Student Travel Funding

Program for Funding Student Travel – effective July 1, 2007

A program for funding student travel is sponsored by the dean’s office and is designed to provide opportunities and support for student presentations of posters/papers, etc. at professional/scientific conferences. Individual departments are encouraged to seek additional sources of travel funds to promote student participation in research presentations (e.g. research funds, Graduate School student travel funds).

General Guidelines and Procedures for Awarding Travel Funds

1. The application process will be instituted and conducted at the school level, coordinated by the Office for Student and Alumni Services.

2. The school Council of Graduate Directors will receive and review applications three times per year, September, January and April. Final decisions about recipients of the awards are the prerogative of this committee.

3. Only students making a presentation (poster or oral) at a national or international meeting are eligible for this travel program.

4. Funds for the travel program are allocated on a fiscal year basis (July 1 – June 30). The maximum award will be $600: $300 from the dean’s office matched by $300 from a department or center. There will be a maximum of 30 student travel awards each year, with an effort to spread them across the three application cycles and across the six departments.

5. The award can be applied to any acceptable travel-related expenditure (e.g. airfare, food, lodging, registration fees, etc.).

6. Important: In order for students to receive travel reimbursement, all USC travel requirements must be followed. This includes a travel authorization (TA) form approved by Dorothy Byrden prior to any travel. Travel authorizations submitted after travel has commenced will not be approved. A travel reimbursement voucher (TRV) can be submitted either before travel (e.g. to pay airfare or registration) or after travel for reimbursement of appropriately documented expenses.

7. The application must include:
   

   1. Letter from the student identifying the meeting s/he wishes to attend, including justification of attendance
   2. Estimate of total travel expenses and any funding resources already secured;
   3. Accepted abstract of the research to be presented
   4. Endorsement from department chair indicating that matching funds (e.g., department or grant funds) are available.
   5. (Optional) Recommendation from advisor/supervisor indicating quality/impact of research to be presented.

8. Criteria for determining a successful application:

   1. Student’s academic record
   2. Student’s service to the department and school, etc.;
   3. Stature of meeting at which presentation will be made
   4. Quality/impact of research to be presented.
   5. Priority can be given to students who have not received a previous travel award from the school.

Dean’s student travel awards are acceptable as matching funds for obtaining travel funding from The Graduate School. Information concerning travel grants sponsored by The Graduate School can be located at Graduate School Fellowships and Awards.

Student Travel Program Application Check List (PDF)