Purpose: The Dean’s Fund was created to provide opportunities for 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.
Approved Use: Funds may be used for conference, research, and professional advancement for PhD students. Preference will be given to requests for conference presentation travel, research travel, and travel to job interviews taking place at a conference. Additionally, professional development opportunities such as workshops, etc., will be considered.
Timeline: Requests are due by the 1st of each month at least two months prior1 to the proposed travel. For example, an application for research travel in March must be submitted by January 1 at the latest. Earlier submissions are encouraged. Late submissions will not be considered.
NOTE: If a trip is anticipated, but not confirmed (i.e. awaiting an acceptance letter from a conference), a Travel Funding Request is still required to be submitted within the appropriate round of funding with a statement outlining the circumstances of the request.
Applications will be accepted between July 1 and May 1 (No June 1 submission; August travel requests must be submitted by May 1).
Decision letters will be sent to each applicant no later than the 10th of each month.
Review Process: Submitted applications will be reviewed by the Office of the Dean, and final decisions will be made by the Dean and/or Associate Dean.
Funding Amount: Students are eligible for up to $1,000 per fiscal year (July 1-June 30) once any available department funding has been awarded. 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. We will be doing our best to meet demand, but please be aware that these funds are subject to availability.
Student budgets can include the following: conference registration/membership, airfare (including baggage) and/or ground transportation, lodging, and $30 per diem for meals. Budgets should not include the following: travel insurance, airline upgrades, data plans, and other incidentals.
Award Disbursement: Students awarded funding will receive their award via Check Request/Student Award2. Awards above $600 in a calendar year are considered taxable income. For domestic students, taxes are not deducted at the time of disbursement and a 1099 will be issued at the end of the calendar year. For international students, the check request is run through payroll and taxes are deducted based on the student’s country of citizenship.
Students will not be required to submit Concur reports post-travel, and do not need to provide receipts after the trip.
Summary Report: Within 30 days of return, students who have received funding must submit 1-2 paragraphs summarizing the impact of the award on their research or professional development. Students should submit these reports to their department's Graduate Program Administrator via email. Failure to submit this report on time will render the student ineligible for subsequent funding.
Application Requirements: Students submit requests by:
2) Sending the Proposal Form to their Advisor for signature*
3) After the Advisor signs; the form is sent to their department's Director of Graduate Studies (DGS) for signature
4) The completed PDF form (with the conference acceptance included as appropriate) is then uploaded as part of the Dean's Fund Online Application.
*If approvals are made via email instead of signatures, the student secures first the email approval of their Advisor and then sends the Dean's Fund Proposal Form PDF (complete with conference acceptance as appropriate) to their DGS. ALL approval emails are combined with the Dean's Fund Proposal Form (along with the conference acceptance as appropriate) into ONE PDF and then uploaded online.
Approval emails sent or forwarded to Graduate Program Administrators will NOT be accepted. The student is responsible for securing approval emails (if signatories are not available) and including them in the PDF upload.
1 Exceptions may be made for job interview trips. 2 In order to receive the award via direct deposit, students need to make sure, in ESTHER, that their Payroll Allocation account is also selected as their Accounts Payable Deposit account. See instructions here