iSchool Current Student Grants

Overview

Travel Grants for Current Students

Participating and attending professional association conferences is a wonderful way for students to expand their skills, make new contacts, and immerse themselves in the information field. The SJSU School of Information highly encourages students to support their studies by going to professional association conferences but also realizes that they can be cost prohibitive. In an attempt to lessen the financial burden, eligible iSchool students can apply for travel grants. Funds for these grants are limited and are available to eligible student on a first come, first serve basis.

Students can apply for grants to attend any professional association conference related to their field of study, but some of the funding has been set aside specifically for the American Library Association Annual Conference and the California Library Association Annual Conference.

Eligibility

  • Students must have a current GPA of at least a 3.2.
  • Students must be actively enrolled in the MLIS, MARA or Informatics program in special session.
  • Students must be taking at least 3 units in the semester that they apply and in the semester that they travel.
  • Only one travel grant per academic year will be awarded to the same student. For example, if a student is awarded a travel grant in the fall semester, they are not eligible to apply for a travel grant in the spring semester.

Application Process

  • Complete the online form at least 30 days before the intended travel date or when calls for applications go out.
    • Grants will be awarded contingent on available funds and only to eligible students.

Restrictions

  • The funds should be used for expenses associated with attendance at a regional or national professional conference related to iSchool program areas (e.g., library and information science, informatics, archives and records administration) for learning, professional networking, and/or presenting a conference paper/poster.
  • Grants will not be awarded for international travel.
  • The university travel approval must be secured 30 days prior to attending the conference.
  • Travel must be completed in the fiscal year that the award was granted in; fiscal year runs July 1 to June 30.
  • Note that there are restrictions on which states are eligible for travel support.
  • Students must follow the standard university travel approval processes including the timelines for approval. Our office staff members will guide students through the process which involves working far in advance of the travel dates to meet the requirements.

Student Travel Process

  • As soon as you know you are going to travel, apply for a Student Travel Grant.
  • Once you are awarded the grant complete the Request for Approval of Travel
    • The form must be received by the School of Information 30 days prior to the date of travel.
    • Include all travel details and make sure you sign the form.
  • Email the completed form to the Administrative Services Coordinator, Roffna Principe (roffna.principe@sjsu.edu)
  • The Administrative Services Coordinator will review the information for accuracy and compliance, and will submit the Request for Approval of Travel for the required approvals.
  • Once the Request for Approval of Travel is approved, student will be notified
  • Students make their own travel arrangements.
    • Student must pay for the related expenses, and will then be reimbursed for qualified travel expenses.
  • Make sure you keep all of your receipts while traveling.
    • You can not be reimbursed for expenses missing receipts.
  • Once travel has taken place, all receipts must be submitted to the Travel Coordinator along with a Travel Expense Claim form so that a reimbursement can be submitted.
    • You will be reimbursed up to $1000 of your qualified expenses.
    • This must be done within 30 days of the conclusion of travel.
    • Organize all of the receipts in order of date of travel.
    • If the receipt is vague, provide an explanation.
    • Receipts will be scanned and emailed to the Administrative Services Coordinator.
  • The Administrative Services Coordinator will submit the Travel Expense Claim form and the receipts for approval and reimbursement processing.
  • Once the Travel Expense Claim is processed by Accounts Payable, a check will be issued and mailed to the student’s address unless the student has submitted an Employee Reimbursement Direct Deposit Authorization form to Accounts Payable (even if you are a student).

Condition of the Award

  • After the conference concludes, students who have received financial support are required to write a summary of their conference experience for iStudent blog within two weeks after returning from their trip.