(Revised July 1, 2024)
Per University Policy 852, university-sponsored international travel must be registered at https://travelregistry.rice.edu.
Please follow all instructions. Incomplete applications will automatically be delayed for review and not processed until the following month.
Note: Beginning on July 1, the Dean's Fund will no longer accept funding requests for research materials. This policy has ended in light of the lifting of travel restrictions and the opening of archives and other resources.
The Dean’s Conference, Research, and Professional Advancement Fund
Purpose: The Dean’s Fund was created to provide opportunities for research, travel, and professionalization for students, especially in departments that have been historically underfunded in these areas.
Eligibility: All current PhD students in the School of Humanities who are in good standing and making good progress toward degree completion. The support of PhD students in their research and professionalization endeavors is priority. While it is unlikely that comparable support will be offered to MA students, MA students may submit funding requests which will be considered on a case-by-case basis.
Note: PhD students will not receive funding after their defense date or if the travel dates are within one month (30 days) before the defense date.
Approved Use: Funds may be used for conference presentation travel, research travel, and travel to job interviews taking place at a conference.
Deadline: Applications are due by the last day of each month. Applications submitted after the deadline will not be reviewed until after the following due date. Early applications are strongly encouraged, as funding awards are not guaranteed until after review and approval. Please follow all instructions. Incomplete applications will automatically be delayed for review and not processed until the following month. Note: Students awaiting acceptance to a conference may still apply early. The anticipated conference acceptance date must be included in the proposal.
Review and Approval Process: Submitted applications are reviewed by the Office of the Dean once a month, beginning on the first business day of each month. Final decisions will be made by the Associate Dean, and decision letters will be sent to each applicant by the 10th business day of the month.
Funding Amount: Students are eligible for up to $1,500 per fiscal year (July 1-June 30) after any available department funding has been exhausted. Students in departments where funding for conferences and research is available must first apply through their respective department, in accordance with its policies and timelines. Please be aware that these funds are subject to availability.
Award Disbursement: Students awarded funding will receive their award via direct deposit. Please make sure your direct deposit information is current and your address is current in iO.
Please note that awards may be considered taxable income for US citizens. Rice does not withhold taxes from the award payment for US citizens. Important note for International students: taxes will be withheld from the award payment.
Students will not be required to submit an expense report post-travel and do not need to provide receipts after the trip. Please keep in mind that travel funds are to be used for official Rice University business only, in accordance with Rice University travel policy 806 (https://policy.rice.edu/806).
Summary Report: Within 30 days after the travel end date, students who have received funding for travel must submit 1-2 paragraphs summarizing the award's impact on their research or professional development. Students will upload their reports to the Summary Reports folder in Box: https://rice.app.box.com/f/2bf0c816e470412796c117869838dbf3.
Reports must be titled in the following format:
LAST NAME, Destination (or Conference Name), Month, Year. Example: WESTBROOK, Asian Cultures Conf, Singapore, Aug 2019.
Failure to submit this report on time AND in the proper format will render the student ineligible for subsequent funding. See your Graduate Administrator if you have trouble uploading to Box.
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Application
Please follow all instructions. Incomplete applications will automatically be delayed for review and not processed until the following month.
We need this information in order to evaluate your application for funding and as documentation for your award payment.
Travel Proposal Summary
Please upload a proposal summary, 200 words or less, that includes:
- location and dates of travel
- explanation of how this travel funding will benefit your research or professional advancement
- area of research and dissertation title (if applicable)
- title of the conference paper and conference panel
- conference or professional opportunity name and relevant URL
Student Budget
Student budgets must be as detailed as possible and can only include the following travel expenses:
- conference registration/membership
- airfare (including 1 checked bag) - coach class, no seat upgrades
- ground transportation
- lodging
- $30 per diem for meals ($20 a day for flight days to/from location)
- list of additional funding awarded or applied for in relation to your travel request
Budgets should not include the following: travel insurance, airline upgrades, data plans, clothing, electronics, WIFI and WIFI upgrades, and other incidentals.
Please use the BUDGET TEMPLATE (downloadable Excel spreadsheet) with your application for travel.
Advisor Letter of Support
Upload an email or letter of support from your advisor. It can be a simple note to acknowledge that they reviewed your proposal and budget and supported this travel opportunity. Signatures are no longer required.
Acceptance Letter for Conference (if applicable)
Upload a copy of your conference acceptance letter or email.
Please follow all instructions. Incomplete applications will automatically be delayed for review and not processed until the following month.
We need this information in order to evaluate your application for funding and as documentation for your award payment.