Graduate Student Travel Award 2017-2018

Minimum Requirements for Eligibility:

The applicant must provide travel-related information in a timely basis to the administrative staff

and complete the UTRGV Authorization for Student Travel Form with the Dean of Student’s office.

The travel award is only open to graduate students.

The maximum for each award is $500. Students can use the proceeds to attend multiple

conferences / workshops.

Students can qualify for multiple awards, but priority will be given to students that have not

previously been awarded.

Must normally be a full-time graduate student, enrolled in a minimum of 9 credit hours. Students in

their final semester and registered for 6 or more credit hours or enrolled in only thesis/dissertation

course(s) will be eligible. If a student drops courses after receiving the scholarship and is thus no

longer fulltime, he/she will be ineligible for future scholarships in this category.

Applicants must be in good academic standing.

The applicant must be participating at the conference / workshop as a presenter or panelist.

Awards will not be given for students attending conferences / workshops as observers.

Travel must be to a conference / workshop related to the applicant’s program of study.

The scholarship award must be used for a conference / workshop within the academic year in

which it is granted. Students can apply for an award after attending a conference in the current

academic year but must submit receipts to substantiate their application. A student that has made

arrangements to travel in the future but has already prepaid can also apply for funding.

Students must contact Corporate Travel at 1-866-366-1142 to request a quote first. You should

book all travel through Corporate Travel unless a cheaper rate is found elsewhere, but the

Corporate Travel quote must be attached to your travel receipts for reimbursements. Consider

using Concur Online Travel which is one of U.T. System’s on-line booking reservation tools. An icon

is located through my.utrgv.edu, itravel.

Application Deadline:

For fall awards – October 30th

For spring awards – February 1st

For summer awards – May 29th

The due date is for priority consideration and applications received after the date may be considered.

Required Application Materials:

1. Completed application form

2. Attach a copy of conference / meeting acceptance letter

3. A brief outline (500 – 1,000 words) of the paper or poster to be presented

4. A letter of support from advisor / faculty indicating how the trip will contribute to your program of

study.

Return your application to (electronic submissions are encouraged):

UTRGV Graduate College 1201 W. University Drive, MASS 1.158 Edinburg, Texas 78539 956-665-3661 gradcollege@utrgv.edu

UTRGV Graduate College One West University Blvd. Brownsville, Texas 78520 Sabal Hall Classroom Building 1.202 956-882-6552 gradcollege@utrgv.edu

For more information:

Mari E. Stevens, Administrative Coordinator UTRGV Graduate College mari.stevens@utrgv.edu

GRADUATE STUDENT TRAVEL AWARD APPLICATION

CONTACT INFORMATION

Student Name __________________________________________________________________

First Name Last Name

UTRGV Student ID __________________________________________________________________

Address __________________________________________________________________

__________________________________________________________________

Phone ________________________ Email Address ___________________________

EDUCATION

Graduate Program __________________________________________________________________

Expected Graduation Date __________________ Current Graduate Cumulative GPA ___________

TRAVEL REQUEST

Destination __________________________________________________________________

Conference or

Meeting Name __________________________________________________________________

Conference / Meeting Date(s) ____________________________________________________________

In two or three sentences, describe how this trip will advance your program of study:

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

STUDENT CERTIFICATION & SIGNATURE

I understand that the information submitted in my application packet will be used by the scholarship committee to make a decision on

the scholarship award and I authorize UTRGV to verify the information that I have provided. I certify that the information submitted

for consideration of the scholarship award is complete and correct and understand that the submission of false information is grounds

for rejection of my application or withdrawal of any offer of acceptance. I understand that if selected, it will be my responsibility to

provide travel information to the administrative staff in a timely basis and to complete any required forms with the Dean of Student’s

Office.

_______________________________________________ ________________________

Signature Date

Student Travel Guidelines

Student Travel

The purpose of the Student Travel policy (STU 01-300) is to set forth University rules and procedures

regarding student and pre-college University program participant travel and to comply with The

University of Texas System policy and state law (Texas Education Code§51.950) relating to student

travel. University students may travel off campus when representing a student organization, University

department, or engaging in intercollegiate competition or academic activities. Examples of student travel

include, but are not limited to, class field trips and assignments; attendance at scholarly or professional

conferences; University-funded student organization travel; class trips for educational or cultural

enrichment; athletic, student publication, dramatic, music, or forensic competition or performances;

student leadership conferences; placement forums; and graduate school visits.

Travel by students is most commonly associated with the work of sponsoring faculty members such as

participating in assigned practica or rotation experiences, conducting field studies, and attendance and/or

presentations at professional organizations. In these situations, it is the responsibility of the sponsoring

faculty member and his or her department or other university sponsor to assure that students traveling on

their behalf are aware of travel rules and regulations.

If any currently enrolled UTRGV student or registered Student Organization must travel to attend an

activity or event that is located more than 25 miles away from a UTRGV campus from which travel will

originate; and

Travel to the activity or event is planned or funded and undertaken using a personal vehicle,

rental vehicle, public transportation (plane, bus, etc.) or a vehicle owned, rented or leased by the

University.

Attendance at the activity or event is required by a registered student organization and approved

in accordance with this Policy.

The following forms must be completed:

Authorization for Student Travel Form

A Release and Indemnification Agreement Form for each student attending.

If more than ten (10) students are in attendance a list of names plus student identification

numbers should be included in the packet.

Please submit the forms to the Office of the Dean of Students, Brownsville-Cortez Rm. 204 or

Edinburg-University Center Rm. 323 no later than ten (10) business days prior to departure date.

Travel Tips:

Each group must designate a Travel Coordinator who is responsible for submission of all travel

documentation and will ensure all necessary information is completed on all UTRGV Travel

Forms.

When possible, the advisor or groups sponsor should travel with the group and serve as travel

coordinator.

All drivers for any student travel must have a valid Driver’s License. As per policy, driver may

not drive longer than four (4) continuous hours without a scheduled rest stop. The rest stop must

last a minimum of 30 minutes before that same driver may resume driving. Total driving time

within a 24 hours period may not exceed 8 hours per authorized driver. Driving shall not occur

between the hours of 11:00pm and 6:00am without prior approval from Environmental Health,

Safety, and Risk Management.

In case of an accident, the Travel Coordinator or designee responsibility is for contacting

University Police Department Ph#: (956) 665-7151 or (956) 882-8232 who will notify the

appropriate personnel. All registered students involved in a vehicle accident are required to visit

with Student Health Services upon their return, regardless of the extent of any injury incurred.

Note: Pre-college University program participants that are not enrolled at UTRGV are not

eligible for medical care at Student Health Services.

Prior to leaving, each group must receive a pre-trip orientation, which must include:

Applicable rules of conduct as per the University’s Student Conduct Code and the

Student Travel Policy;

Itinerary and contact information;

Safety issues while traveling and while at the destination point.

Parents/guardians of participants of pre-college University programs will receive

pre-trip orientation information as per the program’s guidelines.

Students who use their own vehicle or another privately owned vehicle for

approved travel are expected to follow all safety requirements set out in the

Student Travel policy. In addition, the student’s personal auto insurance will be

primary at all times when the student uses their vehicle for University travel.

All students who travel with a group are required to stay with that group throughout the duration

of the trip. Pre-college University program participants who are not enrolled as students at the

University must abide by the policy and procedures for their program.

Refer to STU 01-300 Student Travel in the Handbook of Operating Procedures for additional information.

Office of the Dean of Students

Cortez 204-Brownsville University Center 323-Edinburg

(956) 882-5141 (956) 665-2260

dos@utrgv.edu

Check list: For Office Use Only; Please Initial

Scanned

Date Emailed

Received by: date

Information Complete

Logged Date Faxed

Filed

Important: Applicants submitting the International Form are required to collect the date and initials below prior the submission of the form.

International Oversight Committee (IOC):

Date & Initial:

International Programs and Partnerships (IPP):

Date & Initial:

Please fill out form and return to the Office of the Dean of Students, at least 10 business days prior to the trip. Incomplete travel packets will not be accepted.

Name of Requestor: Date: This individual will be responsible for issuing out approved form to appropriate departments

Position/Title: Office Phone:

Department/Organization:

Notification upon approval: Fax: OR Email:

Date(s) of Travel: Departure date Return date

Location: Place of visit:

City, State (please include Country if international trip)

Purpose of Trip:

Total number of Travelers: · Number of Undergraduate Students: · Number of Graduate Students:

· Number of Non-Students Participants: · Number of Minors:

Type of Transportation: Please select those which apply

Personal Vehicle University Vehicle Rental Vehicle: Company

Public Transportation: Type (plane, bus, etc.) Company

Expenses Information: Please fill if applicable

Expenses paid by: Account No. (If University Account):

This person should be able to answer questions in case of an emergency:

Name of Trip Coordinator: Cell Phone #:

1. 2. Faculty Member / Advisor’s Name Faculty Member / Advisor’s Signature Date

Revised 08/2015

Signature of Dean of Students' Designee Date

Approved

III. Faculty/Advisor Approval: A Release and Indemnification Agreement Form must be attached for each student.

II. Trip Information: Must be in compliance with Student Travel Policy located in Handbook of Operating Procedures, Section 5.6.3

I. Requestor Information: The requestor is the only individual who will receive notification upon approval of this trip.

THE UNIVERSITY OF TEXAS RIO GRANDE VALLEY DEAN OF STUDENTS Email: dos@utrgv.edu Brownsville Office: Cortez 204 Edinburg Office: UC 323 Phone: 956-882-5141 Phone: 956-665-2260

Departing Campus:

AUTHORIZATION FORSTUDENT TRAVEL FORM

___________________________

___________________________

* PARTICIPANT INFORMATION

Please select the one which applies:

__Adult Student __Adult Non-Student __Minor Participant

* Name: __________________________________________

* Student ID: ______________________________________

* Address:

_________________________________ _________________

Street Address Apartment/Unit #

________________ ________ __________ ____________

City State Zip Code Country

* Phone #:_________________________________________

* Email: __________________________________________

PARENT/GUARDIAN INFORMATION

ONLY IF MINOR PARTICIPANT-Under 18 years of age

Name: _________________________________________

Address: (If different from Minor Participant’s)

________________________________ _______________

Street Address Apartment/Unit #

________________ ________ __________ __________

City State Zip Code Country

Phone #:________________________________________

Relationship: ___________________________________

(Only if Minor Participant)

___________________________________ ____________

Signature of Parent/Guardian Date

___________________________________ ____________

Signature of Witness Date

*(Adult Student ∙ Adult Non-Student ∙ Minor Participant)

____________________________________ ____________

Signature of Participant Date

___________________________________ ___________

Signature of Witness Date

* Location: ___________________________________________ * Travel Date(s): _________________________________

Country State City

* Description of Activity or Trip: _________________________________________________________________________

August 2015

* 1. ______I, the above named student, am eighteen years of age or older and have voluntarily applied to participate in the above Activity orTrip. I acknowledge that the nature of the Activity or Trip may expose me to hazards or risks that may result in my illness, personal injury or deathand I understand and appreciate the nature of such hazards and risks. I acknowledge that there may be additional hazards and risks associated withinternational travel that is involved in this Activity or Trip.

* 2. ______I understand that the Institution strongly recommends that I obtain health insurance to meet any and all needs for payment ofmedical, hospital, medical evacuation and repatriation costs while undertaking this Activity and understand that the Institution cannot and does notassume any legal responsibility for payment of such costs.

* 3. ______I understand that the Institution in no way represents, or acts as agent for any entity including any foreign University, thetransportation carriers, or other suppliers of services connected with this Activity. Additionally, I understand that should I have legal problems withforeign nationals or the government of the host country that I am solely responsible for resolving the matter and the Institution is not responsible forproviding any assistance.

* 4. ______In consideration of my participation in the Activity or Trip, I hereby accept all risk to my health and of my injury or death thatmay result from such participation, the transportation, and any independent research or activities undertaken as an adjunct thereto, and I herebyrelease the above named Institution, its governing board, officers, employees and representatives from any liability to me, my personalrepresentatives, estate, heirs, next of kin, and assigns for any and all claims and causes of action for loss of or damage to my property and for anyand all illness or injury to my person, including my death, that may result from or occur during my participation in the Activity or Trip, whethercaused by negligence of the Institution, its governing board, officers, employees, or representatives, or otherwise. I further agree to indemnify andhold harmless the Institution and its governing board, officers, employees, and representatives from liability for the injury or death of any person(s)and damage to property that may result from my negligent or intentional act or omission while participating in the described Activity or Trip.

* 5. ______I HAVE CAREFULLY READ THIS AGREEMENT AND UNDERSTAND IT TO BE A RELEASE OF ALL CLAIMS ANDCAUSES OF ACTION FOR MY INJURY OR DEATH OR DAMAGE TO MY PROPERTY THAT OCCURS WHILE PARTICIPATING IN THEDESCRIBED ACTIVITY OR TRIP AND IT OBLIGATES ME TO INDEMNIFY THE PARTIES NAMED FOR ANY LIABILITY FOR INJURY ORDEATH OF ANY PERSON AND DAMAGE TO PROPERTY CAUSED BY MY NEGLIGENT OR INTENTIONAL ACT OR OMISSION.

This Agreement shall be construed in accordance with the laws of the State of Texas, which shall be the forum for any lawsuits filed under or incident to this Agreement or Activity.

* Information must be completed or the entire packet will be returned.If traveler is a minor Parent/Guardian information must be completed.

THE UNIVERSITY OF TEXAS RIO GRANDE VALLEY DEAN OF STUDENTS Email: dos@utrgv.edu Brownsville Office: Cortez 204 Edinburg Office: UC 323 Phone: 956-882-5141 Phone: 956-665-2260

RELEASE AND INDEMNIFICATION AGREEMENT FORM:INTERNATIONAL TRAVEL

P lease complete and return to your assigned Travel Coordinator.