Participate: Student Scholarships FAQ

General Information

What do GHC Scholarships cover?
A full scholarship covers conference registration, lodging for three nights (2 scholarship recipients per room), and travel expense reimbursement up to a certain amount. Partial scholarships are also awarded which cover some of these expenses.
How do I know if I received a scholarship or not?
You will receive a notification on or before August 1st letting you know whether or not you received a scholarship. At that time, if you received a scholarship, the email will explain how you can login to the scholarship application site and retrieve this information. Currently, that information is not available as we are in the middle of the review process. 
How many scholarships were awarded last year?
In 2007, 115 full scholarships and 23 partial scholarships were awarded. We received 915 applications. We expect similar numbers for 2008.
How does the review process work?
The Scholarship Committee consists of men and women from industry and academia. Each application is reviewed by at least two members of the Scholarship Committee, and the reviews are blind. Each reviewer answers questions about each application, and the results are tallied and normalized. Scholarships are awarded to the candidates with the highest scores.
What criteria are used to award scholarships?
We use a variety of criteria and try to evaluate each candidate individually. We consider academic achievement, potential in the field, and need, and look for thoughtful, creative, well-written essays that stand out.
What do I need to do before I attend the conference?
We encourage you to submit your resume to the online resume database following the directions you receive via email around July.
What special events should I attend at the conference?
On Wednesday, Oct 1st:  

  • “For the Newcomer Meeting,” 5:30 pm, location to be determined. (recommended if this is your first time attending GHC)
  • “Opening Reception,” 7:00 pm, location to be determined.
On Friday, October 3rd:
  • “Scholarship Luncheon”, 12:30 pm location to be determined.
In order for my airfare to be a reasonable amount, I have to arrive a day late. Is this OK?
Yes. You will miss the “For the Newcomer Meeting,” so you may have some questions upon your arrival. You must also notify us of your actual arrival date so we can secure your hotel room.
What if I am in the ACM SRC Competition? How does that work?
For the ACM Student Research Competition (SRC), all students that are chosen to participate in the poster round receive a stipend of up to $500. It is not a grant - but rather, a reimbursement, so receipts above $25 must be provided and only certain types of expenses are included. A packet explaining the reimbursement process will be provided at the Poster Competition and a representative from ACM will be available to answer any questions you may have. When you complete your scholarship application, be sure to include this $500 as an outside source of funding.

Registration Information

My school registered me or I registered myself before I knew that I had won a scholarship. What do I do?
You do not need to re-register online, but you do need to contact us so we can issue the reimbursement. Please contact ghcscholarships@cs.tamu.edu with your scholarship registration code and we will issue the refund and modify your registration record.
I did not receive a scholarship. Can I still register at the Early Bird rate or are there other ways I can attend the conference?
Yes. If you do not receive a scholarship we will give you a window of time to register for the conference at the Early Bird rate.
If you would like to come to the conference but think you can not afford to attend we encourage you to consult with a sympathetic person in your department in order to determine if you have exhausted all local opportunities to secure funding.
We would also encourage you to become a Hopper at the conference. Hoppers are temporary conference staff who work 8 hours at the conference in exchange for a complementary conference registration. Please see the Be a Hopper page  for more information and to apply. The application deadline is August 7th for scholarship applicants who did not receive funding.

Lodging Information

Note: Not all scholarships cover lodging.

Who makes the hotel reservations?
The Scholarship Committee makes reservations for you for the nights of Oct 1st, 2nd, and 3rd only. If you need arrangements for additional nights, you are responsible for making (and paying for) these arrangements.
In which hotel will we be staying?
Everyone will be staying at the Keystone Resort in Colorado. Details will be posted at a later time on the Registration & Travel page (coming soon).
Will I be assigned a roommate?
Yes, you will be assigned another GHC Scholarship recipient as a roommate.
Can I request a roommate?
Yes, but your roommate must be another GHC Scholarship recipient. Please log in to the scholarship Web site (coming soon) to do this. We cannot guarantee that we can honor your request, although we will do our best.
I want to arrive a day early/leave a day late. Does my scholarship cover this?
No, you will need to make and pay for your own arrangements.
My child/spouse/friend will be traveling with me. Can I make my own hotel arrangements?
Yes, but you must notify us by September 12th so we don’t make an extra hotel reservation for you. You can be reimbursed up to the cost of half of a Keystone double room for three nights. Please contact ghcscholarships@cs.tamu.edu to work out the details.
When are check-in/check-out times?
Check-in time is 4:00 pm.
What do I do with my luggage if I arrive before the check-in time or leave after the check-out time?
The hotel will have a place for you to store your luggage if you arrive early or leave late. Ask for details at the front desk.
Does the hotel have high-speed internet access?
Yes, there is internet access in the rooms and throughout the hotel. We will also have wi-fi, and an internet café room with computers.
If I have problems checking into the hotel, who do I call?
A few days before the conference you will receive an email with this information.

Travel Information

Note: Not all scholarships cover travel expenses.

My award letter said that I would receive $0 USD for my travel expenses. Is this correct?
Probably. Some of the partial scholarships awarded do not cover travel expenses. If you have questions about your award please contact ghcscholarships@cs.tamu.edu.
Can my visa costs be covered by my award?
Maybe. You cannot be reimbursed more than your travel allowance. If your award covers $500 towards travel, and your airfare was $500, then you cannot be reimbursed for your additional costs. But, if your award covers $500 and your airfare was only $400, then the additional $100 could be used to cover costs such as your visa. Please keep your receipts.
What exactly does my travel award cover?
It can be used to cover most reasonable costs related to your travel. For example, airfare, visa costs, cab or shuttle fare, food eaten at the airport, etc. Save your receipts.
Which websites do you suggest I use to book my travel to GHC?
The Scholarship Committee recommends that you use the following sites to book your airfare:  

My airfare was higher than I expected. Can my scholarship cover the additional costs?
Perhaps. If you need additional funds please log in to the Scholarship site (coming soon) to request an increase and give us your airfare estimate. A member of the committee will contact you to let you know if your request has been granted.
Where can I find additional information about travel?
Additional information will be available on the Registration & Travel page (coming soon).
How should I get from the airport to the Keystone resort?
We will have an arranged ongoing shuttle service from the airport to the resort. Further details will be posted as we get closer to the conference.
Who do I contact if I have questions about a visa?
Contact ghcscholarships@cs.tamu.edu.

Reimbursement Questions

How do I get reimbursed for my expenses?
Reimbursement packets will be available at the conference. Please pick one up and mail your expense report to us after the conference. A reimbursement check will be mailed to you about 3-4 weeks after we receive your expense report.
Do my receipts need to be in English?
No. But they do need to be original receipts.
Do my receipts need to be in USD?
No. We can convert your receipt amounts to USD. The exchange rate at the end of the business day on Oct. 1st will be the rate that is used.
If I have additional questions, who do I ask?
Please contact ghcscholarships@cs.tamu.edu.

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