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Travel Award Application

1 Instructions
2 Application
  • APPLICATION DEADLINES

  • In order for your application to be complete, it must be received by no later than 5:00 p.m. on the day of the application deadline. If you have any questions about the GSS Travel Fund Application, please contact gsstravel@utk.edu. Graduate students in the College of Arts and Sciences (AS) and the College of Education, Health, and Human Sciences (EHHS) must submit their travel applications to their respective college deans earlier than other students for processing by their colleges.

    Travel Dates Deadline for A&S and EHHS: Deadline for All Other Colleges:
    Fall: September 1 - December 31, 2016 August 15, 2016 August 22, 2016
    Spring: January 1 - April 30, 2017 December 5, 2016 December 12, 2016
    Summer: May 1 - August 31, 2017 April 10, 2017 April 17, 2017
  • APPLICATION REQUIREMENTS

  • Graduate Student Senate Travel Awards are announced three times per year, roughly coinciding with the major academic terms. The purpose of these awards is to promote the University of Tennessee by exposing the broader academic community to the quality of students and research conducted at the University. A committee of graduate students and/or university administrators will review all applications and make final award determinations.

    The following criteria must be met for Award consideration:

    • The Applicant must be an enrolled graduate student (master, specialist, professional, or doctoral) in good academic standing.
    • The Applicant must not have received Award funding during the academic year (September 1 through August 31) for which funding is being sought.
    • The Applicant’s travel must be for the documented purpose of delivering a scholarly presentation or participating in comparable activity (e.g., presenting original art, performance pieces) at a professional meeting, with preference being given to those presenting at national and international meetings.
    • The Applicant should only submit an application for the next upcoming travel period, i.e., if the Applicant is applying for fall travel then the Applicant should submit an application in the summer.

  • AWARD NOTIFICATION

  • Regrettably, the GSS Travel Awards Committee is unable to fully fund all applications in a given cycle, but every effort is made to award those Applicants for whom these funds can make a determining difference in the cost of travel. The allocation of an Award is in no way a comment on the merit of the pool of Applicants’ research. Awards must exceed $99, and priority is given to those Applicants who demonstrable a financial need in order to engage in a significant academic activity. If an funding from the GSS will not decisively affect the Applicant’s ability to attend the targeted conference, the Applicant should refrain from applying.

    After the application deadline has passed and all applicants’ eligibility has been checked by the Office of the Dean of Students, the GSS Travel Awards Committee will meet to determine which applications will be funded. After all funding decisions have been made and reviewed by the Dean of Students, the Applicant will receive notification of his/her award status via email. Award decisions are typically provided within three weeks after the application deadline.

    By applying for an Award, the Applicant authorizes the Office of the Dean of Students to release any and all academic and disciplinary records to the membership of the GSS Travel Awards Committee for purposes limited to review of the application. Further, the Applicant certifies that the information provided on this application form is true and accurate to the best of the Applicant’s knowledge.

  • PROOF OF ATTENDANCE

  • The Award will be distributed in the form of a reimbursement. Applicant’s who receive funding from the GSS must provide proof of attendance at the conference or meeting prior to receiving a reimbursement. Acceptable proof of attendance includes: travel ticket(s) (airline or other transportation), the conference agenda or registration confirmation, acceptable travel receipts (i.e., hotel, gas, and parking receipts).

  • Please familiarize yourself with the University of Tennessee Policy on Travel (http://policy.tennessee.edu/fiscal_policy/fi0705/), and speak with your departmental office staff about additional requirements before you travel.

  • ADDITIONAL INFORMATION

  • The Graduate Student Senate webpage for Travel Awards (http://gss.utk.edu/travel-awards/) provides the review process that the Travel Awards Committee uses to evaluate applications. The page also provides a workshop presentation that details how to submit a successful application.

  • The application procedure refers to the conference or meeting's submission and acceptance process.

    • Invitation Only: The most prestigious meetings of a governing body or membership of a discipline. Participants in these conferences are requested by invitation to present or participate, and are not required to submit proposals subject to peer review.
    • Peer Reviewed: Formal meetings of a membership of a discipline. Participants in these conferences must submit abstract proposals of their research, which are subject to peer review prior to acceptance.
    • Open Call: Informal meetings of the membership of a discipline. Participants in these conferences are not required to submit abstract proposals prior to the meeting or are guaranteed acceptance by submitting an abstract.

    The format of the presentation refers to the Applicant’s level of participation at the conference or meeting.

    • Paper Presentation: A student in this category must present an oral commentary on a paper or other original research before a formally assembled audience at a scheduled event.
    • Poster Presentation: A student in this category must present a paper or research data in the form of a poster.
    • Panel Participant: A student in this category must serve as a recognized member of a discussion panel. These roles are typically defined as discussants, panel chairs, section chairs, commentators, etc.
    • Other: A student in this category must fill another acceptable role at the targeted meeting. These may include, but are not limited to: a presentation of original art, musical/theatrical performances, attending workshops, etc. A brief explanation of the role is required.

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