166.1 Attendance at Professional Meetings

Created by: Stephanie Ferguson on 10/17/2002
Category: 1 - Academic Affairs; 60 - Professional Growth
Originator: Academic Administration
Current File: 166.1
Adoption Date: 05/12/2008
Reviewed for Currency: 05/12/2008
Replaces File: 166.1
Date of Origin: 11/12/1975
Classification: Faculty
In Archive? 0

166.1 Attendance at Professional Meetings


A. Background

Attendance at professional conferences and meetings enables faculty members to keep abreast of developments in their academic fields, affords contact with other professionals, and stimulates thinking and planning beyond the routine of regular activities. Funds, however, are limited, and the travel requests now greatly exceed the budgeted amounts.


B. Policy

The University supports a program of financial assistance for tenured or tenure-track faculty to participate in the meetings of professional or learned organizations. It is necessary to establish the following guidelines so as to enable as many faculty members as possible to take advantage of the program.


C. Guidelines

1. The University will reimburse up to 100 percent of the travel expenses of those who: receive an award; read a research paper or give a scholarly lecture at an international, national, regional, or state meeting; are officers or members of a committee of the whole organization of an international, national, regional, or state society; and/or, give a featured artistic performance or exhibition. Limit per trip: $1,000. Limit per year: $1,500.

2. The University will reimburse up to 80 percent of the expenses of a faculty member who: chairs a session for the reading of papers; serves as a panelist responding to a paper; participates in a learning workshop; or, is a member of a panel on the program of the meeting of an international, national, regional, or state society. Limit per trip: $700.

3. The University will reimburse up to 65 percent of the expenses of a faculty member who simply attends a meeting of an international, national, regional, or state association. Limit per trip: $600.

4. The total reimbursement of expenses for all trips, all categories combined, cannot exceed $1,500 per faculty member per year.

5. Those faculty members with extraordinary needs or situations may request additional funds, should they be available from the Dean of the Faculty.

6. To expedite the processing of forms in the Office of the Dean of the Faculty, faculty members are strongly encouraged to submit travel requests for professional meetings scheduled during the fall semester within two (2) weeks after the start of fall semester classes. Requests for travel in the spring semester should be submitted by within two (2) weeks after the start of the spring semester. Applications for professional meetings during the summer should be submitted by May 1. Travel requests from faculty who learn of professional opportunities after those dates will also be accepted. Faculty members should discuss with their department chair the arrangements they plan for their classes during their absence. Applications must be approved and signed by the department chair.

7. Airline reservations may be booked through the University travel agency or through the many on-line reservation web sites available to travelers. Travelers should plan trips as far in advance as possible in order to take advantage of lowest fares. When the meeting schedule makes such an arrangement possible and a substantial saving can be achieved, the traveler should stay over on Saturday night.

8. When travel is by motor vehicle, faculty members should share a vehicle.

9. Estimates of costs should be as precise as possible. Reimbursements for food costs will not exceed $30.00 per full day of attendance. Lodging shall not exceed $110.00 per day for a single room. The University will subsidize no more than four (4) days at any single conference unless the traveler stays over for a Saturday night in order to reduce the cost of airfare. When possible, faculty members are encouraged to share hotel rooms to reduce costs.

10. Vouchers and receipts must be submitted within two weeks of the meeting. Faculty members who read papers, chair sessions, or serve as a discussant should include a copy of the program announcement listing their participation.

11. Faculty members whose activities at professional meetings are not covered by any of the above categories should discuss their situation with the Dean of the Faculty.