iSchool Current Student Travel Grants

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 served basis.

Special Session 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.

Per University policy, if a student is traveling for the sole purpose of professional development, i.e., not presenting on behalf of the school, not helping with an iSchool event – the travel grant will be processed through the Financial Aid and Scholarship Office upon completion of travel. If the student is presenting on behalf of iSchool or helping with an iSchool event, the student will be reimbursed through a Travel Reimbursement – see the Student Travel Process below.

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.
  • See: https://ischool.sjsu.edu/faculty-handbook-travel-rules-and-regulations
• Travel must be completed in the fiscal year that the award was granted in; fiscal year runs July 1 to June 30.
• Each student is eligible for one travel grant to attend a single conference. Splitting or partial allocation of the grant across multiple conferences is not permitted.
• 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.
  • See the iSchool Travel Rules and Regulations: https://ischool.sjsu.edu/faculty-handbook-travel-rules-and-regulations

Student Travel Process

Professional Development Travel

Upon conclusion of your travel:

• Email the Administrative Analyst, Roffna Principe (roffna.principe@sjsu.edu) a list of your expenses with copies of your receipts.
• Your payment request will be submitted to the Financial Aid and Scholarship Office and will disburse to your student account once the process is completed.

Travel Representing iSchool

If you are presenting on behalf of iSchool or helping with an iSchool event:

• As soon as you know you are going to travel, apply for a Student Travel Grant.
• Once you are awarded the grant, the Administrative Analyst will initiate a travel authorization for you.
  • This will come via DocuSign – unless you are a student employee, in this case, you will receive it via FTS.
  • This must be done a minimum of 30 days prior to the date of travel.
• Complete the Student Travel Informed Consent Risk Management Form.
• Email the completed forms to the Administrative Analyst.
• The Administrative Analyst will review the information for accuracy and compliance, and will submit the Request for Approval of Travel for the required approvals.
• Students will be notified once the Request for Approval of Travel is approved.
• Students will make their own travel arrangements.
  • Students must pay for the related expenses, and will then be reimbursed for qualified travel expenses.
• Keep all of your receipts while traveling.
  • You cannot be reimbursed for expenses with missing receipts.
• Once travel has taken place, all receipts must be submitted to the Administrative Analyst, who will then complete the Travel Expense Claim form.
  • You will be reimbursed for your qualified expenses up to the amount of your travel grant.
  • Receipts must be submitted within 30 days of the conclusion of travel.
  • If the receipt is vague, provide an explanation.
  • Scan all your receipts, use the Travel Reimbursement Receipts Log to organize them, and email them to the Administrative Analyst, Roffna Principe (roffna.principe@sjsu.edu).
• The Administrative Analyst will submit the Travel Expense Claim form and the receipts for approval and reimbursement processing.
• Once the Travel Expense Claim is processed by Payment Services, 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).
  • See: https://blogs.sjsu.edu/financeconnect/2020/08/04/employee-reimbursement-direct-deposit/

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.