Fillable Undergraduate Research Travel Request Packet (Winthrop University)

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Undergraduate Research Travel Request Packet (Winthrop University)

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Revised August 2019
1
Travel Support for Undergraduates’ Scholarly Presentations or Performances
Academic Year: Fall 2019, Spring 2020, and Summer 2020
Deadlines: October 1, 2019; February 4, 2020; and May 1, 2020
Please follow the checklist below to complete your application for travel funds:
Complete the Request for Undergraduate Travel Funds form (pages 2-3 of this packet)
electronically; then print a paper copy.
Obtain signatures from your faculty mentor, department chair and dean (see page 3).
Attach the following documentation (required for all applicants):
Invitation or Acceptance Letter to present/perform at the conference (If this has not been
received by the due date for submission, please make a note of that and instead attach the
letter
to your Travel Reimbursement Request.)
Abstract of your research presentation or description of your performance
Signed copy of the Expectations for Professional Conduct form from each presenter
requesting funding (page 4 of this packet)
Provide any additional documentation specific to your situation (e.g., committee approvals,
University Travel Authorization form), as specified on pages 2-3. If you are not certain whether one of
these requirements applies to you, please ask your faculty mentor.
Submit all of the above to the Undergraduate Research Office, Dinkins 222, University College
by the appropriate deadline (Oct. 1 for fall, Feb. 4 for spring, or May 1 for summer travel).
Note: Students who receive travel funding are expected to submit their abstracts for inclusion in
Undergraduate Scholarship and Creative Activity 2020 and to share their work on campus in our
Sixth Annual Showcase of Undergraduate Research and Creative Expression (SOURCE), to be
held on Friday, April 24, 2020. Online abstract submission will begin on November 1, 2019,
and continue through March 4, 2020. Please mark your calendars and plan to participate in
both activities.
Please feel free to contact the Undergraduate Research Office with questions at 323-3397 or
uresearch@winthrop.edu
Revised August 2019
2
Request for Undergraduate Travel Funds
Anticipated Graduation Mo/Yr:
City:
E-mail Address:
Primary Undergraduate Author Requesting Funding
Name: Winthrop ID#:
Degree Program or other special program (Honors, McNair, INBRE):
Local Street Address:
State: Zip Code:
Local Phone Number:
Undergraduate Coauthors Requesting Funding
Name: Winthrop ID#: E-Mail:__________________________________
Name: Winthrop ID#: E-Mail:__________________________________
Name: Winthrop ID#: E-Mail:__________________________________
Faculty Mentor/Advisor: Faculty Mentor/Advisor Department:
Title of Presentation or Performance:
Name of Conference:
Type of A
ctivity: Poster Presentation Oral Paper/Presentation Performance
Location of Conference:
Dates of Travel:
Estimated Costs of
Trip:
(Enter whole dollars
only. Do not enter the
dollar sign or
commas.)
Registrati
on Fee
Lodging
Meals
Transportation; Mode of Transportation:____________________________________
Other;Describe:________________________________________________________
Total
NOTE: In order to request pre-payment (rather than reimbursement) of expenses, or to request funds other than those administered
by the Undergraduate Research Office, you will additionally need to complete and submit a University Travel Authorization form,
which you can access at
http://www.winthrop.edu/controllersoffice/default.aspx?id=4975
Authorizations for Research Involving Human Subjects, Vertebrate Animals, and/or Biohazards
In order to receive funding, you must abide by all laws and regulations that govern research with humans, vertebrate animals,
and bio-hazardous materials. You and your faculty mentor are responsible for obtaining authorization from the appropriate
university committees. See the Grants and Sponsored Research Development (formerly SPAR) website for policy guidelines and
review forms.
0
Revised August 2019
3
Does this research project involve the use of humans, vertebrate animals, or biohazardous materials?
Yes; check t
he appropriate box(es) below. No; skip to the Student Certification section.
Submitted to GSRD* Approved/Exempted by GSRD* Committee
Institutional Review Board (IRB) – Research involving human subjects
Animal Care and Use Committee (IACUC) – Research involving vertebrate animals
Biosafety
– Research involving recombinant DNA and/or other biohazardous materials
*Attach approval letter(s) from appropriate institutional committee(s). If approval is pending, attach submission confirmation from the
committee
Student Certification: I promise to represent Winthrop University in a responsible and professional manner while attending this
conference. I understand that I will have to complete a Travel Reimbursement form and provide original receipts for all expenditures
in order to receive reimbursement.
Signature of Student Date
Showcasing your scholarly work on campus: Students who receiv
e travel support are expected to:
• Submit their conference abstracts for inclusion in our printed compilation, Undergraduate Scholarship and Creative Activity 2020.
• Present their work on campus in our Sixth Annual Showcase of Undergraduate Research and Creative Endeavors (SOURCE), to
be held on Friday, April 24, 2020.
Please mark your calendars and plan to take advantage of both these opportunities! Abstracts will be accepted on our online submission
site from November 1, 2019, through March 4, 2020.
Approvals
Signature of Faculty Mentor or Advisor Date
Signature of Department Chair Date
Date
Signature of
Dean
To be completed by the Undergraduate Research Office
Account Number
Approved: Director of Undergraduat
e Research or
Dean of University College
Amount Awarded
Payments Processed:
Notes:
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Revised August 2019
4
Expectations for Professional Conduct
Winthrop University is pleased to support your travel to attend and present/perform your scholarly work at a
conference! We value the professional development of our students and faculty and we celebrate opportunities to
share the excellent research and creative activities underway at Winthrop with colleagues from around the world.
While you are away from campus, please remember that you are a representative of Winthrop University at all times
– when you are presenting your work, attending conference events, or relaxing between conference activities. To
ensure that Winthrop maintains a reputation for excellence, it is imperative that you behave professionally in all
situations.
Please review the specific expectations below:
1. You are expected to present your work at the time and in the manner prescribed by the conference. Failure to do
so may result in a loss of funding; if appropriate, you may also be required to reimburse the institution for any
costs already incurred.
2. You are expected to dress professionally, as appropriate for the specific conference you are attending. Please
speak to your faculty mentor if you are unsure about appropriate attire.
3. You are expected to abide by all conference guidelines regarding your conduct. Remember that you represent not
only yourself, but also your faculty mentor, your department, college, and Winthrop University.
4. You are expected to attend the conference on each day for which you receive funding. Note that you have
received funding not only to present/perform your work, but also to engage in the professional experience of
attending other presentations and interacting with your colleagues. In fact, these are some of the most important
reasons for conference attendance.
5. You are expected to minimize the costs associated with conference attendance by sharing transportation and
lodging expenses when possible.
6. You are expected to respect the property and rights of the hotel, the conference venue(s), and all participants and
guests.
7. You are expected to abide by all federal and local laws. Please be aware that, in some states, all residents of a
hotel room may be prosecuted if underage drinking occurs in that room. Also, in some states, possession of even
an unopened container of alcohol is illegal for a person under the age of 21.
8. You are expected to complete your Travel Reimbursement form and provide the required supporting
documentation in a timely manner (instructions to be provided by the Undergraduate Research Office). You will
not receive reimbursement until this is complete. Failure to submit the completed paperwork and original receipts
in a timely manner may result in a loss of funding.
I have read and understood these expectations. I agree to abide by these guidelines and the Winthrop
University Student Conduct Code (https://www.winthrop.edu/studentconduct/winthrop-university-student-
handbook.aspx).
________________________________________
Student Printed Name
________________________________________ __________________
Student Signature Date
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Completed 18 July 2020

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