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Application Guidelines and Forms

Before applying, all interested students and faculty must familiarize themselves with the Program Rules and Requirements as well as the Eligibility Criteria. Failure to adhere to program rules or eligibility criteria will result in disqualification of the application or cancellation of the project.

All new applicants must follow the process outlined immediately below. Renewing teams should refer to the renewal section below.

An application for the AFRL/DAGSI Ohio Student-Faculty Research Program is comprised of the following documents:
  • Student application form
  • Official transcript (s)
  • At least two letters of recommendation for the student
  • Faculty application form
  • Research proposal
  • Budget proposal, including DAGSI and cost share commitments
  • Signature form

The complete application package, with all required documents, must be received by DAGSI no later than 5:00 pm EST on the due date (typically January 31; see Program Schedule). Applications may be submitted by email (kelam@dagsi.org), by mail (3155 Research Blvd., Kettering OH 45420), by fax (937-781-4005), or by hand.  Note:  Do not wait until the last minute to email a large application file.  The DAGSI system gets bogged down, and the application may not be received until after the deadline.

To access the student and faculty application forms, the budget proposal form, and the signature form, click on the links at the bottom of this page and follow the instructions.  The application forms should be completed electronically, printed, and submitted along with the research proposal, the proposed budget, the signature form, and any other supporting materials.

The following documents must be provided along with the application forms.
  1. Official Transcript(s).  Official transcript(s) listing all university coursework (undergraduate and graduate) is/are required.  They may be mailed directly to DAGSI from the Registrar’s Office or included with the application package.  Scanned copies included with an application submitted by email are acceptable.  If transcripts are sent directly to DAGSI, please be sure to request them well in advance of the deadline to ensure they arrive no later than 5:00 pm EST on the due date. 
  2. Letters of recommendation.  At least two one-page, signed letters must be submitted for each student.  One recommendation must be written by the faculty research partner.  For Ph.D. students, this letter must include a statement addressing the level of assistance provided to the student in developing the research proposal.  The other recommendation should be written by someone familiar with the student’s academic and research record and capability.  These letters may be submitted with the application package or mailed to DAGSI under separate cover.
  3. Research proposal.  Each proposal must address a single research topic.*  The document should describe the research proposed over a one-year timeframe.  For Ph.D.-level projects only:  if the team anticipates a multiyear effort (i.e., the team will seek 1 or 2 renewals), focus the detail on the year-one effort but add an outline of the work anticipated beyond the first year, including a timeline.  For Ph.D.-level projects, the student should take primary responsibility for preparing the proposal, with support, guidance, and input as necessary from the faculty partner.  (If one could quantify the level of effort, the guideline is at least 80% student effort and at most 20% faculty effort).  For M.S.-level projects, the proposal may be developed and written jointly by the faculty member and the student.  Students and faculty should contact the AFRL topic sponsor as they prepare the proposal.  Such collaboration should benefit the student/faculty team by enabling them to prepare a highly competitive proposal.

    Proposal format:
    - No more than 6 text pages (one-inch margins all around; 12 point font; single spaced)
    - No more than 5 additional pages for graphics, tables, charts, references/literature citations, and/or appendices
    - The proposal must include: statement of the problem; background and relevance to previous work; general methodology and procedure to be followed; expected results and their significance and application; outline of anticipated efforts beyond year 1 (for Ph.D.-level projects only); potential impact on Air Force and/or Ohio economy; and literature citations where appropriate. Any anticipated special requirements necessary to conduct the research (e.g. special equipment, computer resources, etc.) should be indicated.
    - Note:  AFRL and DAGSI expect the majority of the research to be done at AFRL during the summer months immediately following receipt of the award.  If the full 8 weeks required by the student cannot be done during the summer, the proposal must include a plan that outlines how and when the required time will be accumulated.  At least some of the research must be front-loaded in the award year.  DAGSI will not pay a student’s tuition for the academic year unless the research is underway by October 1 of that year.  At a minimum, there must be a meeting between the university team and the AFRL sponsor prior to October 1 at which a mutually-acceptable research plan is developed.

    * Any single proposal addressing two overlapping research topics must be approved by the AFRL sponsor of each topic.  The sponsors must sign a statement agreeing to the proposed combination of research topics.
  4. Proposed budget.  The proposal must show expense categories and amounts for both the DAGSI award contribution (no more than the maximum allowable) and the cost share contribution, subject to the constraints outlined above.  Cost share via the AFRL/DAGSI Cooperative Agreement should be separated out from other sources of cost share, as there is an 8% DAGSI administrative fee that is added to ALL expense categories funded through the Cooperative Agreement.  An internally-calculating form is provided, although another format is acceptable as long as all required information is provided.
  5. Signature form.  The signature form must be printed out.  Applicants must then collect all required original signatures (student and faculty applicants; university authorizing official) and submit the form to DAGSI as part of the application package.
    Each student and each faculty applicant may pursue, together or separately, up to two research opportunities.  A student may hold one award only.  A faculty member may receive one or two awards in a given cycle but may hold no more than three awards in total at any one time.  Each proposal should address a single research topic UNLESS topic combination has been approved by AFRL. Applicants should clearly indicate the topic title and number on the proposal.

Evaluation Criteria

The participating AFRL Directorates review the applications, and each directorate rank orders the proposals submitted for its areas of research.   AFRL and DAGSI leaders jointly make the final award decisions.  Selection is based on:

  • Technical merit of the research proposal
  • Importance of the topic to the AFRL directorate
  • Proposed utilization of AFRL and/or university facilities
  • Academic merit of the student
  • Potential for the research outcome to have a future impact on Ohio’s economy
  • Program budget for the year

Renewal of Existing Awards

The key criteria for renewal decisions are progress on the research (positive feedback from the AFRL sponsor and the relevant Directorate) and the student’s academic standing (in general, a minimum GPA of 3.0).

Ph.D. students in good academic standing who are making good progress on the research and receive positive feedback from AFRL stand an excellent chance of renewal as long as funding is available.  If a Ph.D.-level award is renewed, all components of the award (student stipend and tuition, as well as any other approved budget elements) will be renewed.  The cost share commitment is required for any renewals.  The university team and the AFRL sponsor should be aware that if the sponsor commits to cost share through the AFRL/DAGSI Cooperative Agreement for the first year, the cost share requirement remains in place for any subsequent years.  If AFRL cannot commit funds beyond one year, the team will have to identify another source for any renewal years.  The maximum number of years for DAGSI support in this program is three, so a Ph.D. student who held a one-year AFRL/DAGSI M.S. fellowship may hold a Ph.D. award for a maximum of two years.

M.S. awards are one-year awards and are ineligible for renewal.  No projects may be “upgraded” from a Masters-level to a Doctoral-level through the renewal process.  Students interested in continuing their research for a Ph.D. must apply as a new project and compete with other new teams.

Doctoral-level research teams seeking renewal of their fellowship award must fill out the “Application for Fellowship Renewal.” There are four sections: student information; faculty assessment; proposed budget; and AFRL research sponsor feedback and recommendation.  All four sections must be submitted to the DAGSI office no later than 5 pm on the date listed in the current Program Schedule.  The student and faculty sections and the budget proposal should be submitted together, and the AFRL sponsor section may be included or submitted separately if time or privacy is an issue.  Submissions may be scanned and emailed (edownie@dagsi.org), faxed (937-781-4005), mailed (DAGSI; 3155 Research Blvd., Kettering OH 45420), or hand delivered.

The university teams are responsible for ensuring that the AFRL sponsor completes his/her section and submits it on time.  Endorsement of the AFRL sponsor and his/her Technical Directorate is critical to the outcome of the renewal decision.

Please contact DAGSI with any questions about this process.


AFRL/DAGSI Ohio Student-Faculty Research Fellowship Program Schedule (2016/2017)

Topics Posted on DAGSI Website
Detailed Program Description Available
NEW Applications and Proposals Due at DAGSI
Review and Ranking of New Applications by AFRL Directorates
2/3/17 - 3/6/17
Review and Ranking by AFRL HQ/DAGSI Committee
3/6/17 - 3/10/17
NEW Awards Announced
EXISTING Project Interim Reports Due
Award Renewal Applications Due
Award Renewal Decisions Announced
Research Projects Begin
Summer Term 2017

2016/2017 Forms
Adobe Acrobat is required to download pdf forms.



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