Travel Grant Policy for Faculty

Deadlines

(Effective August 15, 2009)

September 15th - for events occurring between October 1 and March 14
December 15th - for events occurring between March 15 and June 14
March 15th - for events occurring between June 15 and September 30

Overview

The CLS will hold three competitions each year to award travel grants to language lectors of all ranks, providing funds for registration, travel, lodging, and meals while attending workshops, seminars, conferences, and for other trips for the purpose of professional development or research in the teaching of foreign languages. Applications for a grant to fund attendance at events occurring during the fall, spring and summer months will be accepted in accordance with the above deadlines. Applications submitted after a competition deadline will be considered subject to the availability of funds. The awards will consist of limited funding in the following amounts: reimbursement up to $800.00 to present at a conference or workshop; and up to $400.00 to attend a conference or workshop (one time only per year). Preference in each competition will be given to awards for presentations. Due to budget constraints, funding for international travel will be limited.

Guidelines and Recommendations

The CLS will limit the total amount of money granted during each competition.
Preference will be given to requests for reimbursement for presenters at formal events such as workshops and conferences. For such events, literature, brochures, or web site addresses for more information should accompany the request.
Preference will be given to requests which include a detailed explanation and justification of the budget (including an explanation of the event's relevance to Yale's language programs).
Preference will be given to requests which demonstrate support on the part of an academic department or program (including, but not limited to, departmental agreement to partial funding).
The CLS may take previous grants into consideration in deciding on a proposal. (That is, while a faculty member is welcome to make multiple requests throughout the year, preference may be given to first-timers.)

Budget Considerations

Given limitations in the CLS budget for travel grants, before applying for a grant faculty should seek funding within their home departments or councils and should describe these efforts in their applications. While CLS funding is not conditioned upon departmental/council financial support, the CLS looks to such support as demonstrative of the merit of the proposal. Copies of any correspondence pertinent to requests for departmental/council funding can be attached.
Proposals should include a budget comprised of specific items with prices estimated as closely as possible.
No funds shall be granted for miscellaneous or contingency purposes.
Proposals may include requests for reimbursement (or partial reimbursement) for travel, lodging, and/or registration, and reasonable charges for meals not to exceed the applicable per diem rate.

Proposals

Applications for funding should be in the form of a written proposal that conforms to the above guidelines. In most cases, the CLS will make a decision on a proposal within fifteen days after the close of the competition deadline. The proposal must be approved before the trip. No funding will be granted ex post facto. The CLS will not be able to grant every request.

Proposals should be in the form of an email or letter:

describing the event and its significance;
including or attaching an itemized budget, following the guidelines set forth below;
explaining efforts made to obtain funding from other sources and the amount of any awarded funds; and
enclosing copies of an abstract for any proposed presentation and an acceptance of the proposed presentation.

The application should be sent to Howard Barnaby, CLS Program Coordinator, by email at howard.barnaby@yale.edu.

After the Event

Within fourteen days of the completed travel for which a grant was awarded, faculty must submit the following:

Prepare a signed expense report with original invoices and receipts, including any reasonable receipts for meals not to exceed the applicable per diem rate. This can be delivered to Howard Barnaby by hand or through campus mail. For budgetary reasons, the CLS may require submission of receipts within a shorter time period at the close of each fiscal year. The CLS may be unable to reimburse faculty for expenses submitted beyond the specified period.
Include a copy of a program for any conference or workshop attended.
Submit a written report of at least 500 words on the trip or event suitable for publication and, upon request, make an oral report at a CLS event. The report can be submitted to Howard Barnaby by e-mail at howard.barnaby@yale.edu as an attachment in Microsoft Word format. The CLS may post reports on its web site and make them available to other Yale faculty in the future.