A signed and completed acceptance form must be returned to AES by the date indicated in your grant notification letter. Grant payments will be transferred electronically (preferred) or mailed to your institution at the address indicated on the acceptance form. Please complete and return the payment acceptance form in full. No funds can be paid until the acceptance form is completed and returned. AES’s obligation for the grant will begin upon receipt of the completed acceptance form and not before May 1 of the project year.
To aid in efforts to promote epilepsy research and the projects and investigators supported by AES, we ask that you provide a recent photo of yourself and of your intern, individually or together, preferably in the lab/work setting, for publication. If you provide a photo, please also sign and return the photo release form. This is not a requirement.
Use of Human Subjects/Tissues in Research
When human subjects or tissues are to be used in a research project the intern will work on, it is the responsibility of the grantee to ensure that the project receives approval from his/her Institutional Review Board. A copy of the Board’s current approval notice and a copy of the patient informed consent form should be submitted at least two weeks prior to the start date of the internship.
Use of Animals in Research
When animals and/or animal tissues will be used, it is the responsibility of the grantee to ensure that the project receives approval from the Institutional Animal Care and Use Committee. A copy of these documents should be submitted at least two weeks prior to the start date of the internship.
Use of Funds
These grant funds are designed to support a summer internship experience for first- or second-year medical students or undergraduates from among those historically underrepresented in the specialty to encourage their interest in epilepsy as a field of study and in basic, clinical, and translational research generally. Funds can only be used as stipulated in the program guidelines (see below).
Successful applicants receive a grant which may be used over the summer internship and award period which may run from May 1 – December 31. Funds are required to support in full or in part a stipend for the intern, commensurate with stipends for similar programs at your institution, and may also be used to cover associated travel to participate in the internship, housing, and other program expenses specific to the internship experience. Interns are expected to devote 100% of their time to work in the laboratory and associated education and mentorship activities. Support also includes one year of complimentary membership to the AES, complimentary submission of an abstract to the AES Annual Meeting, and complimentary registration to attend the AES Annual Meeting. A single payment is made to the institution for the direct expense of the fellow (stipend/salary and any associated benefits) and related travel, housing, and other direct expenses of the internship ONLY, to be distributed to the intern according to the procedures of the host institution. Travel associated with the internship must be conducted during the funding period. $1,500 of the grant is to be designated to cover intern travel and housing at the AES Annual Meeting, which may be supplemented by any remaining funds from this grant. No indirect costs are provided.
Change in Status
It is your responsibility to notify AES in writing if the status of the intern or your role at the institution changes during your grant period, or if there are any significant changes in the project as approved. Any proposed revisions in the project budget or project timeframe must be submitted to and approved by AES before being implemented. Refer to the terms below regarding policies on support from other sources and requests to extend the term of the grant.
Support from Other Sources
Supplementation of this grant with other grants or by the internship institution is permissible. If similar grants are obtained for the AE DEI internship during the period covered by this grant, the applicant/recipient must inform AES in writing so that a decision can be made about the continuation of the grant.
Requests to Extend Grant Term
Requests to extend the term of this grant must be submitted to AES in writing for approval as follows:
Written requests must be submitted to AES at least 30 days prior to the end of the grant period and should provide an explanation of the need for an extension, plans for completing the internship-related projects within the extended period, and a budget summary for the use of unobligated funds. Unexpended funds at the end of a project term are not justification for an NCE. Interns must remain at the original institution throughout the revised grant term unless a transfer has also been requested and approved in writing.
Patent and Copyright Policy
The recipient may develop inventions, products, publications, processes, know-how, formulae, and the like, from the research funded by the grant, whether or not capable of protection under copyright, trade secret or patent protections (the “Research Products”). Neither the AES nor any Contributing Partners will have rights in or to the Research Products that are conceived or reduced to practice in the performance of the grant or internship, regardless of whether the invention is patented or copyrighted.
All manuscripts (including meeting abstracts and research articles) that result from this research project are to be submitted to the AES once accepted for publication. Publications should acknowledge AES support with the phrase: Supported by a grant from the American Epilepsy Society Sergievsky Fund for Epilepsy Health Equity and Diversity. If a funding partner is acknowledged on the acceptance form, publications should acknowledge the support of both organizations (e.g. Supported by a grant from the American Epilepsy Society and [insert funder names]).
Submission of final project and financial reports is a requirement of this grant.
- A final project report is due 90 days after the end of the project term. A template format will be provided.
- Final financial report is due 90 days after the end of the project term. Unexpended funds in excess of $100 remaining at the end of the grant term must be returned to AES.