Student Chapter of the American Veterinary
Medical Association

SCAVMA Points and Funding

How can I get points?
SCAVMA Funding: Why do I want points?
1st-3rd year funding
4th year funding
Group funding
Funding instructions
Funding applications
SCAVMA's Budget distribution

How can I get points?
There are many activities throughout the year for which you can earn SCAVMA points. Some of them are listed below. Other opportunities may be offered from year to year, so keep a look out for sign-up sheets and announcements that indicate this opportunity!

Fall Semester
Working shifts in the Hill's Barn
Working shift selling T-shirts at the NC State Fair
Working shift selling T-shirts at NCVC
Helping with the NCVC SCAVMA auction
Donating item(s) to the NCVC SCAVMA auction
Volunteering to work at Hill's-SCAVMA fall picnic
Volunteering at World Rabies Day

Spring semester
Working shifts in the Hill's Barn
Donating item(s) to the spring SAVMA auction
Helping with the spring SAVMA auction
Volunteering for SCAVMA during open house
Volunteering at the Dog Day Run event

SCAVMA Funding (or, why do I want SCAVMA points?)
SCAVMA offers funding for individual student travel and extracurricular experiences, such as externships, international experiences, or conference attendance. Applications are accepted online once per semester. Scheduling and specifics of SCAVMA funding applications are determined by the SCAVMA Treasurer. You will receive an email early in each semester with details about applying for funding and a link to the funding application.

Funding for individual student travel/experiences is determined by the number of SCAVMA points you have earned. SCAVMA points determine the percent of funding for which any student is eligible. Even if you do not plan to travel during your 1st-3rd years, externships are required during 4th year and you may want to apply for funding assistance for these experiences. Experiences for the purpose of interviews or in which full compensation is provided are not eligible for SCAVMA funding. Each student is allowed up to a total of $4,000 in funding during their 4 years at NCSU-CVM. This $4,000 is NOT a guaranteed amount, and all funding is dependent on the total SCAVMA Budget from semester to semester.

Funding for 1st, 2nd, and 3rd year students:
Funding applications submitted during your 1st, 2nd, or 3rd year only consider SCAVMA points earned during the previous 2 semesters. For example, if you are submitting an application during the Fall semester of your 2nd year for an experience completed over the summer, your percent funding eligibility is determined by the SCAVMA points you've earned during the Fall and Spring semesters of your 1st year. The funding scale used is shown below. Students who are either not SCAVMA members or have zero SCAVMA points will not be eligible for funding.

Funding applications submitted during your 1st year through the Fall semester of your 3rd year must be retroactive, meaning that the event must have already taken place. This will limit 1st year students to submitting applications during their spring semester.
Applications submitted must have receipts for all items that are included in the funding request (except for gas - see funding instructions). Students can only submit 2 applications during any given semester, and can only submit and receive funding for 1 application for any given experience/travel.  For retroactive applications, the trip must have occurred within 1 calendar year of the application date. If a student is denied funding for any reason, he/she can reapply at the next funding opportunity as long as the second application is submitted within 1 year of the travel date.

Funding for spring semester of 3rd year:
Beginning in Spring of 3rd year, students may submit applications either retroactively or proactively. However, proactive applications must be for trips that will be taken DURING 4th year (not during selectives after 3rd year). Students with experiences occurring during selectives after 3rd year spring may apply for funding retroactively during the Fall of their 4th year.
Students can still only submit 2 applications total during Spring semester of 3rd year, whether these be proactive or retroactive.
3rd year students applying proactively for experiences that will occur during 4th year will be evaluated as 4th years in terms of SCAVMA point requirements (see below).

Funding for 4th year students:
Funding applications submitted during your 4th year consider all the SCAVMA points that you've earned over your 4 years at NCSU-CVM. The funding scale used is shown below.

Fourth year students may submit up to 4 applications during their 4th year, and they may be submitted during either semester. These applications can be retroactive or proactive. By default, students will not be able to apply retroactively for experiences occurring during the spring semester of their 4th year.
The maximum number of applications that any one student would be able to submit over their 4 years at NCSU-CVM would be 14 (2 during spring 1st year, 4 during 2nd-4th year).

Funding for transfer students:
All transfer students must earn the same number of SCAVMA points as other students, regardless of when they transferred to NCSU.

Group funding
Groups or clubs can apply for funding for travel to conferences and educational experiences or for planned events, such as speakers or weekend wetlabs. In order for a group/club to be eligible for funding as a group, there must be at least 5 members or 10% of all group/club members participating (whichever is greater). If there are less that 5 members participating in the experience, then they need to apply for funding as individuals. Groups can apply for funding retroactively or proactively, but the trip or event must have occurred within 1 calendar year of the application date. If submitting a retroactive application, all requested funds must be documented with receipts submitted with the application. Please refer to the funding instructions document regarding funding for gas.
Group travel
Groups may only submit 1 funding application for travel per semester.
If a group applies for group funding for a trip, NO students may apply for individual funding for that same trip. All students attending the trip who are seeking SCAVMA reimbursement must be included on the group application.
SCAVMA will fund up to 80% of the travel costs if the group raises 20% of the travel costs on their own. If a group does not raise this 20%, then SCAVMA will only fund up to 60% of the travel costs. Suggested ways for groups to raise funds: main campus funding, fundraisers (bake sales, t-shirts/merchandise, etc), member dues or other group funds, company sponsorship.
Group event
Groups may submit 2 funding applications for events per semester.
SCAVMA will fund up to 80% of the travel costs if the group raises 20% of the travel costs on their own. If a group does not raise this 20%, then SCAVMA will only fund up to 60% of the travel costs. Suggested ways for groups to raise funds: main campus funding, fundraisers (bake sales, t-shirts/merchandise, etc), member dues or other group funds, company sponsorship.

Funding Instructions

• Online application logistics
• Applications will be accepted once per semester. The SCAVMA Treasurer will determine scheduling and logistics for funding applications. You will receive an email at the beginning of each semester explaining the funding application process.
• Funding applications will be formatted as an online survey. You will include your Student ID number on the application so that your application can be evaluated anonymously.
• In addition to completing the online survey, you will submit receipts and other “hard copy” documents to the SCAVMA mailbox.
• Receipts
• Please submit receipts (hotel receipts, rental car receipts, etc) to the SCAVMA mailbox as directed on the application.
• If you stay with a local person and pay “rent”, you should request a signed letter stating the length of stay and amount paid.
• For plane tickets, please submit receipt or email confirmation with price and flight information included. SCAVMA will not fund last minute rescheduling, penalties, or personal travel included within the experience time period.
• For registration fees, please submit email confirmation of registration, preferably with the registration fee amount.
• Please do NOT submit credit card or bank statements as a receipt.
• Mileage and Gas (personal vehicle use only)
• Use Google Maps or MapQuest to determine mileage from your home (or NCSU-CVM) to your experience destination. Multiply miles by $0.14 (IRS-standard reimbursement rate for non-profit groups).
• If you will be commuting to your experience and your lodging is more than 10 miles (one-way) from your daily destination, please use Google Maps or MapQuest to determine your daily round-trip commute and multiply by $0.14.
• Proactive applications
• Turn in documentation of estimates based on researched costs. If you will be flying, renting a car, or paying for lodging, please research (call around, search web) the most accurate costs for these items for the application.
• Only 4th year students or 3rd year students in spring semester, can submit proactive applications. Proactive applications must be for activities that will occur DURING 4th year (not during selectives after 3rd year).
• Each application can only include 1 experience.
• Students are only allowed to submit 2 individual applications per semester (4th year students can submit applications during either semester of their 4th year - totaling 4 applications).
• Unclear applications may be reviewed by the Executive Board and funding amount may be adjusted.
• Late or incomplete applications will not be considered. Please pay attention to due date and time. Applications can be submitted early and by email.

Funding Applications
Individuals (Download Worksheet) (Link to Online Submission Form) Travel Report
Group Travel (Download Worksheet) (Link to Online Submission Form) Travel Report
Group Event (Download Worksheet) (Link to Online Submission Form)

SCAVMA Budget Distrubtion