Grants and Funding

• One course buyout (3 hours) for up to one faculty member leading the project per semester. Course buyout supports the increased workload for new immersive learning project development and implementation. Immersive learning course buyouts are $3000 + fringe ($960). (Download the budget template for additional information.) Please note: course buyouts cannot result in or be in addition to an overload, nor can course buyouts be for the summer.

• Travel costs for faculty and students to complete the project.
  • Faculty and students can request travel money for site visits, conferences, and workshops during the semester(s) in which the project occurs.
  • Any post-project travel requests supporting faculty and student professional and/or conference travel related to the funded project may be made under the Immersive Learning Travel Grant program after the multiple-year grant is completed.
• Consultants and other subject matter experts who can enhance understanding of the field, industry, trends, etc.
• Student and/or faculty mentor trainings including skill development, industry or discipline certifications, simulations, or other activities that enhance the learning experience or prepare the faculty mentor to teach the class. Grant funds will cover up to 50% of faculty certification training, and the rest will be covered by faculty or their department.
• Supplies and equipment to complete the project
  • Please note that special conditions and/or procedures may apply for any supplies and equipment meant to be utilized on off-campus properties.
• Student assistant(s) or graduate assistant(s), with support from the graduate school and/or the department (applicant must provide a full description of duties in the budget narrative). Graduate students may also be hired on an hourly basis according to the graduate school and university policies.

At the end of the first year, a mid-grant report must be filed with the Office of Immersive Learning. A review of all project activities will be conducted, including a meeting with Office of Immersive Learning staff, before releasing second year funds. More information will be given about the report once the grant has been awarded.

In the second year, the sponsoring department may request funds up to 75% of the total request for year one. The use of grant funds for buyouts, travel, consultants, trainings, supplies, administrative costs, and student assistants or workers must be done according to the guidelines listed above and current university policy.

At the end of the second year, a mid-grant report must be filed with the Office of Immersive Learning. In addition, a review of all project activities, including a meeting with the faculty mentor, will be conducted before releasing the final year of funds. More information will be given about the report once the grant has been awarded.

In the third year, the sponsoring department may request funds up to 50% of the total request for year one. The use of grant funds for buyouts, travel, consultants, trainings, supplies, administrative costs, and student assistants or workers must be done according to the first year guidelines listed above and current university policy.

At the end of the grant period, the faculty mentor(s) will file a final report with the Office of Immersive Learning articulating how the project will be sustained beyond the final year of Provost’s Office support. More information will be given about the report once the grant has been awarded.

All administrative activities for the project, including (but not limited to) purchasing, travel authorizations, and transfer of funds for personnel, will be handled by the faculty member’s department administrative coordinator. Project Managers from the Office of Immersive Learning will provide project assistance as necessary and can consult on allowable expenditures. However, they will NOT conduct day-to-day grant implementation activities.

Faculty applying for Sustainable Immersive Learning Course Grants will be asked to provide a student recruitment plan. Projects will be funded based on an expectation of meeting these student recruitment goals; if faculty mentors do not meet stated recruitment targets, then funding will be adjusted on a per-student basis. Immersive Learning projects must serve at least ten undergraduate students per three-credit-hour course; projects that do not meet this minimum are ineligible without special permission from the Provost.

Ball State strives to make immersive learning experiences available and accessible to all students. Please provide a detailed recruitment plan that allows for significant student inclusivity and accessibility. Before you apply, applicants are strongly encouraged to attend grant forums and/or meet with immersive learning staff to brainstorm on inclusive and accessible recruitment strategies.

After the grant period, faculty mentors will provide a final report to the Office of Immersive Learning detailing immersive learning activities including how student learning outcomes were met, a dissemination plan, student/instructor reflections, and grant expenditures. Faculty members will be ineligible to receive additional internal funding from the Office of Immersive Learning, including travel funding, until this report is received. The expectations for the report will be given to the faculty member when they are awarded the grant.

Faculty members who teach immersive learning courses will be asked to complete the Canvas mini-course on Immersive Learning. 

Grant recipients are required to add the “high impact immersive learning” attribute in the Banner registration system for the semester in which the course will be offered. This attribute can be added by your department or college scheduling specialist. The Office of Immersive Learning will assist department personnel in the Banner designation process as needed.

In an ongoing effort to capture the effect of Immersive Learning and other High Impact Practice activities as outlined in the Ball State strategic plan, students, faculty, and partners, will be required to participate in all assessment and evaluation efforts as prescribed by the Office of Immersive Learning. These may include pre-/post-surveys, reflection activities, student assignments, and/or cumulative faculty evaluations in addition to course/project requirements.

Sustained Course Grants will only be administered over three academic years, according to the following timeline:

• Year One: fall/spring semester, with year one status and budget reports due by June 30th
• Year Two: fall/spring semester, with year two status and budget reports due by June 30th
• Year Three: fall/spring semester, with year three final report and all expenses processed by June 30th
• Extensions and alterations of this timeline will only be granted by special permission from the Provost.

In addition to the requirements above, those receiving a Provost Immersive Learning Grant will:

• Enter their project into the Digital Measures faculty activity portal. To enter information, click here and enter your Ball State credentials.
• Be asked to serve on future grant review committees.
• Present their findings at a public forum arranged by the Immersive Learning Office.
• Be encouraged to participate in other immersive learning-related faculty development opportunities.

• Funding can support faculty and undergraduate student registration fees and travel expenses. Graduate student expenses are not eligible for reimbursement under this program. Faculty can present with or without students, but particular preference will be given to requests that include students in presentations.
• Applications must include specific dates, times, and locations for the online event or in-person trip.
• Applicants must submit a copy of their official invitation from conference organizers.
• The accepted presentation must cover the concept and process of the immersive learning teaching method and/or share activities and findings from a specific project that has taken place.
• This funding is available for completed projects that have received internal funding (i.e., Provost or BBN grants), but past unfunded course-based projects can also apply.
• This fund is meant to be supplemental. Particular preference will be given to faculty who have secured funding from other sources (i.e., Sponsored Programs Administration, department travel funds, college grants, community partners, etc.) and are looking for additional funds to make a conference trip possible. If a faculty member has been unable to secure travel support, please list the contacted sources in the application.
• The Office of Immersive Learning encourages faculty to include their community partner in conference presentations, but due to limited funds, Immersive Learning Travel Grants can only reimburse faculty and student travel.

If you have questions or concerns regarding these criteria, please contact Jackie Grutsch McKinney, Director of Immersive Learning and High Impact Practices. 

Interested applicants should submit a request as soon as possible to increase their chances of funding success. Funds are limited, and applications will be reviewed on a first-come, first-served basis. Awards typically range from $500-$1,500 per request, and the review committee may offer partial funding for proposals that do not meet all requirements.

Funds cannot be used for registration fees or conferences during the semester in which the course is being offered. For example, if you are currently teaching an immersive learning course, this fund will not pay for conference travel related to your project this semester. Still, you can request money to present in the semester following the completion of your project. If travel support is needed during a semester-long project, consider applying for a Pilot Project and One-Time grant, Sustained Course grant, or Building Better Neighborhoods grant the semester before the class will be offered.

Grants funds are distributed as a reimbursement to your department after the registration has been paid or the conference has taken place. When a travel grant has been approved, you will receive notification about whether you were granted the total or partial amount requested. Upon that notification, you may begin the registration process and make travel arrangements through your department. When the conference is over, your administrative coordinator will process the reimbursement and forward the completed Travel Reimbursement to the Immersive Learning Office. This office will then make arrangements to transfer the reimbursement amount to your department up to the amount you were rewarded. NOTE: If the total registration fees and travel expenses exceed the awarded amount, your department will absorb that cost.

To use the submission system, log in with your Ball State credentials. You will have the option to return to the form as many times as needed. Fill out the online form as completely as possible. Most fields on the form are required. Mark "N/A" for those that do not apply. Be sure to click "save" after each addition or edit, and click "submit" when the application is complete. Both buttons are located at the bottom of the form.

During the application process, faculty must enter the email address of their department chair to get written approval for their travel request. It would be beneficial to notify them of this before submission. Proposals will be evaluated by the Offices of the Vice Provost and Immersive Learning.

For more information or submission assistance, contact the Immersive Learning Project Manager assigned to your college.