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APPLICATION DEADLINES:
 Academic Senate: San Diego Division
General Campus Subcommittee on Research
July 15, 2008
Oct 15, 2008
Jan 16, 2009


TO:

MEMBERS OF THE ACADEMIC SENATE - GENERAL CAMPUS

RE:

CALL FOR APPLICATIONS TO FUND TRAVEL TO SCHOLARLY MEETINGS --- FY 2008/09 (7/1/08 - 6/30/09)
 
The General Campus Subcommittee on Research is pleased to solicit applications for Travel to Scholarly Meetings.
 
Applications may be submitted anytime prior to the deadline date and will be reviewed periodically throughout the year, funds permitting.

HOW TO APPLY:

You may submit your travel application and supporting documents as follows:
  • via campus mail to my attention at mail code 0002 or if you wish to hand deliver your application, here are directions to the Academic Senate Office: http://www-senate.ucsd.edu/location.htm
  • electronically to mnull@ucsd.edu
  • by FAX to my attention (Michelle Null) at x44528
Applications forms are available at: http://www-senate.ucsd.edu/cor/applications/corapps.htm. A copy of the letter inviting the paper, acceptance of the paper on the program, or a copy of the program must accompany the request. If paper acceptance is still pending at the time of submission, travel support may be tentatively approved, but funds can only be released upon receipt of the necessary documents.
 

TRAVEL TO SCHOLARLY MEETINGS
It is imperative that if other sources of funding are available for travel expenses, those sources be utilized first since the Subcommittee's travel budget over the past recent years has only been able to support approximately one-third of the general campus faculty requests.
 

ELIGIBILITY:
Awards for airfare expenses for travel to national and international conferences or symposia are made to Academic Senate members who are presenting papers on their research or who are organizing and presiding over one or more sessions in the meeting.
 
Awards may be made for the purpose of presenting works of art or creative expression at important public events, e.g., festivals, but only for the initial presentation thereof.
 
Preference will be given to presentation of papers/works of art in well-established conferences, symposia, or festivals with fairly substantial attendance (e.g. those sponsored by professional societies/associations).  Only the presenting author or session organizer/presider may apply for a travel award.
 
Invitations to present a paper in a departmental symposium or in a locally organized workshop/conference with a fairly small attendance cannot be supported.
 
Only one trip per fiscal year (July 1-June 30) for any Senate member will be awarded. There is no limit to the number of travel awards faculty may receive over a period of years.
 

APPLICANTS MUST PROVIDE THE FOLLOWING:

Since the Subcommittee does not have a database with information on every potential scholarly meeting, it is the responsibility of the applicant to provide the following:
  1. A letter of invitation to present a paper, if available, or a letter of acceptance of submitted paper.
  2. The nature of the meeting (national/international), the sponsoring professional society/association, the organizing entity, and the scope of the meeting.
  3. In lieu of the information in item b) above, the applicant could submit a copy of the official call letter of the meeting or a copy of the program from which the information in item b) can be extracted.
 

GUIDELINES:
Cost of side trips unrelated to the conference funded will be deducted. Where airfare is covered by other sources, lodging and conference fees will be reimbursed, with receipts, up to the limits below. Canceled trips must be reported promptly to allow for redistribution of funds. Policy and Procedure Manual References: Travel: 365-1 through 365-7 & 365-12.  No service fees will be covered; therefore, applicant may use any means to book travel.
(1) Domestic: Awards are made for the lowest published air coach fare. Ceilings are $500 for the Eastern/Atlantic time zone, $350 for the Central time zone (including the states of Washington, Oregon, Hawaii & Alaska) and $250 for the Mountain/Pacific time zones. Travel to Mexico and Canada are awarded under domestic travel policies.
(2) Foreign: Foreign travel will be supported at 75% of the lowest published fare or of the actual fare, whichever is lower. Awards will not exceed $1000.00. Airfares are only valid on the lowest fare and no payment will be made on first class or business class tickets. Written quotation/itinerary from travel agency, airline, or internet is required for foreign travel.  These funds are not restricted to the use of U.S. carriers.
 

APPLICATION FORMS:
The Request for Travel to a Scholarly Meeting Form is available in Word Format or Adobe PDF Format. Applications must be typewritten and completed in full. If partial support is available from other sources, this information must be provided upon submission of the application (question #3). Incomplete or undocumented applications will not be considered.  Contact Michelle Null, mnull@ucsd.edu, Academic Senate Office, x42130, if you have any questions.
 
  Immo Scheffler, Chair
General Campus Subcommittee
Academic Senate, Committee on Research
 
 
 
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