/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies-local.json

/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies.json

EAA034 Medical Student Meeting and Travel Support

Policy Number: EAA034
Policy Title: Medical Student Meeting and Travel Support

A. Purpose

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

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 Pre-clerkship and Attendance Policy and EAA0071 Clinical Years 3 and 4 Attendance Policy.

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

7. An individual student may receive support for one event per year.

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

Funding Availability and Notification:
While costs do vary, in general, funding is available for one trip per student, not to exceed $800/year, dependent on availability of funds. Students must complete an Authorization for Student Domestic Travel Form and Release & Indemnification for Domestic Travel Form 8 weeks prior to their travel date. If the student is requesting funds for air travel and/or hotel fees, student should apply for funds as far in advance as possible, allowing the Office of Student Affairs to arrange reservations in the most cost-efficient manner.

Exceptions:
Exceptions may be made for certain student travel to national meetings; these exceptions are on a case-by-case basis and under the guidance and approval of the Associate Dean for Student Affairs and/or the Associate Dean for Research, or their designees. 

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. (https://redcap.utrgv.edu/surveys/?s=XE9FT8WWNM).