
Returning to Good Standing During probation, SPIE will work with Chapters to revitalize their programs. Depending on the circumstances, it may be necessary to recruit more members, submit any overdue reports, plan activities, etc. Contact your Chapter Advisor andstudents@spie.org for tips and additional assistance.
Building an Active Chapter It is normal for Chapter commitment to fluctuate over time. Graduation, thesis writing, or other obligations can all impact the ability of the Chapter to function and benefit its Members. Here are some tips to help energize your members:
Organize activities that require the involvement of many Chapter Members. Science fairs, volunteer teaching, and public outreach are excellent ways to utilize the abilities of your Chapter Members.
Set up an informal table in the department building with SPIE promotional materials, handouts, and membership applications at the beginning of the school year. Talk to your members and plan events early.
Share Chapter responsibilities.
Hold Officer elections.
Use your website to keep Members informed and in communication. Track project goals through the website.
Get inspiration from other student leaders - send members to the Student Chapter Leadership Workshop.
Visiting Lecturer Program
Bring the feeling of a conference to your entire Chapter. Access a directory of distinguished lecturers who are available to give personalized lectures at your university. For a complete list of available speakers and topics, check out the Visiting Lecturer page.
SPIE Students on Facebook
Become a fan of SPIE Students and connect with chapter leaders around the globe.
