Medical Scholars Travel Program Overview 11/13/14

Agenda General overview Funding What’s covered Finding a project What’s different with travel projects Getting ready Reimbursements Student panel

MedScholars Program On-campus (“resident” & “medical scientist”) For research conducted at Stanford Traveling Scholars Away Scholars Fellowship supplements Introduced in 1980, and substantially expanded over time Offers several award types Provides support for tuition and stipend Supports students for research projects with Stanford mentors Scholarly Concentration projects Other research projects BOTH SC and other projects

MedScholars Program On-campus (“resident” & “medical scientist”) For research conducted away from Stanford, primarily overseas provides $2500 additional travel support Traveling Scholars Away Scholars Fellowship supplements Introduced in 1980, and substantially expanded over time Offers several award types Provides support for tuition and stipend Supports students for research projects with Stanford mentors Scholarly Concentration projects Other research projects BOTH SC and other projects

MedScholars Program On-campus (“resident” & “medical scientist”) For less common projects at other U.S. institutions, for specific reasons Traveling Scholars Away Scholars Fellowship supplements Introduced in 1980, and substantially expanded over time Offers several award types Provides support for tuition and stipend Supports students for research projects with Stanford mentors Scholarly Concentration projects Other research projects BOTH SC and other projects

MedScholars Program On-campus (“resident” & “medical scientist”) For students receiving significant outside fellowships (e.g. HHMI), to ensure funding comparable to other MedScholars Traveling Scholars Away Scholars Fellowship supplements Awards can be pro-rated in quarter FTE increments Introduced in 1980, and substantially expanded over time Offers several award types Provides support for tuition and stipend Supports students for research projects with Stanford mentors Scholarly Concentration projects Other research projects BOTH SC and other projects

Funding % EffortTuition Charged MedScholars Pays (Total) Tuition Covered Stipend 100%$3,266$10,866$3,266$7,600 75%$16,333$8,150$0$8,150 50%$16,333$5,433$0$5,433 25%$16,333$2,716$0$2,716 In addition, Travel Scholars are eligible for up to $2500 Things to consider:  Tuition & Stipend gets released at beginning of quarter  Travel costs are reimbursed once travel has been completed % EffortTuition Charged MedScholars Pays (Total) Tuition Covered Stipend 100%$3,380$11,200$3,380$7,820 75%$16,905$8,400$0$8,400 50%$16,905$5,600$0$5,600 25%$16,905$2,800$0$2,800

A few Provisos and Addendums MedScholars funds research projects Not other things like community outreach, language learning, taking interesting classes, etc. MedScholars funds your time Not other things like staff or lab equipment You can get up to 5 quarters of full-time support Projects must be done with a Stanford faculty advisor Projects at other U.S. universities are seldom funded

Finding a Project FIND your mentor/project Network with your peers Utilize Project Guide (sent via ) Talk to SC Directors- especially from Global Health Read your s Review MS website for updates:

How it Works…the next seven steps DRAFT your proposal ( 30+ days out of deadline ) SUBMIT your proposal AND any protocols ( by deadline ) SELECTION of projects ( one month after deadline ) WORK on project as proposed GET FUNDING! COMPLETE project ( w/in 6 mths after last quarter of funding )

What’s Different With a Travel Project? Research takes place at destinations outside the U.S. Projects involving cross-cultural experiences. Student is eligible for up to $2500 in travel costs in addition to regular MS funding

What’s Different With a Travel Project? (Continued) Travel projects require an on-site mentor in addition to your Stanford mentor Letter of support required from both mentors Travel budget must be included with your proposal IRB/APLAC approval may be required from both sites Recommended deadline for summer is January 14th

I Got the Award! Now What? Before you travel: Travel Checklist Medical consultation Vaccines/medications Protocols in place Enrolled in 18 units of 370 under your SU mentor’s name Funding released!

When You Return To be reimbursed, submit within 30 days: Your name, student ID number & address Itemized list of expenses with dates Travel allowance does not cover food/lodging Receipts Boarding passes Student Travel Certificate Signed by your SU mentor

NOTE! MedScholars reimburses for direct travel to/from site. Indirect travel to research site must be reviewed prior to travel! Indirect Routes — If, for other than University business, the traveler takes an indirect route or interrupts a direct route, payment for air fare will be at either the actual charge or the charge that would have been incurred by traveling the direct route by the most economical means, whichever is less. The charge that would have been incurred for a direct route must be documented, at the time of booking the actual flight, with a printout from Stanford’s online booking tool, and a copy of the printout included with the iOU expense report. Contact MS Program prior to booking any travel! Travel to Ebola areas are discouraged.

Tips & Tricks For Success! Start your draft early! Do not wait to submit for faculty review until the day of the deadline! Deadline is at 6:00pm, not midnight! YOU still need to submit for MS review after your mentor approves the proposal! Don’t forget protocols and co-mentor’s letters are due by the deadline! COMMUNICATE!

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