The University of Texas Rio Grande Valley

EAA034 Medical Student Meeting, Approval of Travel, and Travel Support

Policy Number: EAA034
Policy Title: Medical Student Meeting, Approval of Travel, and Travel Support

A. Purpose

UTRGV School of Medicine students are encouraged to pursue scholarly and community activities and present their work at and attend professional meetings. They are also encouraged to represent the school in leadership capacities. Students who are engaged in research should ask their research mentors to provide support and guidance to attend meetings and presentations. In the event mentors or organizations do not have the resources to cover their expenses, students may request assistance from the Office of Student Affairs. Prior approval is required for any type of travel.

B. Policy

Students eligible to apply for a Scholarly Activity Travel Award:

1. Students invited to present abstracts, posters or other presentations related to research, community service, or other scholarly activity;

2. Students who win prizes for essays, community service, or other scholarly activity;

3. Students who are elected or appointed to represent our SOM in state or national organizations; and

4. Students who wish to attend meetings of professional societies to learn about career opportunities and network with other trainees.

Further considerations:

1. Students must be in good academic standing to be considered for travel support.

2. Students may not receive travel support while on leave of absence.

3. The conference or meeting must take place in the United States.

4. Research, community service or other scholarly activity forming the basis for the request for travel support must have been conducted while in medical school.

5. Clearance for absence from scheduled classes, clinical activity, or testing must be obtained before requests for travel support will be considered. This clearance must be obtained by following the processes found in EAA002 and EAA0071, attendance policies.

6. Financial support may be applied to conference registration, hotel, and/or air travel.

7. For international travel, students must comply with UTRGV "International Guidelines for Student Travel" in addition to the specific requirements set forth in this document. Students must begin preparing and applying for assistance with international travel well in advance of their anticipated departure date-- at least 90 days -- to allow review by the School of Medicine and University authorities.

Expectation of Students:
Students are expected to contribute to their travel costs or seek other sponsorships/scholarships.

Funding Availability:
Travel stipends are set annually at amounts determined each year by the School of Medicine. Individual awards depend in the student's needs and the availability of funds. 

Travel Approval

Students must complete an Authorization for Student Domestic Travel form and Release & Indemnification for Domestic Travel even if not requesting funds. If the student requesting funds for air travel and/or hotel fees, student should apply for funds as far in advance as possible -- preferably 8 weeks. If requests are not received with enough notice to complete prior pre-travel authorization, student must travel funds may not be approved for use.

Reimbursement for travel:

Reimbursement for travel of any sort will not be provided without prior approval.

Applying for funds:

To apply for travel support, go to UTRGV SOM Scholarly Activity Travel Award Request Form.


Dates Reviewed or Amended

Approved by the Central Curricular Authority Committee (CCAC) on July 26, 2017.

Reviewed, amended, and approved by the Central Curricular Authority Committee (CCAC) on June 30, 2021.

Approved by the Dean/Chief Academic Officer on December 21, 2017; July 2, 2021.

Revise by the Ad Hoc Committee on Policy on October 9, 2024.

Reviewed, amended, and Approved by Dean's Advisory Committee on October 24, 2024.

Approved by the Dean/Chief Academic Officer on November 20, 2024.