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.

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.
  • If not first author, explain why. 
  • If not published, but presented poster, explain why.
  • Indicate if you have received funding in the past three years. 
  • Indicate if you are receiving other funding. 
  • 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 the major research conferences recognized in their fields.

Specify in your statement how attending this conference will be beneficial to your research and professional development.

Deadlines

Fall 2019 applications will open September 10 and will be accepted through September 24, 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.  

  • No applications will be accepted after the deadline.
  • Recipients will be notified via email on or before Friday, October 18.

Spring 2020 Travel Awards must be used for conferences with start dates between February 1, 2020 and July 31, 2020.

Fall 2020 Travel Awards must be used for conferences with start dates between August 1, 2020 and January 31, 2021. 

The Spring 2021 Travel Awards will open January 30, 2021.

  Application Instructions

1. Log into the College of Education Submit/Review to Submit Application, and select “College - 2019 Spring Hardie Conference Travel Support”.

2. 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.

3. Follow the onscreen instructions for completing your application.

4. 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.

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

Awardee Instructions for Reimbursement

1.    Awardees must meet with a member of the Finance Team (Room 38) when planning award travel. Failure to consult with a Finance team member prior to award travel may result in loss of the award. 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 30 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

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 after the conference. 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 conference, apply during the appropriate term 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 30 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?

Decisions will be sent to University email accounts only. Department heads will also receive notice of award decisions.