The Herbert E. Carter Travel Award is intended to offset some of the costs associated with participating in a national or international conference or professional meeting such as airfare, meals, registration fee, etc for students enrolled in a GIDP program. These awards are meritorious and will be granted on the competitive and innovative content of the statement submitted with the application.
You must be an active student in a GIDP program in order to be considered for the Carter Travel Award. Graduating students must be sure that their intended conference dates are before their graduation date to be considered.
Instructions
- Complete the online application form. You may access the application only once.
The online application form will prompt you to upload the following application requirements:
- A copy of abstract you submitted to the conference or professional meeting organizer.
- A lay abstract, which is a 1 page version of your abstract suitable for a “lay audience”, non-scientific verbiage and understandable to someone not in your field and what makes it notable (how it advances your field).
- A statement of how attending this particular conference or professional meeting will help your professional development and research.
- A copy of your conference acceptance letter sent to you by the event organizer indicating you have been accepted to present.
- A copy of your conference registration. The conference acceptance and registration forms may be submitted at a later date, however, prior to the conference.
- A letter of recommendation in which a request is automatically routed to your indicated faculty advisor upon the completion of your application and includes their support of your application. Your faculty will then send the recommendation letter directly to gidp@arizona.edu. Please be sure to notify your advisor to expect this automatic message. The recommendation letter is considered part of your application packet, and as such is required in order to complete your application.
NOTE: If you are selected as an awardee, all documents must be on file to constitute a complete application packet which is required in order to receive award funding.
OPEN Application Session
| Application Dates | For Travel Dates |
|---|---|
| March 1, 2024 through April 15, 2024 | July 1, 2024 through December 31, 2024 |
Future Travel Dates & Application Deadlines:
The open application dates for travel sessions listed below are currently pending.
- Session 3: Travel January 1, 2025 through March 31, 2024 | application open mid-September 2025; deadline mid-November 2025
- Session 4: Travel April 1, 2025 through June 30, 2025 | application open mid-December; deadline mid-February
Eligibility Conditions:
To be eligible for a Herbert E. Carter Travel Award, you must:
- Be enrolled as a student within a GIDP major or minor program.
- Be in good academic standing (not provisional) and have a minimum of a 3.0 GPA.
- Be selected to present research: a paper, poster or talk at a conference or professional meeting.
- Be the graduate student who is conducting the research for which the paper, poster or talk is being presented.
Award Conditions
- Applications will be judged on the clarity of the application, the quality of the research, and the value of attendance at the particular conference for the candidate's professional development.
- Applications will not be reviewed for travel dates that are outside of the travel dates associated with each of the quarterly application deadlines.
- Applications may be submitted for review without registration and confirmation from the conference organizer that they were selected as a presenter however, students who are chosen as an awardee by GIDPAC will not receive their funding until all application documents are submitted to complete the application before the intended conference/travel dates.
- Multiple applications during any given quarter from the same GIDP program will be entertained, but the committee strives to distribute available funds amongst all participating GIDP programs.
- Students may submit only one application per application deadline. Changes or updates to applications will not be permitted once the application deadline has passed.
- Awards are contingent upon the availability of funds and the number of applications per session; NOTE: travel restrictions may apply.
- Students are eligible to receive up to a total of $600 per fiscal year (July 1 to following June 30).
- Awards are limited to 2 per academic degree (e.g. 2 for a Masters and 2 for a Ph.D.)
- Students are responsible for checking and monitoring travel advisory updates for their conference or professional meeting destination. Applications to travel destinations with high alert, dangerous, or do not travel warnings will not be considered. Please reference the US Department of State Travel Advisories website for travel advisories or warnings for your destination.
- All Herbert E. Carter Travel awards are processed in accordance with University of Arizona and Graduate College policies and procedures.
NOTE: In any event that you are unable to attend the conference for which you received an award (cancellation, postponement, unforeseen circumstances,etc.), you must be in contact with the GIDP Administration Office: alicialopez@arizona.edu. as soon as you receive that information.
Guidelines for Post-Travel Funding: Travel Dates December 1, 2023 through January 19, 2024
- Students who will travel to a conference during the dates provided above may submit a completed application for consideration of funding for fees/expenses paid from personal/out-of-pocket funds. Proof of payment is required. All Carter Travel Requirements are applicable.
- To apply for post-travel funds you must complete a full application; follow the steps first referenced at # 10.) in the application:
- Complete #29. Other Funding: add other sources of funding, including dollar amounts, received for the conference you list in the application
- Complete #30. Other Funding List: add the list of specific expenses/fees including the dollar amount paid from your personal funds/out-of-pocket funds. Proof of payment is required.
- Proceed to complete, acknowledge and submit your application. If you have any questions, contact: GIDP Associate Director, Alicia Lopez: alicialopez@arizona.edu
Carter Travel Award Recipients: Requirements & Documentation
NOTE: The following instructions are for those students who have already been selected as an awardee for their application session. Students who have only submitted their application should NOT complete these requirements.
Recipients Traveling Internationally:
There are a total of 3 requirements for Carter Travel Award recipients who are traveling internationally: returning their signed second page of their offer letter to GIDP Administration, registering their travel details via UA International Registry, and submitting to the Carter Travel Award: Travel Authorization for UA Travel Form on Microsoft Forms:
- Carter Travel Award recipients will receive an offer letter with details pertaining to their award. Students are required to sign the acknowledgement at the bottom of page 2 and return to GIDP Administration via email: gidp@arizona.edu(link sends e-mail).
- Students who are traveling internationally for their conference are required to complete and submit to the UA International Travel Registry no later than 30-days prior to their first day of travel. The T# received from their submission to the International Travel Registry should be included in their signed awardee letter sent back to GIDP Admin.
- All recipients are also required to complete a submission to the Carter Travel Award: Travel Authorization Information for UA Travel form on Microsoft Forms no later than 30-days prior to their first day of travel. A travel authorization form will be prepared on the students behalf for their travel using Carter Travel Award funding. A completed and approved copy of the travel authorization form will also be shared with the student and their GIDP program.
Recipients Traveling Domestically:
There are a total of 2 requirements for Carter Travel Award recipients who are traveling domestically: returning their signed second page of their offer letter to GIDP Administration and submitting to the Carter Travel Award: Travel Authorization Information for UA Travel Form on Microsoft Forms:
- Carter Travel Award recipients will receive an offer letter with details pertaining to their award. Students are required to sign the acknowledgement at the bottom of page 2 and return to GIDP Administration: gidp@arizona.edu(link sends e-mail).
- Students who are traveling domestically are NOT required to complete the UA International Travel Registry.
- All recipients are also required to complete a submission to the Carter Travel Award: Travel Authorization Information for UA Travel form on Microsoft Forms no later than 30-days prior to their first day of travel. A travel authorization form will be prepared on the students behalf for their travel using Carter Travel Award funding. A completed and approved copy of the travel authorization form will also be shared with the student and their GIDP program.
Post-Award Requirements
Within two weeks of your return from your conference or professional meeting, you must submit the following materials to the GIDP Administration Office:
- A short summary (1/2 a page to a page) of your experience and how it was valuable for your graduate education, professional development, and research.
- A digital photograph of yourself at the conference.
These materials will be put on the GIDP website for promotional and fundraising purposes.
For additional questions or concerns regarding the Carter Travel Award or GIDP Student Awards, please contact GIDP Administration: gidp@arizona.edu.