Medical Scholars Travel Program Overview 11/20/2013

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

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 (found on website) 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 Travel budget must be included with your proposal IRB/APLAC approval may be required from both sites Recommended deadline for summer is January 15th

I Got the Award! Now What? Before you travel: Travel Checklist (closing slides) 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 pass Student Travel Certificate Signed by your SU mentor

New in 2014 NOTE: As always, MedScholars reimburses for direct travel to/from site. NEW: Indirect travel to research site must be reviewed prior to travel! Contact MS Program Coordinator prior to booking any travel.

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!

More info Joan MeneesMara Violanti

International Traveling Scholars Requirements Checklist  Check to see if project will require travel to a country on the State Department’s Current Travel Warning list (  YES - Travel Waiver attached (  Mentor contact information (name, title, institution, address, telephone, , fax) in proposal (following bibliography)  Facilities and resources identified that are required at the project site to complete the project (office, clinic, or laboratory space, research equipment, library facilities, computing equipment, internet connectivity, telephones or other communications equipment, or other resources).  Describe the infrastructure available to you at the site, and its ability to provide the needed resources.  Describe how you will provide for resources that you will need but that may not be already available on site.  Situations identified in which the project will involve work in languages other than English (literature in other languages, the use of data or other research resources that are maintained in other languages, development of questionnaires or other research tools in other languages, or other situations).  Identify the means that you will use to facilitate work in other languages. continued

International Traveling Scholars Requirements Checklist  Provide a budget for your travel expenses to/from your site and other applicable expenses (visas, etc) that can be reimbursed from your $2,500 supplemental travel allocation. Note: indirect travel to research site must be approved prior to travel.  Travel medical consultation with Dr. Priya Rajogopal. (The MedScholars Program Coordinator will make arrangements for your appointment.)  Submit the following information (to MS program), including:  Expected residence address  Telephone numbers (home, lab)  if different from Stanford .  At least one US-based emergency contact person and their contact information (phone/address/ )  The location and contact information of the U.S. embassy or consulate nearest to project location (consult:  Confirmation evacuation/emergency medical coverage. (This is included in Cardinal Care. You may have to purchase it separately if you waived Cardinal Care.)  description of travel plans to and from the site, including air and ground transportation information as appropriate.  Confirmation of registration of travel with the U.S. Department of State (  Confirmation of registration of travel on Stanford University’s International Travel Assistance Program – International SOS ( continued

International Traveling Scholars Requirements Checklist  Submit to the MS program - within 30 days following the completion of travel - an itemized list of expenses including:  Your name, student ID number and address  The receipts in date order  Student Travel Certificate, signed by your mentor  Boarding passes (or misc. receipts proving you were at the travel location, such as restaurants, etc.)