Hardie Conference Travel Support Award for Students and Faculty

The generous support of an endowment from Charles Dunn Hardie allows the College of Education to offer the Hardie Conference Travel Support Award to faculty and students. This award supports College of Education research activity by reimbursing travel and registration expenses for faculty and students presenting their work at major research conferences in their field. Deadlines are set throughout the academic year. Awards will not exceed $1,000 per applicant.  

Award Details

The generous support of an endowment from Charles Dunn Hardie has allowed the College of Education to offer the Hardie Conference Travel Support Award to faculty and students. The amount of funding will vary based on number of applications received. Awards will not exceed $500/student and $1,000/faculty member.  The award supports College of Education research activity by reimbursing travel and registration expenses for faculty and students presenting their work at major research conferences in their field.

Eligibility

Applicants must be graduate students or faculty in the College of Education and must be participating in a major research conference by presenting a paper, poster presentation, and/or panel presentation. Students must also be registered as either part-time or full-time students. Applications must be submitted prior to participation. Preference will be given to first-time awardees. Applicants are eligible to receive only one Hardie Conference Travel Support Award per academic year. Travel costs already committed by other sources (e.g., departmental funds) are not eligible for Hardie support. Post-Doctoral Research Associates are NOT eligible to apply.

Priority

Priority will be given to applicants attending major research conferences including:

If you do not see a major conference for your discipline, please notify the committee and/or specify in your statement how attending this conference will be beneficial to your research.

Deadlines

Fall 2016 applications are being accepted through October 15, by 5:00 pm.  A Letter of acceptance for conference participation is not required for application, but it is required when submitting receipts for reimbursement.

Fall 2016 Award Applications: October 15, 2016
Fall Conference START Dates:  October 1, 2016 - February 28, 2017

Spring 2017 Deadline Date:  February 15, 2017                          
Fall Conference START Dates:  March 1, 2017 - September 30, 2017

Application Instructions

1. Students and faculty must submit a completed application and a completed College of Education, Notification of Travel form for full consideration.

2. Log into the College of Education Submit/Review to Submit Application, and select “College - 2016 (Fall) Hardie Conference Travel Support”.

3. Select “Add an Application.” If logging back in to complete a saved application, the incomplete application will be listed with options to edit, view or delete.

4. Follow the onscreen instructions for completing your application.

5. The application includes a proposed budget (flight and or auto transportation, lodging, meals, and registration fees), previous conference experience (students only) and written statement of funding need and benefit. Budget preparation help can be obtained by meeting with unit business contacts and/or College business office.

6. Please use APA style citation formatting for entering the title of the presentation.

7. Application and Notification of Travel form need to be submitted to the Department Head of your academic unit by 5pm of the deadline date. The application is submitted electronically and does not need to be printed. The Travel Pre-Approval Form must be printed and submitted manually to your department head.

Awardee Instructions for Reimbursement

1.    Awardees are encouraged to meet with a member of the Finance Team (Room 38) when planning award travel.  A Finance team member can assist with completing all necessary documentation, making travel arrangements and may be able to directly pay for travel expenses, up to the amount of the award. Please be sure to bring a copy of your award letter when meeting with a member of the Finance team.

2.    Awardees requesting reimbursement will need to submit documentation for reimbursement of their awarded amount within 60 days of the travel. Please submit (1) a letter or email of acceptance confirming participation in the conference, (2) your award letter and (3) completed Travel Reimbursement Form with all original receipts. Documentation should be submitted to the Finance team in Suite 38. You should also establish proxies for completion of the TEM transaction.  Instructions are provided at http://www.obfs.uillinois.edu/tem-resources/ under “Getting Started #6.  Add Proxy.”

3. Lodging, Meals and Car Rental reimbursed according to current University guidelines.

4. Food receipts do not have to be submitted if claiming per diem, but exact times when travel began and ended will be needed to calculate total. Please refer to the OBFS Travel Reimbursement and Per Diem page to estimate amount.

5. Funds cover the actual receipts for travel reimbursement, up to the maximum amount of $500/student and $1,000/faculty member. If total of submitted trip receipts is $450 then awardees will be reimbursed $450.

FAQs: Frequently Asked Questions

What if the conference is not on the list?

If you do not see a conference on the list you can still apply for funding. Specify in your statement how attending this conference will be beneficial to your research and professional development.

Will I receive a reimbursement check?

Reimbursement funds are processed through the university accounting system and applied to student and faculty accounts. You will not receive a check but a credit to your account.

Can I submit a group application for a co-authored application?

No, only individual applications will be considered.

Can only Ph.D. students apply?

No, all graduate students and faculty in the college of Education are eligible to apply if they are presenting at a major conference in their field.

Can I receive the award before the conference?

No, award recipients will not be provided with a cash advance. Award recipients can submit receipts up to $1,000 after the conference. Recipients must include a letter confirming their participation and Travel Reimbursement Form with their receipts. Reimbursable expenses include air travel, ground transportation, conference registration fees, hotel lodging, and meals according to University guidelines.

If I am a part-time student, can I still apply for the award?

Yes, all enrolled students regardless of the number of credits they are enrolled in are eligible to apply if they are presenting at a major conference in their field.   

I was accepted to participate in a poster presentation can I apply for the award?

Yes. All faculty and students who submit a proposal and are accepted to present in one of the following are eligible to apply: poster presentation, oral presentation, and/or panel. Students and faculty who are participating in conferences as volunteers, discussants, and/or moderators are not eligible to apply as those roles may not require submission of work product.

Will priority be given to faculty?

No, priority will not be given to either faculty or students. All applications will be reviewed according to same criteria.

What if I am not attending a major conference in my discipline?

Applicants who are not attending a major conference in their respective fields, must provide evidence for needing support to attend an out of field conference. 

How many words is the written statement?

The statement should be a maximum of 250 words.

What criteria are going to be used for selecting recipients?

Applications are going to be reviewed for the need and expected benefit from participating in the conference, the impact level of conference, and nature of participation opportunity.

What if I submit an application after the suggested appropriate deadline date?

Do not delay submitting your application, if you anticipate presenting at a December conference you should apply during the fall competition (usually held in October or November of a given year) to receive full consideration.

Do I need to receive the Hardie Conference Travel award notice before booking my travel?

No, the award is a reimbursement for travel expenses and would not provide you with funds in advance of your travel.

When do I need to submit my receipts?

Submit your receipts, letter of conference submission acceptance, and completed Travel Reimbursement form within 60 days of your completed travel date.

Do I need to include my letter of conference submission acceptance with my application?

No, we realize that in meeting our deadlines you may not have received the official notice from the conference organizers. If you have submitted to a conference but not yet received acceptance you are encouraged to apply by the appropriate deadline. The letter of acceptance will need to be included when submitting your receipts for reimbursement.

How will I be notified of the award decision?

Faculty and students will receive a letter through campus mail in their College of Education mailboxes. Department heads will also receive notice of award decisions. A general email announcing that decisions have been made and students should check their mailboxes may also be sent.