The Adult Student Association

The Adult Student Association Travel Fund Instructions

Who Can Apply? You must be an active committed member of the Adult Student Association who attends meetings and participates in the organizations activities in order to apply for this fund. The Assistant Director of the Office of Adult Student Affairs and the President of the Adult Student Association will make the final determination of eligibility. Applicants must be presenters of research or scholarly work at an appropriate meeting or conference; or must be attending a conference/event that will contribute to your educational experience and must be supported by a letter from your Faculty Advisor that outlines the ways that this experience is essential to your academic progress. What is the purpose of this fund? The Adult Student Association Travel Fund is intended to help adult students defray costs associated with attending or presenting research at scholarly meetings/conferences and other travel related expenses that is essential to students’ academic progress (as determined by the Faculty Advisor). When can I apply for the fund? Applications must be submitted before the closet deadline prior to your trip. Applications submitted after the proposed deadline date will be reviewed during the subsequent round of awards. When the deadline date falls during a weekend, the deadline will be the following Monday. Deadline for Application Date falls between: January 31st May 31st September 30th January

Presentation/Conference February, March, April, May June, July, August, September October, November, December,

What should I know about the application? Print out, complete the application form, and have it signed by your Faculty Advisor. We can only pre-pay conference registration expenses. All other approved expenses will be reimbursed after you trip. Receipts will be needed. (See “type of receipts needed” section). Transportation: We will not cover mileage within the metropolitan Chicago area or the cost of car rentals. Otherwise, if traveling by car, indicate the mileage.

Presenters: Applicants must submit proof that they will or have been presenters at the meeting or conference. Proof of presentations must include one of the following materials: •

A printout of the program listing the applicant’s presentation from the official website (must include URL).

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A copy of the cover page from the printed program and of the page that lists the applicants’ name and the date/time of the applicants’ presentation.

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An official letter or email addressed to the applicant stating that he or she has been accepted as a presenter at the meeting or conference.

Applicants should also submit an abstract of the work presented. Failure to submit the required materials will disqualify your application. Letter from Faculty Advisor: The letter of support from your Faculty Advisor must state specifically how this experience is essential to the completion of your degree program. Note that simply because it is a rewarding academic experience is not enough to justify funding. Type of receipts needed Please maintain all receipts. Without the receipts, you will not be reimbursed. •

Air Transportation-airline ticket “receipt” coupon and copy of invoice or credit card statement

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E-tickets -airline “receipt/ itinerary” and charge card receipt

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Personal Auto -miles driven ( not reimbursed for driving done within metropolitan Chicago)

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Lodging -itemized hotel bill and charge card receipt

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Meals -hotel bill, charge card or restaurant receipt

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Registration –Agenda (meeting schedule) and paid receipt

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Taxi or other -receipt or bill

How are award amounts determined? A total of $1,000 will be disbursed each quarter (Fall, Winter, Spring) and awards are contingent upon the availability of funds. Students are only eligible to receive funding once per academic year and limited to $1,000 per student over time. Send your completed application, with all required attachments to: Bernadine Thomas Office of Adult Student Affairs 11015 DPC, Loop Campus 1 E. Jackson Blvd. Chicago, Illinois 60604

**It is recommended that students hand deliver their application to ensure receipt prior to the deadline. The Office of Adult Student Affairs is not responsible for any losses or delays caused by mail service. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.