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Teck-Kah Lim Graduate Student Travel Subsidy Award

May Cheung Travel Award 2019

May Cheung, PhD Candidate in Nutrition Sciences, presenting at the American Society for Nutrition Meeting June 8-11, 2019 in Baltimore, Maryland.

COVID-19 Essential Travel Guidance

Effective 5/13/2021, Drexel University is in Phase 3: LIMITED TRAVEL for University-related travel. All Drexel travelers participating in University-related travel, including graduate students, are required to be fully vaccinated (see "Am I Fully Vaccinated?" section) for COVID-19. Travel by non-vaccinated travelers with a University-approved medical or religious exemption may be considered on a case-by-case basis. Please review all COVID-19 Essential Travel Guidance PRIOR to submitting an application for this subsidy. Subsidy recipients will be required to complete all steps for approval of essential University-related travel, as well as for this subsidy. If you do not meet all of the requirements, any subsidy offer will be rescinded.

Please continue to refer to Drexel's Response to Coronavirus website for the latest updates.

We also welcome applications from students invited to present virtually or online, such as if there are applicable registration fees.

Overview

The Graduate College and Graduate Student Association offer a limited number of Teck-Kah Lim Graduate Student Travel Subsidy Awards annually to encourage graduate student participation in academic meetings and conferences held within the United States and territories (including Puerto Rico)* and/or virtually! These awards not only strengthen the academic and professional skills of our students, preparing them to be leaders in their fields, but also increase the awareness of the exceptional graduate work happening at Drexel.

*Students intending to attend international meetings and conferences should apply for the International Presentation Award (IPA) offered by the Office of Global Engagement and Education Abroad.

The Teck-Kah Lim Graduate Student Travel Subsidy Award, which was created in 2016, is funded in part by a generous donation from Teck-Kah Lim, PhD, former Associate Vice Provost for Graduate Studies and Professor Emeritus in the Department of Physics, to provide more opportunities for graduate students to travel to present at meetings and conferences, often when they have little or no other support to do so, and to further advance Drexel's research enterprise. The subsidy award also provides an opportunity for graduate students to develop important presentation, networking, and professional development skills. Many go on to win conference awards and accolades!

We also welcome applications from students invited to present virtually or online, such as if there are applicable registration fees.

To donate to this fund, please visit the fund's giving page.

Eligibility

To be eligible, a graduate student must be fully enrolled in a doctoral or master’s program at Drexel, in good academic standing, and invited to present an oral or research poster presentation at a meeting or conference in the United States or territories.

Unfortunately, accelerated degree (BS/MS) students who are not fully converted to graduate status and semester program students* are not eligible for this subsidy award.

*Students studying in the Graduate School of Biomedical Sciences and Professional Studies in the College of Medicine are encouraged to apply for the Dean's Graduate Student Travel Award.

As noted above, all Drexel travelers participating in University-related travel, including graduate students, are required to be fully vaccinated (see "Am I Fully Vaccinated?" section) for COVID-19. Please review all COVID-19 Essential Travel Guidance for University-related travel PRIOR to submitting an application for this subsidy.

Students must submit a completed application via the Drexel Funding Portal (InfoReady), linked below, with all required materials are due at least six weeks before the first day of travel or the first day of the meeting or conference, whichever comes first.

Students are only eligible for one subsidy award per fiscal year (July 1 - June 30) which will be marked as the date the conference or meeting begins.

A maximum of five awards will be given out for the same meeting or conference.

 

Application & Review Process

Applications are reviewed on a rolling basis and decisions will be rendered ASAP prior to the start of travel or the first day of the meeting or conference. If the subsidy award is essential to your decision to travel or participate in the meeting or conference, please let us know in your application so we can render a decision ASAP.

Applications will be considered with the following criteria in mind:

  • Reasonable estimated travel expenses, if applicable
  • Complete and well-written materials, including quality of abstract
  • The type of participation and visibility at the meeting or conference (e.g. oral vs. poster presentation, How many people will be exposed to the work and at what level?)
  • The importance or potential impact of participating (e.g. What might the applicant learn or gain from this experience? How might the applicant's presentation have an impact on attendees, the field, the greater community, level of exposure to Drexel's research enterprise, etc.)

The following applications will NOT be considered:

  • From students who have already received a domestic travel subsidy award from the Graduate College OR an International Presentation Award (IPA) from the Office of Global Engagement and Education Abroad in the same fiscal year (July 1 - June 30).
  • A late or incomplete application
  • An application with an unrealistic or unnecessary budget

 

Subsidy Award Breakdown

Oral Presentation

Poster Presentation

Online/virtual meetings and conferences TBD TBD

For meetings and conferences in the U.S. and territories, except those listed below

Up to $600

Up to $400

For meetings and conferences within Maryland, Washington, D.C., Pennsylvania, Delaware, New Jersey, New York, Connecticut, Rhode Island, and Massachusetts

Up to $400

Up to $300


Application Instructions

Students must submit a completed application via the Drexel Funding Portal (InfoReady), linked below, with all required materials are due at least six weeks before the first day of travel or the first day of the meeting or conference, whichever comes first.

Awardees must also follow all COVID-19 Essential Travel Guidance for University-related travel.

Please review Drexel's Business Travel Guidelines for a list of allowable expenses without any restrictions. Please contact the Graduate College at gradawards@drexel.edu if you have any questions regarding allowable expenses for this subsidy award.

We also welcome applications from students invited to present virtually or online, such as if there are applicable registration fees.

To apply, please complete the Drexel Funding Portal (InfoReady) application linked below which asks for the graduate student applicant's information, meeting or conference dates, location, and presentation details, estimated expenses, total amount requested, any other requested, anticipated, or confirmed sources of funding, etc. Please have this information ready prior to beginning an application.

In addition, you must upload all of the following REQUIRED supplemental materials in PDF:

  1. Abstract
  2. Personal statement explaining the relevance and importance of attending the meeting or conference and nature of presentation (Maximum one page, please be at detailed as possible)
  3. Statement of support from your graduate faculty advisor or a faculty member you work with, including justification for attendance, potential impact, and confirmation of any other sources of funding, including potential or pending sources of funding, for this meeting or conference
  4. Proof of invitation to present or confirmation of presentation at the meeting or conference (can be an email saved as a PDF, for example)
  5. Resume or CV

Here are two example of personal statements: Sample #1 [PDF]Sample #2 [PDF]

Incomplete or ineligible applications will be returned/rejected. If you have any questions, please contact graduatecollege@drexel.edu prior to submitting an application.

Submit an Application [Drexel Funding Portal]

Additional Considerations

In return for supporting recipients to present at their field-specific conference or meeting, the Graduate College and GSA ask that all subsidy award recipients sign up to present at a future Scholars Share program to share their research and experience with the graduate community at Drexel. Please note that not all recipients will be selected to present at Scholars Share.

Subsidy award recipients will also be required to complete a post-meeting/conference survey within two weeks of the last day of the meeting or conference as part of the reimbursement process outlined below.

For Subsidy Award Recipients ONLY: Reimbursement Process

Subsidy awards are processed AFTER successful completion of travel and/or presentation through the University's reimbursement request process outlined below. This is not negotiable.

First, follow the instructions below to complete the Check Request Form [PDF]:

Section 1: Payee Information

  1. Enter the payee name and complete mailing address exactly as it is to appear on the check. For payments to individuals, a permanent home address is required.
  2. Attach the original invoice or other original documentation that substantiates the payment for audit purposes.
  3. Employee and student payees must provide their University ID number (8 digits). Do not use your Social Security Number (SSN).
  4. If the payee is an individual, indicate the citizenship status and whether the payee is an employee of Drexel University. Questions regarding payments to Non-resident Alien individuals should be directed to the Tax Department at taxoffice@drexel.edu or (215) 895-6880.

Section 2: Justification & Delivery

  1. Enter for the reason for expenditure ("Reimbursement for Travel Subsidy Award")
  2. To facilitate timely payment, checks will be mailed directly to payees. "US Mail" is the default distribution method or direct deposit, if applicable. A Request to Mail with Enclosures must be accompanied by the original documents to be mailed to the payee AND copies of the documents for audit purposes.
  3. Pick-ups are for emergencies by arrangement only.

Section 3 & 4: Funding Source & Approvals

Please leave these sections BLANK. They are for official use only.

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Next, in addition to a completed Check Request Form [PDF] outlined above, you must submit all of the following documentation to the Graduate College via gradawards@drexel.edu within two weeks of the last day of travel:

  1. Subsidy Award Email Notification: Please provide or forward a copy of your award notification email from the Drexel Funding Portal (InfoReady) confirming the award amount. You may forward it and attached the following items.
  2. All Relevant Original or Digital Receipts/Invoices*: Please ask for separate and itemized receipts whenever possible. Please write-in any added tips and totals, if applicable. Small printed and original receipts can be scanned and sent in a digital format. Digital or emailed receipts or invoices should also be included. Please redact any personal information which is not necessary for the purposes of this reimbursement request.
  3. Bank or Credit Card Statement(s): Can be downloaded from your online bank or credit cards account(s) and must include ALL transactions requested for reimbursement. Please redact all account numbers, balances, and other personal information which is not necessary for the purposes of this reimbursement request.

*Please review Drexel's Business Travel Guidelines for a list of allowable expenses without any restrictions. Please refer to the Business Mileage Reimbursement Policy for requested reimbursement for personal vehicle mileage. Please submit a digital map for proof of mileage, such as from Google Maps, including the taken route to and from each destination and mileage totals for each. The University does not reimburse for gasoline. Meals should not exceed $60 per day for a maximum of two days ($120) and no more than 20 percent tip, if applicable. Further, alcoholic beverages are not eligible for reimbursement for the purposes of this subsidy award. Please purchase separately. Please contact the Graduate College at gradawards@drexel.edu if you have any questions regarding allowable expenses for this subsidy award.

And finally, please complete the post-meeting/conference survey [Qualtrics] summarizing your experience and including any presentation photos or headshots. Please also mention any awards, honors, highlights, impact, accomplishments, etc. Also, be sure to sign up to present at a future Scholars Share program to share your work and meeting or conference experience with the graduate community at Drexel! Please note that not all recipients will be selected to present at Scholars Share.

If you have any questions or concerns, please contact us at gradawards@drexel.edu.