THE SUSTAINED COURSE GRANT APPLICATION:
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:
Up to three hours of time buyout for the faculty member leading the project. Buyout will support the increased workload for new immersive learning project development and implementation. This time buyout will be calculated according to the Time Buyout Policy established by the Sponsored Projects Administration and may be found here. Projects will be allowed one buyout per semester when more than one faculty member is working on the project. Please add fringe benefits to the buyout section of the budget. (Download the budget template for more information. It also contains an FAQ and additional information.) Please note: time buyout cannot result in or be in addition to an overload without permission from the Provost.
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, background checks, 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 request monthly budget updates, provide project assistance as necessary, close accounts, 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 mentors will be required to complete Canvas online training modules as provided by the Office of Immersive Learning before teaching the course. Grant recipients are required to designate their courses as “Immersive” in the Banner registration system for the semester in which the course will be offered. The Office of Immersive Learning staff will be available to assist department personnel in the Banner designation process as needed. Failure to fulfill certification and designation requirements may result in the suspension of funding.
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.