Student Travel Policy

UF-COM Medical Student Meeting Travel Support

UF COM students are encouraged to present their research at conferences as part of their scholarly work and to represent the school in leadership capacities.  Student’s research mentors are expected to provide support for students who conduct research under their guidance to attend the meetings.  In the event that mentors or student organizations do not have resources to cover their expenses, students may request assistance from the Office of Educational Affairs. The following expectations must be met before requesting funding.


CRITERIA:

To be considered for funding the following MUST be met:

  1.  Conference/Meeting must take place in the United States
  2. Research being presented must have been conducted while in medical school.
  3.  The student must be listed as first-author on paper/poster/abstract.
  4. If you are a national officer of a student organization, there must be no other funds sources for travel.
  5. You must be in good academic standing.  Students on a leave of absence are not eligible for funding.

 

Expectation of Students:


Students are expected to contribute to their travel costs.

 

Funding Availability and Notification:


While costs do vary, in general, funding is available for one trip per student not to exceed $500. This is only available once during your academic tenure to insure availability of funds for more students.  Students can expect a response from the COM within 2 weeks of their submitted request.

 

What is REIMBURSED:
We will support travel, registration and hotel expenses (2 nights max). The COM will not fund food, entertainment, or alcohol.

 

Information to be submitted for funding approval:

Submit the Funds Request Form 6.29.11 (includes meeting date and location)
- This form can either be email to Jo Drumheller (jodrum@ufl.edu) or hand-delivered to The Office of Educational Affairs (Room M-134)

Submit the Title, authors and electronic copy of abstract and/or poster.

Faculty mentor endorsement.

What happens after funding is approved:


Is your trip related to a Student Organization?

 

If you answered YES to the question above, then follow the process below.

The Office of Educational Affairs (OEA) will send you an email letting you know that your funding has been approved and we will copy the Student Organization President and the Medical College Council (MCC) treasurer so that they are aware of the funding.

  1. OEA will request a donation to be made to your student organization and a check will be deposited at Student Government (SG) with your name and conference information on it.
  2. You will work through SG and MCC to set up your travel and get reimbursed.

 

If you answered No to the question above, then follow the process below.

  1.  The Office of Educational Affairs (OEA) will send you an email letting you know that your funding has been approved.  We will work with you to put together a travel authorization.
  2. Once the authorization is complete, we will work with you on getting your airlines and/or registration purchased.
  3. Turn in your receipts to the OEA office and we will submit a reimbursement for you (if applicable).