Policy on General Student Travel Funding for
The following comprise a set of guidelines for
travel grants from funds designated for general student travel. It does
not pertain to funds that are specifically earmarked for a particular
such as an NSF grant awarded to the student research workshop.
The student workshop chairs make recommendations to
treasurer and the general conference chair about who should receive
grants and the amount of each grant. The final decisions are made by
treasurer and the general conference chair. Students receiving travel
are expected to serve as student volunteers so that their registration
fee is waived.
The student workshop chairs are responsible for
- Check with the ACL treasurer to determine the
amount of funding
that is available. This is generally obtained from external grants as
as a small amount available from the Walker fund.
- Publicize the existance of student funding and
for funding. The request form should collect the following information:
- Is the student presenting a paper? If
is the paper being presented: main conference session, student research
workshop, other workshop (which one?), and 2) are you the sole author
the paper and, if not, what is the order in which the authors are
on the paper?
- If the student is not presenting a paper, is
or she a
co-author on a paper being presented by someone else? If so, who are
other authors and what is the order in which the authors are listed on
- What are the student's estimated travel
categories such as airfare, registration, lodging, meals?
- What funds does the student expect to obtain
- A statement from the student's advisor about
of the student attending the conference and the need for a travel award.
- In proposing travel grant recipients, student
should be ranked according to the priorities listed below. However,
priorities are guidelines, and other factors such as extreme
need and geographic balance should also be taken into account. It is
that students in the same priority category be given the same
of their requested funds, assuming that their estimated travel expenses
are as economical as is reasonable. In addition, if funding is limited,
it is recommended that partial awards be given to several students as
to covering the full travel costs for only 1-2 students.
Students will be reimbursed by the office manager,
Rasmussen, after the conference and upon providing original receipts
an accounting of the requested funding (that is, a business expense
In cases of urgent need, funds may be provided in advance with proof of
purchase of airline tickets; in such situations, original receipts must
be provided after completion of the conference travel. Here are
the instructions for submitting
expenses for reimbursement that were used for the
ACL-05 student research workshop.
A. Students presenting in the main session or the
B. Students who are non-presenting co-authors of a
in the main session or the student research workshop.
C. Students presenting in a conference workshop.
D. Students who are non-presenting co-authors of a
in a conference workshop.
E. Students who submitted a paper to the main session
or the student research workshop.
F. Students who submitted a paper to a conference
G. Other students.
recommendations regarding travel grant
the justification for each should be submitted to the treasurer and the
general conference chair who make the final decision.
- The student research workshop chairs should
coordinate with the office manager, Priscilla Rasmussen, regarding the
budget and the billing procedure. She can help with processing
students receipts, significantly simplifying the reimbursement process.