IPSF Development Fund 2016-2017

Student Exchange Programme Grant (SEP Grant) 2017

Guidelines for Development Fund Applicants
Please read carefully before completing the application form

1. Introduction

Thank you for your interest in the IPSF Development Fund SEP Grant, 2016-2017. In this document you will find a
brief description of the Development Fund, what documents you will need to send in order to have a valid application
and what happens to your application when you have sent it to the Development Fund Coordinator and the Student
Exchange Coordinator. If you have any questions regarding the information given below or completing your
application, please do not hesitate to contact us by sending an email to df@ipsf.org or sep@ipsf.org. We will be happy
to answer your questions and help you deliver a good application. Remember, the deadline for sending in your
application is 15th of May 2017 11:59PM GMT+0. Good luck!

2. Background

The main aim of the IPSF Development Fund is to give each and every pharmacy student an equal opportunity to fully
participate in IPSF activities. This opportunity is also intended to help promote IPSF within their Schools of Pharmacy
and countries.

This is the application form for the Student Exchange Programme (SEP) Grant.

Through the Student Exchange Programme more than 900 students worldwide receive the opportunity of working in
community, hospital, industrial, administrative or academic pharmacy sectors in other countries, in order to learn
about pharmacy education, research and practice outside their home nations. The programme also enables cultural
exchange between pharmacy students around the globe.

These guidelines were designed to ensure that potential applicants are fully aware of the selection process and also
accept the expectations, restrictions and consequences of an application. It is essential that applicants
understand this grant is given to allow a pharmacy student with limited financial resources an opportunity to
participate in the IPSF Student Exchange Programme. The grant is awarded to cover part of the travel expenses
(bus, train or flight tickets) from the applicants home country to the country in which the exchange occurs and also
the Student Exchange Programme (SEP) fee.
3. Eligibility criteria and grant coverage

Eligible candidates must be currently studying for their pharmacy undergraduate degree (first pharmacy degree) or
recent graduate of their first pharmacy degree (up to four years after the date of their graduation). An applicant may
be an IPSF member through an IPSF Member Organization (Full Member or Member in Association) or as an
Individual Member (currently undergraduate or recent graduate of their first pharmacy degree).

For applicants who participate in Winter SEP (October-March), they may only apply for the grant after their
Student Exchange Application Form (AF) is either marked PLACED or SUCCESSFUL in the SEP database
(http://sep.ipsf.org).

For applicants who participate in Summer SEP (April-September), they may only apply for the grant after
their Student Exchange Application Form (AF) is marked PLACED in the SEP database (http://sep.ipsf.org).

The SEP Grant will cover part of the travel expenses (bus, train or flight tickets) from the applicants home country to
the country in which the exchange occurs, and the SEP fee.

The maximum value of the grant will be 1000 Euro. If the actual costs incurred are less than the awarded grant, the
amount of the actual costs only will be paid.

The grant will be paid via bank transfer only after completing the exchange and submission of the required
documents. In addition to the travel expenses, the student exchange fee of the applicant will be returned to the
respective member organization, or to the applicant in the case of an individual member.

The total number of grants awarded will be decided after the deadline for receipt of applications, and will be
dependent on the total number of quality applications received and on the grant budget available.

The maximum number of awarded SEP grants per country will be three.

4. Completing the application form

Please ensure the application form is completed accurately, and any other information relevant to the selection
process is added to the form. Every section must be completed for the application form to be considered valid. All
applicants must provide accurate information and include any information relevant to the application.

Please also attach the following documents in English, all in PDF format:

1) Letter of support signed and stamped as appropriate from an authority figure from the students
Faculty/University (Dean, Vice Dean, Professor) OR from the president of the students association.

2) Relevant documents regarding the financial status of the applicant:

a. Proof of applicants income and outcome stating the average monthly salary per member of the
family (the original document and the one in English);

b. Proof of received studentships/scholarships, stating the amount of money received per month or per
year, if applicable (the original document and the one in English);

c. Proof of pay check/job salary, stating the amount of money received per month or per year, if
applicable (the original document and the one in English).
All the English documents must be validated (signed) by an authority figure from the students Faculty/University
(Dean, Vice Dean, Professor) OR by the Contact Person (CP) of the students association.

Applicants are advised to provide up to date, accurate and detailed information regarding their financial background.

5. Submission of the application form

Applicants should submit an electronic version of the application form. An electronic application form enables the
Development Fund and Student Exchange Committee members begin the decision process as early as possible. The
electronic version should be e-mailed with the subject [SEP Grant_name_Association_Country] to the
Development Fund Co-ordinator (df@ipsf.org) and the IPSF Chairperson of Student Exchange (sep@ipsf.org) until
15th of May 2017 11:59PM GMT+0. Applications that havent been sent both to DF Coordinator and Chairperson of
Student Exchange wont be included in the selection process .

Please note that the IPSF Development Fund Committee and IPSF Student Exchange Committee reserve the right to
request further information, or contact any relevant persons in order to verify the authenticity of the documents sent.

6. SEP Grant Selection Procedure

The decision-making committee, who will consider valid applications, incorporates the Chairperson of Student
Exchange, the IPSF Development Fund Committee (consisting of three representatives from three different member
countries and the Development Fund Coordinator) and the IPSF Treasurer. This committee corresponds via e-mail
and discusses issues relating to the grant selection process at online meetings, give opinions on ways to optimize
the impact of the Student Exchange Programme Grant and other Development Fund Grants at local and international
levels.

Successful applicants will be notified by the DF Coordinator before the 15th June 2017 11:59PM GMT + 0.

Priority will be given to students:

Who are in their final year of studies;
Who did not receive a SEP Grant before:
Who send a very detailed and transparent application;
Who have a very well structured motivation letter with valid arguments

Special attention will be given to the ratio of the income of the applicant/country of the applicant and the necessary
money for SEP.
7. Receiving SEP Grant

If an applicant is selected to receive the grant, the following documentation must be submitted:
Required travel tickets and other travel documents indicating travel costs incurred during the exchange;
A certificate completed by the applicants supervisor, indicating their successful completion of the exchange;
A general report or an article (including 2-3 photos) for the IPSF Newsletter outlining the applicants
experiences during their exchange (no more than 1000 words).

A maximum time period of 1 months will be granted, after the completion of the applicants exchange, to submit all
the required information and documents to the Chairperson of Student Exchange (sep@ipsf.org) and IPSF
Development Fund Coordinator (df@ipsf.org).

8. Situations and Consequences

To avoid any misunderstanding of the procedure, misuse of the grant or reduction in the grants awarded each year,
this section has been added to dissuade any potential applicant from hiding any relevant information or from
providing incomplete or false information on their application form.

It is your responsibility to inform the Chairperson of Student Exchange and the Development Fund Coordinator of any
changes in the information stated in your application form as soon as you are aware of any new information. We
recommend applicants retain a copy of their application form to remember what has been stated in their application.
Any applicant awarded a SEP Grant and later found to misuse funds will not be eligible for any Development Fund
Grant in the future.

The Development Fund and Student Exchange Committees reserve the right to withdraw or reduce any grant
given to an applicant in the event of any of the following situations arising:

Information relevant to the selection process was hidden from the Development Fund and Student Exchange
Committees by an applicant;
Information stated by an applicant is later identified as being inaccurate or false and the applicant failed to
notify the Development Fund Coordinator or Chairperson of Student Exchange about the necessary changes
required to the application;
Failure to submit the required documentation or submission of incomplete documentation;
Any disciplinary problems relating to the SEP or otherwise;
Other situations at the discretion of the Development Fund and Student Exchange Committees.
 IPSF Development Fund SEP Grant 2017: Application Form
Every Section of this application form must be completed in order to be valid. An application will only be considered if
sections A, B, C, D and E have been completed, and the declarations electronically signed by inserting the relevant
name.

Please complete the application form as a Microsoft Word document and return the form electronically via
email to the Development Fund Co-ordinator (df@ipsf.org) AND Chairperson of Student Exchange
(sep@ipsf.org) before the 15th May 2017 11:59 PM GMT+0.

SECTION A
PERSONAL DETAILS

Full Name Mr / Mrs / Miss

Date of Birth

Full Address

Country

Nationality

Telephone Number

Fax Number

Email

Current Passport Number

Valid until:

Visa Requirements

IPSF Member Organization

OR Individual Member Number

SEP Application Form ID

Status of Application

Length of Exchange (Days)

(Does not include personal travel
arrangements before or after exchange.
State the period of internship/placement
only)
STUDY DETAILS

Name of School of Pharmacy

at which you are studying

Address

Email

Website

Qualification you will receive

Total length of course

Date of graduation (expected)

Previous SEP experience Yes or No Country

INVOLVEMENT WITHIN YOUR NATIONAL ASSOCIATION AND WITHIN IPSF

(Maximum 400 Words)

Word
Count
SECTION B
FINANCIAL DETAILS

Your National Currency

Exchange rate on 1 Euro ()

Exchange rate on 1 Euro () [TREASURER TO COMPLETE]

Verified by Treasurer on 15th May 2017

Monthly Income

Income Type National Currency Euro

Applicants Income
Scholarship/Grant Money
Sponsorship for Exchange
Loans, please specify
student or other

Family Allowance (money from family for

expenses)
Other sources of
income, please specify

TOTAL

Monthly Expenditure

Income Type National Currency Euro

Rent or housing
Electricity, gas, water
Phone & Internet

Food & Groceries

Tuition
Books, stationary, school supplies
Clothing, shoes, personal hygiene
Other sources of
expenditure, please
specify

TOTAL
(Living expenses are considered as necessary costs for living that are paid by the applicant personally. For example food, accommodation
expenses (flat rent), electricity fees and study costs (books etc.) but not unnecessary costs like holidays)
 Financial Background

Total Family Income National Euro

Currency
Sources of Family Income
(Eg. Father, mother, siblings,
investments, assets)

No of Dependents in Household
(How many family members depend
on your parents income)

Travel Plans and Expenses

Estimated travel and National Currency Euro

visa expenses to attend
the IPSF event (state for
return journey)

(Please complete the below table as appropriate detailing your estimated travel route and the corresponding costs.
Please note that only one row will need to be completed for a direct travel option. However for a travel plan which
involves a number of modes of transport each leg of the journey should be listed on a separate row. For example:
Row 1: Flight Amsterdam, The Netherland to Cairo, Egypt; Row 2: Bus Cairo, Egypt to Hurghada, Egypt etc.)

Destination(each leg Estimated Costs Route and means of Source of the information
of the journey on a (including return Transportation (Website/travel agency etc)
separate row) travel) If you have an electronic
document please attach it
SPONSORSHIP DETAILS
State the names of any bodies in your country which you have already contacted for sponsorship, when you contacted
them and the actual or possible results of the request (s):

SPONSOR CONTACT DATE RESULT

IPSF can give advice about approaching sponsors in your home country. Applicants are expected to try and find
sponsorship from other bodies apart from the IPSF Development Fund, and to explain why if this has not been done.
SECTION C
MOTIVATION
In this section applicants should detail their reasons for applying for the grant.
They must cover the following topics:
- Characteristics that makes them the ideal candidate for getting the grant
- Reasons for participating in SEP
- Explanation of what a student can gain through SEP
- The main lessons they can take back to their country
- Justification of the areas and countries chosen
Students must also include any additional information that may be relevant and should state whether if this is their
first time applying for Student Exchange Programme. In the event that a previous application has been made for SEP
please state the circumstances of such an application.
As this section is seriously considered during the selection process, applicants are reminded of the importance of
stating clear and realistic reasons for their SEP participation, with a focus on the personal, national and international
impact that a SEP experience may create.
The length of the motivation should be no longer than 500 words and it should state not only travel interests,
but also other motivation related to obtaining the SEP Grant.

Word
Count
SECTION D
LETTER OF SUPPORT FROM SCHOOL OF PHARMACY
To be completed by the Head of School or Dean of the Department of Pharmacy at which the applicant is studying.
The Head of School or Dean should confirm that the statements made by the applicant in Sections A and B of this
form are complete and accurate therefore they must have seen a copy of the completed application form. The letter
of support should be attached as a separate Word Document.

SECTION E
DECLARATION
I declare that:
1. I have read the guidelines and both understand their meaning, respect them and I hereby agree to comply to
all the above conditions stated.
2. I accept the consequences undertaken by the Development Fund Committee if I fail to respect these rules
3. The information stated is to the best of my knowledge, complete and accurate.
4. I will notify the Chairperson of Student Exchange (sep@ipsf.org) and the Development Fund Co-ordinator
(df@ipsf.org) of any changes in the information stated above without delay.
5. I accept that in the event of my application being successful, the Development Fund and Student Exchange
Committees reserve the right to withdraw the grant if any of the situations stated in the section Situations and
consequences of the guidelines occurs.
6. If this application is successful, I will respect the duties and responsibilities of the applicant as stated in the
guidelines written at the beginning of the application form.

APPLICANT

Signature

Name
Date

Please ensure you have:

a) read the guidelines carefully
b) completed all sections of the Application form, in as much detail as possible
c) sent an electronic copy of the Application Form to df@ipsf.org AND sep@ipsf.org
d) attached all supporting documents such as letters of support and financial documents.