For graduate students in the
UCLA Department of Linguistics
Application for Graduate
Student Conference Funds
Policy and Procedures
The department has budgeted
funds to subsidize graduate student travel to major conferences for giving
talks. This is money that, in principle, the department wants to spend, since
giving conference talks is part of the professional training. It also might
help you in a job search. Therefore, the department strongly encourages you, as
soon as your research program has developed to the appropriate point, to submit
abstracts to major conferences in your field.
FUNDING LEVELS
Maximum
reimbursement per trip (North America,
Maximum
reimbursement per trip (outside
Maximum reimbursement per student per
year: $750
APPLICATION
PROCESS
(1) As soon as you receive acceptance to a
conference, verify in writing (email) with the SAO that conference funds are
available. (Purchase your travel
ticket(s) only after the SAO confirms that funds are available.)
(2) Complete the application form (above).
The form requires a signature from your adviser, or a faculty in the relevant
research area, confirming that (s)he has read and approved the abstract, and is
willing to do the usual adviserly task of providing
input and polishing on the paper. Applications submitted without the
adviser/faculty signature will not be approved. Once signatures are obtained
(prior to travel), attach the conference invitation, and submit the form to the
SAO.
(3) Once you’ve returned from the conference,
submit your receipts and documents to the SAO. Receipts/documents include:
A. Original
receipt of conference registration.
If the conference registration receipt does not clearly state the registration
amount and method of payment, a credit card/bank statement listing the charge
is also required.
B. A
copy of the conference program.
C. Paper
airline tickets: submit
the ORIGINAL airline passenger receipt (last page in your paper
ticket stub). This original receipt should have your itinerary and airfare
information. If the original airline passenger receipt does not clearly
state the airfare amount and method of payment, a credit card/bank statement
listing the charge is also required.
D. Electronic
airline tickets: submit
1) the email e-ticket receipt, or 2) an e-ticket receipt printed from the
airline website, or 3) the original e-ticket receipt provided by the travel
agency, exactly as provided to you by the airline/travel agency (please, no
cutting and pasting information onto another document). The e-ticket should
note your name, itinerary information, airfare amount, and method of
payment/billing information. If the e-ticket receipt does not clearly
state the airfare amount and method of payment, a credit card/bank statement
listing the charge is also required.
POLICIES
(1) Graduate Division policy requires that
travel reimbursement be made during the same fiscal year (July 1 – June 30) the
trip occurred. The department will not approve retroactive travel funding
requests.
(2) Conference travel funding will not be
approved for students who have missed major department deadlines for progress
through the program.
(3) Conference travel support for the sixth
year students will be as follows: (i) sixth years who
are receiving a TAship/fellowship will receive travel
support as per the normal policy; (ii) other registered/enrolled sixth years
will be funded at 50% of the limits above. Students beyond sixth year in the
program will not receive travel support.
(4) We encourage you very strongly to buy the
lowest fares possible. This will allow us to fund more travel reimbursement
requests.
(5) It is to be understood that conference
travel funding is not guaranteed. If there is overwhelming demand for travel
money, or any other financial emergency, there may have to be funding cutbacks.
However, the policy is definitive as a statement of the department's goals for
student conference travel.
(6)
In
general, queries about conference travel policy should be directed to the
Director of Graduate Studies, with cc to the SAO. Procedural queries should be
directed to the SAO.
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Last updated: 8 September 2006