McNair Scholars Program Dissemination of Funds Request

Scholars: if you are travelling to present your McNair program research, then please submit your request for travel funds using the following form. Scholars must be accepted to present at a conference before approval for travel may be granted, and have support of their faculty mentor. Be sure to investigate all costs of a potential trip prior to requesting approval from the program. This means examining the costs associated with conference registration, accommodations, travel (airfare, mileage, etc), and meals. McNair staff is happy to help facilitate travel in any way possible. If multiple scholars are attending the same conference, there is a possibility that scholars may need to share a room. This is determined on a case-by-case basis. 

Barring serious family or health issues, once travel is confirmed and arrangements made, you will be required to follow through with the trip. If, for any other reason, you wish to back out prior to completing the trip, you will be responsible for personally recovering the cost of any subsequent program funds lost as a result. 

After returning, scholars must file an expense claim including all required receipts within 10 days of the end of the conference. Typically, these consist of the following conference related expenses only: registration fee, transportation, food ($25 per diem), and lodging. To file a travel expense claim for reimbursement send an email to [email protected] with all required receipts attached.

Scholars are required to submit a report on all McNair sponsored travel in the form of an experiential reflection of at least two pages in length, due 1 week after the trip. 

* denotes a required field

Scholar Information

Funding Request

The Academic Conference Fund is one-time funding that is available to all undergraduate students presenting/performing at an academic conference that is related to their major, minor, and/or professional goals. This is external to the McNair Scholars Program and must be applied to through the Office of Undergraduate Research and Scholarship. Link for the application

Scholars are expected to investigate all costs of a potential trip prior to requesting approval from the program. This means examining costs associated with conference registration, hotel stays, airline tickets, mileage and meals. The total cost of the trip needs to be examined prior to your request. Please attach a copy of your budget and proposed visit costs for approval by the Director. 

Presentation Information

Student Acknowledgment of Professional Conduct & of Risk in Domestic or International Conference Travel

This section is designed to inform students about some of the potential risks associated with conference, performance, and academic meeting travel. Students have a right to be informed of risks associated with this aspect of their educational experience. Risks can be minimized with proper knowledge and preparation. Students should read through the following information and indicate that you have read and acknowledge below.

RISKS OF PARTICIPATION. I understand that there are certain risks inherent in travel, whether foreign or domestic, and fully accept those risks. Risks may include, but are not limited to, the hazards of travel by airplane, boat, train, car, bus or other forms of transportation, political or civil unrests, different or unstable legal, social or economic conditions, war, quarantine, different standards of design, safety and maintenance of buildings, lack of accessibility and accommodations for persons with disabilities, public health risks, criminal activity, adverse weather conditions, terrorism, exposure to infectious, communicable and other diseases, ill effects of unfamiliar food and water, physical exertion or emotional distress, accident, injuries, or damage to property, lack of competent medical services, natural disasters, differences in the recognition of civil rights, differences in gender expectations, differences in acceptance of different sexual orientations, differences in educational systems and expectations, and government restrictions. I understand that not all hazards and dangers associated with my participation in the conference, performance, or academic meeting can be foreseen. I understand that it is impossible for GVSU to guarantee my absolute safety and that my participation in the program exposes me to certain risks and dangers which may result in serious physical injury, sickness or death and/or damage to, or loss or destruction of property. If this travel occurs outside of the United States, I have conducted my own review of the U.S. Department of State’s Country Information, Travel Alerts and Worldwide Caution advisory, and I have reviewed the Center for Disease Control’s recommendations on travel to the countries or regions that I will be traveling to and through.

PROFESSIONAL CONDUCT. Grand Valley State University, through its official representatives, including, the McNair Scholars Program, has the authority to establish rules of conduct necessary for participating in conference, performance, and academic meetings. Students are expected to follow all university polices that guide student behavior in the Student Code of Conduct, including, but not limited to Academic Integrity of Grades and Scholarship Policy, Anti-Harassment Policy, False Information Policy, and the Sexual Misconduct Policy. Students are also held to the professional organizations statements/ policies on professional conduct if applicable.

TRAVEL. I understand that I may be traveling during the program by various modes of transportation including but not limited to airplane, train, bus or van, and I release GVSU and its official representatives from any responsibility for loss of property, injury or death during such travel.

INSURANCE COVERAGE. I understand that the University will not provide me with health, accident, or hospitalization insurance during my conference travel and I will be responsible for all expenses incurred in the event of an accident or injury.

MEDICAL TREATMENT. I understand that there are health risks associated with travel, both domestic and international, and I agree that I am personally responsible for obtaining all health information, immunizations, and prophylactic medications
appropriate to my participation in any conference, performance, or academic meeting travel. In the event that this conference, performance or academic meeting involves international travel, I agree to consult with a medical doctor with regards to my personal medical needs, including disclosure of the location(s) of travel. I certify that there are no health-related reasons or problems that preclude, restrict or recommend against my participation in in the conference, performance or academic meeting at this time. In the event of illness or injury to me to such an extent that I am unable to make decisions relative to my immediate medical condition, I authorize any official representative of GVSU to secure medical treatment on my behalf, including surgery, blood transfusions, and the administration of an anesthetic, and I accept all financial responsibility for such authorized treatment. I acknowledge that GVSU is not responsible for the quality of such treatment or care. I release GVSU, the program and its officers, trustees, agents and employees, from any liability for authorizing such treatment.

DISCLOSURE. I understand that GVSU may contact my parent(s) or other designated emergency contact and disclose otherwise confidential or private information, including but not limited to, medical information, disciplinary concerns or legal issues, if such disclosure is necessary or desirable in order to assist or resolve an emergency or crisis involving me.

RESPONSIBILITY DURING FREE TIME. I understand that during free time within the period of this activity, I may elect to do things independently at my own risk and expense. I agree to inform an official representative of GVSU of my plans and understand that neither GVSU nor its official representatives are responsible for me while I am acting independently during such free time.

THEFT AND OTHER CRIMES. I agree to release GVSU and its official representatives from any liability for damage to or loss of my possessions, injury, illness, or death arising out of intentional acts of third parties during the period of the program.

WITHDRAWAL. I understand that I will be held accountable for the cost of travel beyond the grant amount. If I am unable to attend the conference, I understand that I need to inform the McNair Scholars Program at least five business days before the date of planned departure. Additionally, I understand that I may forfeit any nonrefundable deposit I will remain responsible for all unrecoverable costs incurred.

GENERAL RELEASE AND WAIVER. In consideration of conference travel through Grand Valley State University, I the undersigned, in full recognition and appreciation of the dangers and hazards inherent in traveling and to which I may be exposed during my participation in this conference/ exhibit/ performance/ academic meeting, do hereby agree to assume all the risks and responsibilities surrounding my participation identified below or any independent activities undertaken as an adjunct thereto; and, further, I do for myself, my heirs, and personal representative(s) hereby defend, hold harmless, indemnify, and release, and forever discharge all its officers, agents and employees from and against any and all claims, demands, and actions, or causes of action, on account of damage to personal property, or personal injury or death which may result from my participation, and which result from causes beyond the control of, and without the fault or negligence of Grand Valley State University, its officer, agents or employees, during the period of my participation as aforesaid.

Student Acknowledgment of Professional Conduct & of Risk in Domestic or International Conference Travel *

I have received, read, and acknowledge the above language regarding professional conduct and risk in conference travel

Human Verification *

Page last modified April 17, 2023