College of Arts & Sciences

Policies

Dean's Supplemental Travel Fund

The Dean's Supplemental Travel Fund Request Policy and Procedures were created under the new system for funding faculty travel. Under this system each department will award travel funds to faculty members at the chair’s discretion. (Chairs have been charged with putting in place a policy for allocating their departmental travel funds.)  Faculty also will have the opportunity to submit proposals to request additional funds from the dean’s office. These funds will be available to faculty members who have exhausted their departmental funds.  In general, these funds can be used only for additional travel of the types listed under “Eligibility” below.  The committee's goal is to provide substantial supplementary funds to support all faculty who need more than their departments' allocations to engage in "active participation" in a variety of scholarly venues.

So that committee members will know roughly how much travel they have to fund during the 2013-2014 academic year, the committee asks faculty to submit their requests by October 1.  Priority will go to requests submitted by October 1.  Faculty will be limited to $1500 for any single domestic trip and $2000 for any single international trip.  If you anticipate higher costs for a single trip or if you exceed a total of $3000 for all travel for the academic year, you may make a case for funds beyond these limits when you submit your requests to the Travel Committee.   Please be sure to show that the travel will result in "substantial benefit for the university.”  In any case, if the committee or our office elects to observe the standard limit, you will need to cover the difference with your own funds (or, of course, elect not to go). 

Faculty who need to travel for administrative purposes—to work on accreditation, for instance—are eligible for funding from Academic Affairs; they should send the standard travel request fund to the dean’s office and attach a note explaining the nature of the administrative travel. 

Eligibility

The Dean’s Supplemental Travel Fund is intended for faculty involved in some form of active participation in a conference or other scholarly venue, as well as faculty engaged in research or creative work. Below are some forms of active participation. The lower the number the higher the priority is.

  1. Presenting a paper/poster/creative work, etc. on original research
  2. Serving on a panel or being a discussant
  3. Chairing a session
  4. Serving as a board member
  5. Conducting book/field/archival research

Furthermore, the committee will give higher priority to tenure-track and tenured professors who have not yet reached the rank of professor, since these faculty have greater need for opportunities to present their research.  

Approval Procedure

The committee recommends that the applications for additional travel funds 

be submitted prior to the October 1 deadline. Furthermore, faculty wishing to present their research do not need to have an acceptance letter in hand. The committee may rank proposals as if they were already accepted, but those sending proposals ultimately might not be funded if their papers or other scholarly presentations are not accepted.  If evidence of acceptance is not available, requesters should indicate “acceptance pending” and include a copy of the meeting solicitation.

Faculty will use the standard Travel Request Form. They will need to include the following pieces of information with the requested attached documentation demonstrating the purpose of travel.

  1. Purpose of travel – Please carefully describe the purpose of travel as this information will be used by the committee to determine the recommendation for funding.  (Example: “Present paper at SERMACS” or “Chair session at MLA conference.”)
  2. Total cost of the trip
  3. Using the “business use only” box (the large box on the right of the form), the department chair should indicate the amount of funding available from the department.  Additionally, if other sources of funding are available, please include this information in the box as well. 

Deadlines 

Faculty members are strongly encouraged to submit requests by October 1 to allow the committee to allocate funds early in the academic year. If there is money remaining in the Dean’s Supplemental Travel Fund, the committee will review travel requests on a monthly basis (the second Tuesday of each month).  The committee recognizes that some faculty may wish to travel prior to the October 1 deadline; therefore, travel requests will be reviewed prior to this date. The cutoff date for the fiscal year will be around June 1; thus, if you plan to travel in June, travel expenses may count against next year's allocations.   

Notification of the committee decision

The dean’s office will arrange appropriate notification for the department chair and faculty member.