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UC DAVIS: ACADEMIC FEDERATION -- COMMITTEE ON RESEARCH March 31, 2004 MEMBERS OF THE ACADEMIC FEDERATION DEANS, DIRECTORS, DEPARTMENT CHAIRS, and CAMPUS ADMINISTRATIVE OFFICERS RE: Academic Federation Research Travel Grants The Academic Federation Committee on Research is now accepting applications from members of the Academic Federation for partial costs to attend professional meetings to be undertaken between July 1, 2004, and December 31, 2004. Awards will consist of $600 for domestic travel and $1000 for international travel, although in no case can the award exceed the cost of travel and other allowable expenses incurred in connection with the meeting. DEADLINE Complete applications for travel from July 1, 2004, to December 31, 2004, are due by 5 pm Friday, May 14, 2004. All applications must be complete with the electronic signature by department chair by the due time. If signatures are not obtained by the deadline, the application will not be considered for review. PURPOSE The Academic Federation travel grant awards are intended to support the research of qualified Academic Federation Members. Specifically, the awards enable AF researchers to present research results at highly visible conferences and meetings. Because the grant program is funded through indirect costs, the goal of the program is to support research that would generate extramural funding, thereby increasing indirect costs. IMPORTANT: Please read the procedures below carefully, as we have made some changes to the application process. ELIGIBILITY CRITERIA Academic Federation members with Principal Investigator (PI) Status. The following AF title series have automatic PI status: Adjunct Professor, Agronomist (--- in the AES), Professional Research and Specialist in Cooperative Extension. Academic Federation members who have previously obtained Principal Investigator Status by Exception from the Office of Research are also eligible for this award, provided that the PI status by exception was awarded to apply for grant funds other than this travel grant. Please refer to the Sponsored Research Manual, Section 105, for information regarding Principal Investigator Status. See also the Academic Federation By-Laws for membership eligibility. Academic Federation members who are on leave without pay are NOT eligible unless approved by the Office of Research. In the case of "on leave without pay," please include a cover letter requesting exception with the application addressed to Barry Klein, Vice Chancellor Research. APPLICATION CRITERIA 1. Funding will be awarded ONLY for travel to meetings for personal presentation of original research work of one's own scholarship. 2. Funding for international travel will be considered only on an every-other-year basis. Accordingly, anyone funded for international travel in 2003-2004 is not ligible for an international travel award in 2004-2005. 3. Applications will be considered for a maximum of one travel award per fiscal year. 4. Applications must be submitted by the deadline listed. Incomplete or late applications will not be considered. Applications submitted after a meeting will not be accepted. APPLICATION PROCEDURE * Submission: Complete the on-line form Application for Research Travel Expense (http://academicsenate.ucdavis.edu/tg_form.cfm). Please note the link for specific instructions for Academic Federation applicants. It is important that you complete ALL required fields. (Note that the Academic Senate Committee on Research also uses this form for their travel grants.) * Applications with the electronic signature of the department chair must be received by the deadline indicated above. It is the responsibility of the applicant to make sure that your department chair has electronically approved your application by the due date. * An application may be submitted pending acceptance of your talk/paper/poster. Paper applications will not be accepted unless explicitly requested by the Committee. AWARD SELECTION CRITERIA The Academic Federation Committee on Research will evaluate proposals, and recipients of Travel Awards will be notified via e-mail by the end of May. Due to requests for funds exceeding the amount available, the committee will use the following criteria to rank proposals: 1. Highest priority will be given to applications from junior members of the Academic Federation. 2. Higher priority will be given for travel awards to present work at conferences that have a national or international, rather than a regional, audience. Applications to attend conferences with restricted participation and/or lack of published proceedings will receive lower priority. REIMBURSEMENT PROCEDURE After the travel has been completed, the award recipient must submit a completed Travel Expense Voucher (TEV) within fourteen days of completion of the trip along with the following: * Appropriate receipts (transportation, hotel costs, registration fees, etc). See UCD Policy and Procedure Manual Section 300-10. * Documentation (e.g., a letter of invitation or acceptance from the organizers) confirming the paper or poster presentation. * DaFIS document number indicated on the form. Submit all TEVs and attachments to the Academic Federation Committee on Research. The account number for funds awarded by the Committee on Research will be forwarded via email to the recipient’s department MSO and also entered on the TEV by Academic Federation analyst. The TEV will then be approved and sent to Travel Accounting. Please refer to the Sponsored Research Manual, Section 510, for policies and procedures regarding research travel. Further questions should be directed to Elle Lim at emlim@ucdavis.edu, (530) 752-2231. Laura Van Winkle, Chair Academic Federation Committee on Research 04-037
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