If you are a faculty mentor with 3 or more undergraduates traveling to the same conference, either as part of a research team or part of an organized program, a group travel application should be submitted rather than individual applications. Student eligibility and requirements remain the same as for individual awards; however, a group application will be more efficient for the faculty sponsor and the Undergraduate Research Office to process. Since students will be traveling as a group, the amount awarded may be adjusted to reflect the savings in shared travel expenses.
The faculty mentor may ask a student to gather the required documentation for them.
Here is a list of the items you will need to provide for your group travel application (link below):
- A copy of each students abstract (with titles and authors). If more than one student is on an abstract, only one abstract needs to be submitted per group.
- A letter from the faculty mentor/sponsor outlining the value of the meeting to participating students. This letter should include any information on plans for pre-departure preparation and post-travel discussion with the students to maximize their experience. Additional student expectations should be included (e.g., students are expected to attend at least 3 professional development workshops and both of the keynote talks).
- An itemized budget of estimated expenses, including how travel, housing and registration will be coordinated. Please also provide information on additional sources of funding the group expects to receive.
- Supporting documents (e.g., conference registration expenses, airfare documentation, etc.)
- A description of how expenses will be covered or reimbursed (e.g., the department will initially pay for registration for all students and expenses would be transferred to Undergraduate Research if approved; the group will travel in a van and the driver will be reimbursed for mileage), including who will be reimbursed if not the students or faculty mentor/sponsor.
- Information on this spreadsheet
- Cover page
Photos of the group at the conference are welcome for use for publicity by the Office of Undergraduate Research.