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Funding - Domestic

The Office of Clinical and Pro Bono Programs offers a limited amount of funding to students participating in Winter Term clinical programs within the United States. (International funding is available through International Legal Studies). Students in clinical courses are guaranteed some funding, though expenses may be funded in part or in whole. Funding is not guaranteed for students in independent or continuing clinicals within the United States. 

Funding is awarded through an application process that considers the merit of the project, the necessity of the expense, the average costs in the region, and the financial need of the student. The funding application includes a financial waiver allowing the Office of Clinical and Pro Bono Programs to access student financial records from Student Financial Services.

Final funding decisions are at the discretion of the Office of Clinical and Pro Bono Programs. We expect students to use their funding responsibly and for the purposes for which it was awarded.

If you have any questions about funding, please don't hesitate to contact:

clinical@law.harvard.edu
617.495.5202
6 Everett Street, Suite 3085 (WCC)

 

1. Overview

Funding is awarded to winter term clinical students in a selective process based on: 

  • Merit of the project
  • Necessity of expense
  • Average travel and housing costs in the region
  • Financial need of the student

Students should: 

  • Research project costs in advance of applying for funding  
  • Be prepared to incur a portion of the clinical project expenses 
  • Document expenses for which they seek reimbursement

Note: If a project is contingent on funding, students should not make travel or work commitments until funding decisions are announced.

 

2. Eligibility

  • Students must participate in one of the following Winter Term clinics: Independent Clinical, Continuing Clinical, Capital Punishment Clinic, Employment Clinic, Prison Law and Policy Clinic, or Sports Law Clinic
  • Placement must be outside the Greater Boston area and within the United States
  • Students must work the entire Winter Term (including the two days scheduled for exams) at the location to which funding is provided
  • Students returning to their home region or who travel before winter break are not eligible to apply for funding

 

3. Guidelines

  • Expenses must be reasonable costs that are necessary for the completion of the clinical project and that arise as a direct result of the clinical
  • Expenses must be incurred by the individual student; third-party costs (parent, spouse, etc...) cannot be submitted for funding
  • Each expense must be appropriately documented
  • Students who spend less than anticipated or who cannot verify all expenses with a receipt will not receive the full amount of their award
  • Students must pay out of pocket; they will be reimbursed by HLS approximately four weeks after submitting receipts
  • If a student does not pursue or complete the project, then he/she is responsible for notifying our office and returning any funding received

Travel

  • 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

Housing

  • Students are responsible for finding their own housing (some options include family, friends, local universities, churches, hostels, or apartment rentals)
  • Only rent will be be reimbursed
  • Housing incidentals (utilities, groceries, etc...) are not eligible for funding, even if you receive free/low-cost housing from family or friends
  • Students must provide a sublease agreement or similar documentation of rental agreement and payment when seeking reimbursement

Rental Cars and 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 (clinical@law.harvard.edu) before submitting your request.
  • For clinical course 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 course 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 course 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.

 

4. Applying

Complete the Funding Application

The funding application asks you to itemize your projected expenses. Please be sure to research travel and housing costs before completing the application. 

Applications are due to the Office of Clinical and Pro Bono Programs by:

  • Nov 3, 2014 (Independent Clinicals): Submit the completed funding application with your independent clinical application
  • Nov 3, 2014 (Continuing Clinicals): Submit the completed funding application with your continuing clinical application
  • Nov 14, 2014 (Clinical Course): Submit the completed funding application

 

5. Decisions and Notification

As mentioned above, grant amounts will be determined based on the merit of the project, the necessity of the expense, the average travel and housing costs in the region, and the financial need of the student. We strive to fund as many legitimate project costs as possible.

Funding notifications will be emailed to all students by:

  • TBD

 

6. Accepting Your Grant

To accept your grant, you must email (clinical@law.harvard.edu), submit a Travel Grant Agreement and submit a Vendor Setup Form

The deadline to accept the grant, submit the Travel Funding Agreement, and submit the Vendor Setup Form is:

  • TBD

 

7. Reimbursement Process

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.

As a reminder:

  • 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

The deadline to submit receipts is:

  • TBD

 

8. Contact

If you have any questions about eligibility, deadlines, or the funding process, please don't hesitate to contact:

clinical@law.harvard.edu
617.495.5202
6 Everett Street, Suite 3085 (WCC)

Last modified: October 23, 2014

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