INTERCOLLEGIATE ACADEMICS TRAVEL FUND GUIDELINES
2009-2010
Purpose
The Intercollegiate Academics Fund (IAF), a yearly allocation of Student Activity Fee monies, exists to promote and support intercollegiate academic experiences for University of Northern Iowa students. The fund is designed to encourage individual students and student groups with direct links to academic programs and departments to participate in academic competitions and conference presentations at state, regional, national, and international levels. The IAF supports the educational and professional development of students in their academic areas as well as leadership development for various student groups.
Priority for funding is given to students participating in intercollegiate academic competitions and presentations at professional conferences. Students do not receive funding support to attend more than one activity in any given fiscal year (July 1-June 30). If the same student group requests support for multiple activities in a given academic year, it must be made clear that different individuals will participate. Equitable dispersion of funds across the academic areas of the University is also a priority.
Eligible Activities
1. A paper/poster that has been accepted for presentation at an intercollegiate activity
2. Academic competitions for which an individual or team has qualified or been invited to participate
3. Invited Performances.
Activities Not Eligible for Funding by IAF
-
1. Attending a conference, meeting or competition even if participating in service related activities such
as moderating a panel.
2. Class/Organization field trips or tours not involving invited or competitive presentations or performances.
3. Social, religious or partisan political activities.
4. Career placement or job fairs.
5. Tuitioned courses, programs, or institutes.
6. Individual certifications or auditions.
Student Eligibility
• For activities occurring during the academic year if currently enrolled.
• For activities occurring before June 30, if enrolled during the preceding Spring semester.
- • For activities occurring in July and August, if enrolled during the upcoming Fall semester.
-
For 2009-2010, the maximum award for a student is $400.
-
For 2009-2010, the maximum award for a group is $6,000 (Not to exceed the $400 per person maximum).
-
Students applying to attend the same event should submit ONE application for all attendees.
-
Applications for funding must include a completed Intercollegiate Academics Fund Application form, available at http://www.uni.edu/vpaa/iaf/TravelFundGuidelines.shtml. If presenting, competing or performing, an abstract and a copy of the acceptance/invitation letter must accompany the application form as well as documentation of costs (see #6 below).
-
Individuals, groups and departments should normally expect to contribute a portion of the costs of the activity.
-
All costs must be documented by attaching information verifying costs, including conference brochures, registration materials, quotes from airlines, university carpool, hotel websites, or online travel services. Mileage can be verified by using the university mileage charts or for destinations not included on the university charts, Mapquest, or other electronic sources that show mileage.
Applications without appropriate documentation will NOT be considered during the funding cycle for which the application has been submitted. The faculty sponsor and student representative noted on the application will be notified that the application was not complete by the deadline for the funding cycle and thus not considered. If travel will not occur before the next funding meeting, they may resubmit a complete application with the required documentation.
-
Note: Early application submission will provide students with an opportunity to correct and resubmit the application if necessary. Applications for funding will not be considered after expenses have already been incurred. Last minute applications may not be funded, so early application submission is encouraged.
-
Any application changes, including changes in travel plans, hotel/registration expenses, or the number of students attending, must be reported immediately. A reduction in the number of students or the expected expenses will result in an allocation reduction. Any cancellation which results in the award not being used must be reported immediately so the money can be redistributed.
-
Applications are due the first Thursday of each month during the academic year (see application for specific dates), excluding January. Only those applications received before the deadline will be considered for funding in that cycle. Applications should be submitted well in advance of the activity. As stated above, applications will not be considered if the application and supporting documentation is not complete or after expenses have already been incurred.
As a general rule, applications for funding of summer events must be received before the May funding deadline. Students who will graduate at the end of the Spring semester, are eligible for funding of activities that occur before July 1 of that year. If the event occurs after July 1, the student(s) must be enrolled in the following Fall semester. All other students applying during the regular academic year must be enrolled during the term of the activity to be eligible to receive funding. Students continuing research from a previous semester, if not enrolled in the current semester, are not eligible for funding.
-
Applications may come from recognized student organizations or individual students. All applications require a UNI faculty/administrative sponsor and department approval. The University may initiate a request to send selected students to represent it at particular events.
-
The Intercollegiate Academics Fund does not support faculty travel expenses, although the faculty sponsor will be reimbursed for mileage when a personal vehicle is driven by a faculty member for the purposes of transporting a group of students.
-
Faculty sponsors of students receiving funding are eligible for funding through the Faculty Sponsorship Fund as outlined below.
-
Past funding does not ensure future approval for the same activity.
-
Award committee members will not vote on proposals in which they have a personal interest.
Requirements for Reimbursements
- Each student with funded expenditures may be reimbursed following the event through the Office of the Executive Vice President and Provost. Reimbursement is made upon receipt of a completed Travel Reimbursement Form, original receipts, and the completed Intercollegiate Academics Fund Report form
that must be typed and not handwritten, which outlines participation in the activity. Paperwork must be brought to the Office of the Executive Vice President and Provost, Seerley 001, with the appropriate forms and receipts within 14 days of completion of the trip. After 14 days the award is cancelled and funds are released for future applicants.
- The Intercollegiate Academics Fund supports expenses for basic registration, housing, transportation, and parking. Mileage is reimbursed at standard University rates. Please note that the IAF does not pay meal costs, membership dues, presentation supplies/materials, passports or expenses related to visas.
- Groups are expected to share the knowledge and information gained from participation in the activity with others. All publicity should acknowledge support of the Intercollegiate Academics Fund.
-
An Intercollegiate Academics Fund Report must be attached to the Travel Reimbursement Form to receive funds. This report will be filed with the Office of the Executive Vice President and Provost prior to the reimbursement of expenses.
Faculty Sponsorship Fund
To support faculty sponsors of students who receive an Intercollegiate Academics Fund award to compete or present at a professional conference, the Provost’s Office has established a separate Faculty Sponsorship Fund. Faculty members accompanying students who receive funding through IAF will be eligible to receive a matching dollar amount of 10% of the total student award to support their own travel costs if they attend the event with their students.
Prior to travel, faculty sponsors can apply for funding by completing a Faculty Sponsorship Fund Application, including the appropriate budget information, and submitting it via e-mail to cheryl.nedrow@uni.edu or via campus mail to the Office of the Executive Vice President and Provost, Attn: Cheryl Nedrow, Seerley 001, Mail Code 0707. Such applications must be made separately from student IAF applications. You will be notified via e-mail once the application has been reviewed.
Reimbursement paperwork must be submitted to the Office of the Executive Vice President and Provost, Seerley 001, with the appropriate form and original receipts within 14 days of completion of the trip. After 14 days the award is cancelled and funds are released for future applicants. Note: Only requests received prior to travel will be considered.
Awards Committee
Virginia Arthur, Associate Provost for Faculty Affairs, Chair
Mike Bobeldyk, Assistant Director, Maucker Union
Faculty Appointee
Vice President, NISG
2 NISG Appointees
Revised: October 2009
|
