Pilot Project & One-Time Grant

PILOT PROJECT & ONE-TIME GRANT APPLICATION: Can be found on InfoReady
DEADLINE: Proposals are accepted each year in September and January.

DOWNLOAD APPROVED BUDGET TEMPLATE

This grant program provides faculty financial support for one-time immersive learning projects and/or pilot projects that have not been funded before. After an instructor has received and implemented the initial pilot, successful projects may be eligible for a three-year Sustained Course Grant to make that course a permanent department offering.

Faculty may be awarded a Pilot Project/One-Time Grant only once per project/course. If a project is intended to be an ongoing offering, departments should apply for additional project support under the Sustained Course Grant Program, provided the project meets the requirements. Faculty may apply to the Pilot Program with a new or substantially revised project as many times as they wish. Successful pilot projects may apply for the Sustainable Course Grants.

Pilot Project/One-Time Grants may be utilized to support projects embedded in regularly offered immersive learning classes where the project outcomes, partners, and/or mentors regularly change over given semesters. (Examples of these courses include NEWS 397, TCOM 487, EDEL 231.) In addition, these grants may also be utilized to support revisions of existing courses revised to include immersive learning activities. (Please note that applying for this grant is NOT a substitute for the official course revision process, which departments must also complete in addition to this grant. Please consult this link (PDF) for more information.)

  • Be offered to Ball State University students for credit in a course that meets enrollment requirements of 10 undergraduate students or more
  • Be conducted under the guidance of a faculty mentor
  • Fill a need or solve a problem for a community partner
  • Result in a specific outcome or deliverable
  • Be conducted by a team or teams of undergraduate students (in classes of 10 or more) working collaboratively

Proposals for Pilot Project/One-Time Grants are submitted by the proposed project’s faculty mentor and must be approved by the applicant’s department chair and college dean.

  • 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.

  • A $500 summer stipend for Faculty who fall into one or more of the following categories:

    • A first-time applicant for IL or BBN funding

    • A course or project that primarily serves first and second-year students

    • A course or project that explores and honors Inclusive Excellence's broad definition of diversity that includes dis/ability, gender identity, gender expression, sexual orientation, race/ethnicity, religion, nationality, age, and other important social dimensions that are part of a community

    • A course or project that improves population health (i.e., local food hub, mental health services)

  • 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 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.

  • Consultants and other subject matter experts who can enhance understanding of the field, industry, trends, etc. Please download the budget template for more guidance.

  • 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.

    • If a project needs any type of licensed software, One-Time Grants may pay for only one year of a license agreement.

    • One-Time/Pilot Grants may NOT be used to cover any ongoing overhead costs, such as rent for an off-campus space.

  • Administrative costs, such as any necessary background checks or special IRB needs

  • Student assistant(s) or graduate assistant(s), with support from the graduate school and the department (applicant must provide a full description of duties in the budget narrative). Click here for Graduate Assistantship Guidelines. Faculty may also hire graduate students on an hourly basis according to current graduate school and university policies.

 

General Considerations

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 One-Time/Pilot Project 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, dissemination plan for upcoming semesters, 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 impact 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.

A call for Pilot Project/One-Time proposals will be announced twice a year, once in the fall and again in the spring semester. Funds awarded in a fall call cycle can be used for courses starting the following spring, summer, and fall of the subsequent year. Spring awards can be used for courses starting the following summer, fall, and spring time periods following the call for proposals.

  • Projects scheduled for the fall semester must be completed by May 30th of the following year, with a cutoff date of June 30th for all reports and expenses.
  • Projects scheduled for the spring semester must be completed by May 30th of the same year, with a cutoff date of June 30th for all reports and expenses.
  • Projects scheduled for more than one semester must be completed by May 30th of the year immediately following project completion, with a cutoff date of June 30th for all reports and expenses. A mid-grant report must be filed with the Office of Immersive Learning for projects that span more than one academic year.
  • On July 1st immediately following project completion, all unused project funds will be returned to the Office of Immersive Learning; project timelines will only be extended by special permission of the Provost.

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

  • Enter their project into the Faculty Success 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.

SUSTAINED COURSE GRANT APPLICATION: Can be found on InfoReady
DEADLINE: Proposals are accepted in January each year.

DOWNLOAD APPROVED BUDGET TEMPLATE

This grant program is intended to support academic departments in setting up a process for ongoing Immersive Learning experiences for students. Examples of such courses include the immersive learning sections for the Digital Literary Review, Fine Focus, and Schools within the Context of Community, among others. After completing a pilot project, academic colleges and departments may apply for up to three years of support from the Provost’s Office to fully integrate the immersive class or course section into the sponsoring department or college’s curriculum and budget.

Following this three-year integration period, it is expected that the Immersive Learning course or section of that course supported by this program will become a regular offering in the department’s curriculum, under a designated immersive learning course number and section. Once this occurs, the project will no longer be eligible for support from the Provost’s Immersive Learning Grant program without special permission from the Provost, Vice Provost, and Director of Immersive Learning.

Existing variable topic classes that are already embedded into curricula as general Immersive Learning courses may not be eligible for this program; projects offered within these courses must apply for One-Time Project support and undergo full committee review for each offering. (Please note that projects initially offered under those course designations with the intention of becoming stand-alone projects, ARE eligible for this program.)

Under the Sustainable Immersive Learning Course Grant Program, departments and/or colleges may submit proposals to support the following:

  • 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.

 

General Considerations

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.

BUILDING BETTER NEIGHBORHOODS GRANT APPLICATION: Can be found on InfoReady
DEADLINE: Proposals are accepted each year in September and January

The Office of Immersive Learning is pleased to offer special funding for Immersive Learning courses that collaborate with local organizations focused improving the quality of life in Muncie through the Building Better Neighborhoods (BBN) grant program. 

The BBN initiative connects Ball State’s resources with neighborhood development efforts across Muncie and Delaware County and is a collaboration between the Office of Immersive Learning, the Office of Community Engagement, the Muncie Action Plan, and other local agencies working to improve our community’s neighborhoods.  

BBN immersive learning projects pull together undergraduate student teams guided by faculty mentors to create unique, high-impact learning experiences that result in projects that leave a lasting impact on Muncie. Faculty are encouraged to connect their immersive learning project proposals to the challenges and aims articulated in Muncie Action Plan’s 2022 Strategic Investment Plan for Muncie, which highlights downtown Muncie, city neighborhoods, parks, and connective corridors. Connections may also be made to the TogetherDM county comprehensive plan. Specifically, faculty are encouraged to align their proposal with one or more of the “big things” named in the plan: quality of place, housing, and/or upward mobility. 

BBN grants can cover supplies, minor equipment, printing, surveys, neighborhood planning sessions, and other project-related expenses. BBN grants typically range from $500-5000. 

THE GRANT APPLICATION WILL REQUIRE:

  • Project Title
  • Project Semester(s)
  • Course Numbers
  • Project Director
  • Project Director's Department
  • Project Abstract
  • Muncie Neighborhood Associations or Community Partners Involved
  • Problem or Purpose Statement
  • Major Goals, Objectives, and Desired Outcomes
  • Responsibilities of Community Partner
  • Course Numbers
  • Student Information: SLOs, Credit Options
  • Project Timeline
  • Grading Plan
  • Partner Letters of Support
  • A Budget using this Template

Faculty can get feedback on proposal ideas, potential funding amounts, or ask general questions about the application by contacting Heather Williams, Associate Director for Community Engagement and Program Manager for Building Better Neighborhoods, or Jackie Grutsch McKinney, Director of Immersive Learning and High Impact Practices. Eligibility is contingent on approval from the applicant’s chair’s and College dean’s approval. BBN proposals are submitted through InfoReady and are reviewed by a faculty panel. 

THE IMMERSIVE LEARNING TRAVEL GRANT APPLICATION: APPLY NOW 
DEADLINE: ROLLING

Ball State University's Offices of the Provost, Vice Provost, and Immersive Learning are pleased to offer supplemental travel funding for conference registrations and travel expenses related to completed immersive learning projects. These funds support faculty and students invited to present on immersive learning (in-person or virtually) at regional, national, or international conferences.

Submission Deadlines: Applications will be accepted beginning of each academic year, and a rolling deadline will be in place until the annual funding is exhausted. All travel must be completed and expenses submitted by June 1 of each year unless the Vice Provost's office grants special permission for late reimbursement.

  • 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.

Summer Immersive Learning Scholarship Grant: 

DEADLINE: CLOSED

The Offices of the Vice Provost for Academic Affairs and Immersive Learning are pleased to announce a new summer incentive program that supports faculty scholarship related to past or present immersive learning projects. This work can include, but is not limited to, the exploration or development of:

  • Topics found in community engaged or disciplinary specific journals, book chapters, and books.
  • Best practices to inform future community-engaged scholarship and immersive projects
  • Literature reviews for foundational scholarship
  • Scholarship about a societal issue
  • Disciplinary theories or models that can be used for a project
  • Scholarship of teaching and learning paradigms, methodologies, or approaches
  • Collaboration techniques, engagement processes, and/or methods
  • Reflection, evaluation, assessment, or lessons learned from past immersive projects
  • Survey tools or research methods used in community engaged scholarship
  • Creative activities that generate new knowledge, artifacts, or resources for the public and private sectors

Program participants will be awarded $2,000 to work on their scholarship during Summer Session 1 and 2. Fifty percent of the stipend will be paid up front and the remaining 50% upon submission of the project to a journal or conference. Money can be received as a cash payment to use how they wish or as a tax-free contribution to an RIA account to be used according to the RIA guidelines.

A final report of the participant’s progress should be submitted to the Office of VPAA by July 22 for review. Acceptance of the funds also means the faculty member is agrees to update their research progress in Digital Measures.

To be considered, program participants must complete an online application that includes:

  • A research proposal outlining your goals for the project and the target publication/conference outlet
  • A current academic vita
  • Supporting documentation (if available) for past, current or future immersive learning projects
  • A letter of support from the participant’s department chair, a mentor, or other person familiar with the applicant’s work

This grant is currently closed. 

Have Questions?

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