Administrative Policy for School of Architecture Independent Student Travel Scholarships

Mike and Maxine K. Mebane Endowed Traveling Scholarship in Architecture

William H. Emis III Traveling Scholarship in Architecture

Blake Alexander Traveling Student Fellowship in Architecture

Veselka Graduate Research Travel Endowment

Independent Student Travel Scholarships are available for travel for the purposes of independent study or advanced research. These scholarships are competitively awarded to students from any program in the school who need to travel to conduct research for a thesis, professional report, or seminal design project. Most of the funds are earmarked for international travel only and may be awarded to graduate or undergraduate students. Additionally, some funds are available for domestic travel, but those funds can only be awarded to graduate students.

These scholarships are offered every academic year for travel within the academic year only (September 1st to August 31st).

These scholarships are solely for independent student research and are not available for participation in the official study abroad programs organized by faculty members such as Study in Italy, Studio Mexico, etc.

1.0 Scholarship Application Process

1.1. Call for Applications is posted at the end of the Fall Semester.

Students are notified via e-mail when the travel scholarship application [pdf] will be available online. Students must submit a completed application form, a project description of no more than two pages, and a one-page resume summarizing their qualifications as hard copies as well as electronically (e-mail to Graduate Coordinator).

1.2. Deadline for Applications is by the end of January.

A committee of faculty members evaluates the applications and ranks them based on their merit. The committee then recommends how to distribute the funds available among the best applications. Given the limited funding available, most awards cover only a portion of the student's total travel costs. The committee periodically conducts policy review meetings to which student representatives are invited.

Note: Travel scholarships may be applied to travel that has already occurred in the fall or at the beginning of the spring semester. Awards for completed travel require the same submittal of application materials as for future travel.

1.3. The Scholarship Coordinator notifies students of the recommendations of the committee by the end of February.

In order to receive the scholarship, students must agree to provide a one-page report of their trip no later than September 15 of the following academic year as well as proof of travel upon their return. Scholarship recipients need to write thank-you notes to the donors of the awards to be eligible for their award. Students traveling internationally are also asked to attend the annual study abroad fair following their trip to share their experiences. If possible, a poster board with images 24x36 is recommended with highlights of their travels. On a case by case basis, students may also be asked to take and provide images with the proper documentation for the Visual Resources Collection.

2.0 Possible Additional Funds

Students are strongly encouraged to apply for travel scholarships through the committee within the timeline outlined above, as the committee awards the majority of the school's travel funds. However, if funding levels permit, additional travel scholarships may be awarded at other times in the academic year to assist individual students in financing (mostly international) travel to conduct independent study or advanced research. In such a situation, students should follow the same process and adhere to the same conditions stated above. These proposals are accepted electronically (e-mail to Graduate Coordinator) at any time during the year and are usually reviewed on a monthly basis. We ask that all proposals be submitted electronically. Once reviewed, the School of Architecture may award a scholarship to subsidize the students' travel.

3.0 Disbursement of Funds

3.1 Upon approval of a student's proposal and after submitting a request to the Scholarship Coordinator, one-half of the scholarship will be disbursed to assist with costs associated with the endeavor. The remaining funds will be disbursed once the student presents proof of travel to the Scholarship Coordinator. Proof of travel can include a boarding pass, a paid airline receipt, or other documentation that verifies that the student has purchased the airplane ticket or has already made the proposed trip. The second payment will not be made without proof of travel.

3.2 Each student must set up direct deposit with the University in order to receive any scholarship funds from the School of Architecture.

To set up your payments for direct deposit, please go to My Bank Info in UTDirect:
https://utdirect.utexas.edu/acct/rec/weft/webEFT_info.WBX. While there, fill in the relevant information under "Electronic Fund Transfer (EFT) Information," and click "I Authorize" at the bottom of the page.

Please note that there is a new scholarship FAQ for students that addresses this and other questions: http://www.utexas.edu/business/accounting/scholarships/student_faq.html.

4.0 Enrollment Requirements

Eligibility for a scholarship award must be dependent upon a student's registration for a course that ties his or her travels to their studies. Scholarship payments cannot be made to students who are not enrolled in the school. Exceptions to this requirement must be presented to the Scholarship Coordinator to evaluate. In no case may student travel awards be disbursed after a student's graduation.

5.0 Change to Proposed Trip and Timetable

If a student needs to change the proposed travel plans as approved in his or her application, he or she must notify the Scholarship Coordinator and the Chair of the Travel Scholarship Committee in advance of undertaking any travel. The proposed changes must be approved by the Scholarship Coordinator before any travel can occur. Students who do not undertake their proposed trip within the proposed time must return the funds disbursed to them, unless changes to their travel plans have been pre-approved.

6.0 University Requirements Regarding Study Abroad

6.1 Please refer to the website of the University's Center for Global Educational Opportunities for university requirements and assistance regarding travel abroad. C-GEO offers valuable safety and financial information, including information about international health insurance. The School of Architecture also has a Student Travel Policy which has to be adhered to by all students who receive university funds for travel.

6.2 Please contact the Scholarship Coordinator if you have any questions about School of Architecture travel scholarships.