L & S Student Travel
1. Program Goals/Activities
In order to support and encourage research by our most talented undergraduate researchers, the College of Letters and Sciences is funding the Undergraduate Research Travel Award program. The specific goal of this program is to provide financial support for students to travel with a faculty mentor to a national, international or (less preferred) regional professional conference to formally present their research (as part of either a panel or a poster session). This program is intended to complement the experience students gain by presenting at the National Conference of Undergraduate Research.
Only students enrolled full time in a College of Letters and Sciences major are eligible. They must be juniors or seniors and have a UW-Whitewater cumulative GPA of at least 2.75. Mentors must be College of Letters and Sciences tenure-track or tenured faculty or academic staff members holding at least a 50% appointment. Students who qualify may request a maximum of $800 to support their registration, travel, and related expenses. A maximum of 10 student awards are available each fiscal year. Support for faculty travel should be requested through the College Professional Development Plan, or funded extramurally. The following criteria will be considered in awarding travel grants:
- Student GPA
- Role of student in research project/scholarly activity and presentation
- Student interest/success in research (participation in the UW-Whitewater Undergraduate Research Program for multiple years and work toward a research-based honors thesis are especially relevant here)
- Faculty history of successful mentoring of research students (including student authorship on publications, student conference presentations or other relevant activities)
- Faculty mentor must attend conference with student presenter
- Only one student per paper/presentation will be funded
- Distribution of funds among mentors and departments/programs
- Cost effectiveness of travel arrangements
3. Deadline and Application Procedure
Requests will be accepted on a rolling basis but application materials must be received no later than 90 days before the scheduled conference travel. Because of the official university policy, ALL travel arrangements must be completed with the Fox World Travel Agency. Therefore, applicants should NOT finalize travel arrangements (i.e., purchase plane tickets, register for conference, etc.) with other vendors as official policy will not allow them to be reimbursed. Should you have any questions about this travel policy, please refer to UW-Whitewater's Financial Services Policies about travel at https://uw.foxworldtravel.com. For general questions, please inquire with the Travel Office by email email@example.com or call 262-472-1331. All airfare must be purchased using the Concur booking tool or by calling Fox World Travel 866-230-8787. PLEASE inquire with the Travel Office with any questions on traveling because if policies are not followed, you WILL NOT BE REIMBURSED.
Faculty mentors must submit the L&S Travel Award application on behalf of their student presenters using the form available here. Please also paste copies of the student's unofficial transcript, student's CV, a description of the research project/scholarly activity to be presented (highlighting the student's role,) and a brief mentor CV into the Word file containing the form. Also, when possible, provide a copy of the preliminary conference program that lists the student's role as a presenter. In special cases, where such documentation is not yet available when applying, an exception may be considered. However, in order to receive the award, such documentation MUST be provided. Please e-mail the complete application file as an attachment, to the Undergraduate Research Program (firstname.lastname@example.org) as early as possible. When sending the respective email, please insert "L&S Student Travel Award Application" in the subject line. The Director will make recommendations to the L&S Associate Dean. Award decisions will be announced by e-mail as soon as possible and awards are available until funds are exhausted.
Once you have been notified that you are an award recipient, you will need to complete an electronic Travel Authorization form. This must be completed at least two weeks prior to your travel. To learn more about this, go to http://www.uww.edu/adminaffairs/finance/accounting-services/travel and scroll down to How to create a travel authorization. Should you have questions about how to proceed, please work with your mentor who will likely be able to assist. Upon return from your conference, you will need to submit and electronic expense report, also known as an eTER. In order to get fully reimbursed. All eTERs must be submitted no later than June 15th of the academic year in question. All reimbursements must follow state and UW System guidelines as described by the UW-Whitewater Travel Information Office. Please see our FAQ page (http://www.uww.edu/urp/faqs) for additional information: