Pcoe Student Travel Policy

STUDENT SUPPLEMENTAL TRAVEL FUND POLICY
The Perkins Professional Development Committee is a subcommittee of the College

Council. The Perkins Professional Development Subcommittee shall be responsible for making
recommendations to the Dean of the James I. Perkins College of Education regarding funding for
undergraduate and graduate students activities related to Student Supplemental Travel Fund
expenditures. The following policy is to be used by the Perkins Professional Development sub-
committee for decision-making regarding the disbursement of Student Supplemental Travel Funds
for student professional development activities.
DESCRIPTION:
1. The pool for the Student Supplemental Travel Funds is awarded annually to the College of
Education and is administered by the Dean of the College of Education,
2. Funds will be allocated as supplemental support for those who deliver research papers or present
creative activity at regional, national, or international venues. Students attending state sponsored
events located at least 100 miles from campus are eligible for funding.
3. Student professional development activities not include under this policy is:
a. Formal education courses (e.g. undergraduate and graduate courses)

b. Recognition ceremonies
c. Data collection activities
d. Conference attendance without conducting a presentation
e. Professional development activities within the local community
4. Within one academic year (September 1-August 31), Students may receive supplemental travel
funds one time, during the fall, spring, or summer semesters. Supplemental travel disbursements
may not be carried over from one semester to the next.
5. Funds are intended as supplemental support only. Supplemental Funding for students attending
state, regional/national travel may be awarded up to $500 dollars with no more than 50% of the
total costs paid by supplemental funding. Students are not eligible for international travel outside
the continental United States. Supplemental funding for students will not exceed $500 per academic
per year and disbursements will be allocated on a first-come-first-serve basis.
6. Students travel reimbursements are paid once the student have returned from the presentation
event and have submitted the required documentation such as hotel receipts, conference
registration, travel costs, etc.
STUDENT ELIGIBILITY: The Student Supplemental Travel Fund is available for currently
enrolled undergraduate and/or graduate students holding a minimum GPA of 2.0 for undergraduates
and 2.8 for graduate students on a 4.0 scale. Students seeking supplemental travel disbursements
must be enrolled on a part-time or full-time basis and in good academic standing at the time of the
application submission. Students placed on academic suspension and/or probation at any time
1
during the academic year is not eligible for the Student Supplemental Travel funds. All students
must be endorsed by a sponsoring faculty member overseeing the professional development
activity.
APPLICATION PROCEDURE FOR STUDENTS:
1. The Student Supplemental Travel form (attached to the policy) is to be used for all funding
requests. Incomplete or unreadable applications or failure to follow the procedure will result in
the return of the application without a review by the Subcommittee.
2. Students must consult with the faculty member supporting the professional development activity,
the Department Chair/Director and complete the Student Supplemental Travel Fund application.
Before submitting, please use the following checklist provided to make sure your packet of
materials is complete:
______a. Student Supplemental Travel Application
______b. Notification of acceptance from the sponsoring organization
______c. Materials submitted for conference acceptance (e.g. proposal abstract)
______d. Letter of Support prepared by a sponsoring faculty member overseeing the professional
development activity
______e. An itemized list of anticipated travel expenditures including costs for conference
registration, travel, lodging and meals and/or additional funding sources (if applicable)
______f. Unofficial copy of transcripts stating GPA and current standing in the academic program
______g. Travel request form
3. Students must collaborate with the sponsoring faculty member to complete and submit
application packet. Faculty members will be responsible for submitting the application packet to the
Chairs/Directors. Chairs/Directors will forward the application packet to the Deans Office.
4. Students awarded funds from the Student Supplemental Travel Fund must send a thank you
letter to Dr. Judy Abbott within two weeks after the return briefly describing the professional
development activity, and how the professional development activity enhanced the department,
James I. Perkins College of Education and SFAs reputation. The thank you letter must also include
a discussion stating how the Professional Development activity contributes to future academic
development as a student and upcoming professional within the respective discipline.
Students send a Thank You Letter to:

Dr. Judy Abbott
James I. Perkins College of Education
Stephen F. Austin State University
Nacogdoches, TX
Students must provide a copy of the thank you letter to the department chairs/directors. Failure to
submit a thank you letter will result in ineligibility for funds during future academic semesters.
5. When possible, funding should be acknowledged verbally or in writing at the time of the
presentation. For example, Funding for this presentation was provided in part by the Student
Supplemental Travel Disbursement.
(Need to determine how the student supplemental travel funds will be disbursed prior to
travel of reimbursed after the students return from presenting event.)
6. Applications will be received on a monthly basis and reviewed within two weeks of the
application deadline. Applications are due by the last day of the month two months prior to travel
date (Example: If you are traveling in April, you must turn in your application by the end of
February.) Exceptions may be considered if evidence of late proposal acceptance is provided. Once
the funds are depleted, no further applications will be received or reviewed.
Created: 02/17/15

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STUDENT SUPPLEMENTAL TRAVEL FUND POLICY

The Perkins Professional Development Committee is a subcommittee of the College

a. Formal education courses (e.g. undergraduate and graduate courses)

APPLICATION PROCEDURE FOR STUDENTS:

______a. Student Supplemental Travel Application

______b. Notification of acceptance from the sponsoring organization

______c. Materials submitted for conference acceptance (e.g. proposal abstract)

______g. Travel request form

Students send a Thank You Letter to:

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