IPSF Development Fund 2010-2011:

Student Exchange Programme (SEP) Grant

Guidelines for Grant Applicants

Please read carefully before completing the application form

1. 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. The Development Fund was initially created with the
aim of supporting students who were unable to attend an IPSF event because of financial reasons.
Currently the Development Fund may also be used to:

i) pay the IPSF Annual Membership Fee of organisations from low or lower middle income
countries (as defined by the World Bank) and developing nations (as defined by the
United Nations),

ii) to financially support IPSF activities undertaken by members,

iii) to financially support participation by members in IPSF events, and

iv) to award Student Exchange Programme Grants.

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

Through the Student Exchange Programme more than 600 students worldwide receive opportunities
to work 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 plane tickets) from the applicant’s
home country to the country in which the exchange occurs and also the Student Exchange fee.

2. 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:

1) Letter of support from the Dean of your University Faculty, Head of your Department or Chief of
Pharmacy Studies. The document should be scanned and sent electronically.

2) Any other information relevant to the financial status of the student should be sent together with
the AF. Applicants are advised to provide up to date, accurate and detailed information regarding
their financial background.

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Applicants should submit an electronic version of the application form. An electronic application form
enables the Development Fund and official Student Exchange Committee members begin the
decision process as early as possible. The electronic version should be e-mailed to the Development
Fund Co-ordinator (df@ipsf.org) and the IPSF Chairperson of Student Exchange (sep@ipsf.org).

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.

3. Who is involved in the DF grant selection procedure?

3.1 The decision-making committee, who will consider valid applications, incorporates the Student
Exchange Committee (comprising Student Exchange Committee members together with the
Chairperson of Student Exchange), and the Development Fund Committee (consisting of three
representatives from three different member countries, the DF Co-ordinator 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 optimise 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 Co-ordinator before the 1st April 2011.

3.2. The applicant must be currently studying for their pharmacy undergraduate degree. An
applicant may be an IPSF member through an IPSF Member Organisation (Full Member or Member
in Association) or as an Individual Member.

4. Grant coverage and criteria

The SEP Grant will cover part of the travel expenses (bus, train or plane tickets) from the applicant’s
home country to the country in which the exchange occurs. 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 organisation, 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.

Priority will be given to students:

1) Who are in their final year of studies,

2) Who are participating for the first time in the SEP,
3) From low or lower middle income countries (as defined by the World Bank) and from developing
countries (as defined by the United Nations),
4) Who are ‘reserved’ or ‘placed’ in the database at the time of the committee’s decision,
5) Who have provided the most detailed information in their SEP Grant application form,
6) Who have shown clear motivation to participate in the SEP,
7) Who have not received the SEP Grant in the past.

The financial status of an applicant and the motivation provided in the application will be also
considered when reviewing applications. The maximum number of awarded SEP grants per country
will be three. Applicants may only apply for the grant after their SEP Application Form (AF) has been
approved within the SEP Database (http://sep.ipsf.org).

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5. 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 applicant’s supervisor, indicating their successful completion of
the exchange.
− A general report or an article for the IPSF News Bulletin or IPSF Newsletter outlining the
applicant’s experiences during their exchange.

A maximum time period of 2 months will be allotted, after the completion of the applicant’s exchange,
to submit all the required information and documents to the Chairperson of Student Exchange
(sep@ipsf.org) and IPSF treasurer (treasurer@ipsf.org).

6. 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
Co-ordinator 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 Co-ordinator 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.

5. Declaration:

I declare that:

1. I have read these guidelines and understand their meaning.

2. I accept to respect these guidelines and accept the consequences undertaken by the
Development Fund and Student Exchange Committees if I fail to respect these rules.

Signed:      

Date:      

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 Student Exchange Programme (SEP) Grant 2010-11
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 signed.

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 8th March 2011.

SECTION A:

PERSONAL DETAILS:
Full Name: (Mr/Mrs/Miss)      
Full Address:      
     
     
Country:      
Nationality:      
Telephone Number:      
Fax Number (if applicable):      
Email:      
Date of Birth      

IPSF Member Organisation      

Or Individual Member Number      
SEP Application Form ID      

STUDY DETAILS:

Name of School of Pharmacy at which you are studying:      

Address:      
E-mail:      
Website:      
Qualification you will receive:      

Total length of course:      

Date of qualification:      

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SECTION B:
FINANCIAL DETAILS:

Your national currency:      

Exchange rate on 1 March 2011: 1 Euro (€) =      
st

(Exchange rate will be completed by the IPSF Treasurer; please, do not fill it in)

Income expenses during the last 12 months:

(Please use your own national currency)

Personal (Applicant’s income, for example salary from work):      

Family allowance (Money an applicant received from their family):      
Grants (Scholarship / Governmental Support for studies):      
Sponsorship and the source of any sponsorship for this exchange:      
Other sources of income:      
Additional income expected in the next 12 months:      

Living expenses (approximately) per year:      

(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)

Travel Budget (Please press enter if typing more than one line)
Destination Estimated Route and means of Source of the information
(Please indicate all costs Transportation (Website/travel agency etc)
destinations if not If you have a written
placed) document please attach it
                       

                       

                       

SECTION C:

LETTER OF SUPPORT:

Please ensure a letter of support (signed and stamped as appropriate) is electronically attached
from the Dean of your Pharmaceutical Faculty, Head of your Pharmacy Department or Chief of
Pharmacy studies. The document should be sent as an additional attachment with the application
form.

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SECTION D:

MOTIVATION:
In this section applicants should detail their reasons for applying for the grant, including their reasons
for participating in the SEP, including any additional information that may be relevant. It should also
be indicated whether this is their first time to apply for inclusion in the Student Exchange Programme.
In the event that a previous application has been made for the 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 an SEP experience may create. The length of the
motivation should be no longer than 400 words and it should state not only travel interests, but also
other motivation related to obtaining the SEP Grant.

     

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SECTION E:
DECLARATION:
I declare that:

1. The information stated is to the best of my knowledge, complete and accurate.

2. 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.

3. 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.

4. 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.

Signed:       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 any supporting documents such as letters of support and financial

documents.