Intercollegiate Academics Travel Fund Guidelines
The Intercollegiate Academics Fund (IAF), a yearly allocation of Student Activity Fee monies, exists to promote and support intercollegiate academic experiences for University of Northern Iowa students. The fund is designed to encourage individual students and student groups with direct links to academic programs and/or departments to participate in academic competitions and present original research, scholarship, or creative work at state, regional, national, and international conferences. The IAF supports the educational and professional development of students in their academic areas as well as leadership development for various student groups.
Priority for funding is given to students participating in intercollegiate academic competitions and presentations at professional conferences. Students do not receive funding support to attend more than one activity in any given fiscal year (July 1 – June 30). If the same student group requests support for multiple activities in a given academic year, different individuals must be participating in each event. Equitable dispersion of funds across the academic areas of the University is also a priority.
Eligible Activities: Note that there must be some sort of external review that results in:
- A paper/poster that has been accepted for presentation at an intercollegiate activity or conference.
- Academic competitions for which an individual or team has qualified or been given a merit-based invitation.
- Invited Performances as a result of a competitive audition or merit-based invitation.
All activities must involve the presentation of original research, scholarship, or creative work or must be a result of a merit-based invitation. IMPORTANT: There must be some sort of external review that results in the selection of the student(s) for the particular activity.
Activities Not Eligible for Funding by IAF
- Attending a conference, meeting or competition even if participating in service-related activities such as moderating a panel.
- Class/Organization field trips or tours not involving invited or competitive presentations or performances.
- Social, religious or partisan political activities.
- Career placement or job fairs.
- Tuitioned courses, programs, or institutes.
- Individual certifications or auditions.
- Performances at festivals and workshops in response to general invitations.
- Activities that are primarily a demonstration of classroom work or learning.
- For activities occurring during the academic year if currently enrolled.
- For activities occurring before June 30, if enrolled during the preceding Spring semester.
- For activities occurring in July and August, if enrolled during the upcoming Fall semester.
- For activities occurring in January if enrolled during the previous Fall semester.
Proposals Rules: 2020-2021 Travel Fund Application
- For 2020-2021, the maximum award for a student is $675. Applications for travel outside the United States and Canada will be considered on a case-by-case basis for individual awards up to $1040.
- For 2020-2021, the maximum award for a group is $8840.
- Students applying to attend the same event should submit ONE application for all attendees.
- Applications for funding must include a completed Intercollegiate Academics Fund Application form that must be typed and not handwritten, 2020-2021 Travel Fund Application. If presenting, competing or performing, an abstract and a copy of the acceptance letter or merit-based invitation letter must accompany the application form as well as documentation of costs (see #6 below).
- Individuals, groups and departments should normally expect to contribute a portion of the costs of the activity. All costs must be documented by attaching information verifying costs, including conference brochures, registration materials, quotes from airlines, university carpool, hotel websites, or online travel services. Mileage can be verified by using the university mileage charts or for destinations not included on the university charts, Mapquest, or other electronic sources that show mileage.
- Applications without appropriate documentation will NOT be considered during the funding cycle for which the application has been submitted. The faculty sponsor and student representative noted on the application will be notified that the application was not completed by the deadline for the funding cycle and thus not considered. If travel will not occur before the next funding meeting, they may resubmit a complete application with the required documentation.
- Note: Early application submission will provide students with an opportunity to correct and resubmit the application if necessary. Applications for funding will not be considered after the event and travel have occurred. Last minute applications may not be funded, so early application submission is encouraged, but applications should not be submitted more than 90 days prior to the activity.
- Any application changes, including changes in who is planning to attend, the overall number of students attending, travel plans, or hotel/registration expenses, must be reported immediately. A reduction in the expected expenses, the number of students, or the eligibility of those attending will result in an allocation reduction. Any cancellation which results in the award not being used must be reported immediately so the money can be redistributed.
- Applications are generally due the first Thursday of each month during the academic year (see application for specific dates), excluding September and January, to the Office of the Provost, Attn: Haley Admire, Seerley 20. Only those applications received before the deadline will be considered for funding in that cycle. Applications should be submitted well in advance of the activity. As stated above, applications will not be considered if the application and supporting documentation is not complete or after the event and travel have occurred.
Applications for funding of summer events must be received before the May funding deadline. A student whose presentation of research or performance is scheduled for June is eligible to receive funding if the student was enrolled during the Spring semester, even if the student graduated in May. If the event occurs after July 1, the student(s) must be enrolled in the following Fall semester. A student whose presentation of research or performance is scheduled for January is eligible to receive funding if the student was enrolled during the Fall semester, even if the student graduated in December. All other students applying during the regular academic year must be enrolled during the term of the activity to be eligible to receive funding. Students continuing research from a previous semester, if not enrolled in the current semester, are not eligible for funding.
- Applications may come from recognized student organizations or individual students. All applications require a UNI faculty/administrative sponsor and department approval.
- The Intercollegiate Academics Fund does not support faculty travel expenses, although the faculty sponsor will be reimbursed for mileage when a personal vehicle is driven by a faculty member for the purposes of transporting a group of students.
- Faculty sponsors of students receiving funding are eligible for funding through the Faculty Sponsorship Fund as outlined below.
- Past funding does not ensure future approval for the same activity.
- Award committee members will not vote on proposals in which they have a personal interest.
Requirements for Reimbursements
Expenses for the trip should be paid by the student. After the trip is completed, the student must electronically submit the following items to the Faculty Sponsor's department office within 21 days of completion of the trip. IMPORTANT: After 21 days the award is cancelled and funds are released for future applicants.
- a completed Intercollegiate Academics Fund Report (one per group),
- original receipts from each person who paid for expenses, and
- a copy of the conference brochure cover and itinerary
The Intercollegiate Academics Fund supports expenses for basic registration, housing, transportation, and parking. Mileage is reimbursed at standard University rates. Please note that the IAF does not pay meal costs, presentation supplies/materials, passports or expenses related to visas.
- Membership dues for academic organization may be considered only if awarding them will result in a lower registration fee. Membership dues may be awarded up to $50 per student or up to a maximum of $200 per group. If IAF funds will be covering membership dues, documentation must be provided showing the cost savings (see example).
- Groups are expected to share the knowledge and information gained from participation in the activity with others. All publicity should acknowledge support of the Intercollegiate Academics Fund.
Faculty Sponsorship Fund
To support faculty sponsors of students who receive an Intercollegiate Academics Fund award to compete or present at a professional conference, the Provost’s Office has established a separate Faculty Sponsorship Fund. Faculty members accompanying students who receive funding through IAF will be eligible to receive a matching dollar amount of 10% of the total student award to support their own travel costs if they attend the event with their students.
Prior to travel, faculty sponsors can apply for funding by completing a Faculty Sponsorship Fund Request, including the appropriate budget information, and submitting it via e-mail to firstname.lastname@example.org or via campus mail to the Office of the Provost and Executive Vice President for Academic Affairs, Attn: Haley Admire, Seerley 020, Mail Code 0707. Such applications must be made separately from student IAF applications. You will be notified via e-mail once the application has been reviewed.
Faculty Sponsorship Fund reimbursement requests must be submitted via ProTrav with receipts attached within 21 days of completion of the trip. After 21 days the award is cancelled and funds are released for future applicants. Note: Only requests received prior to travel will be considered.