UNIVERSITY OF THE WITWATERSRAND, JOHANNESBURG Faculty of Humanities

FUNDS FOR TRAVELLING TO CONFERENCES

1. GENERAL Funds for travelling to conferences (both within the Republic and abroad) are controlled by the Faculty Research Committee. Applications for travel grants to attend conferences may also be supported by financial contributions from the NRF and the South African Medical Research Council (MRC).

2. ELIGIBILITY All full-time members of Academic Staff, including junior lecturers and tutors, are eligible.

Part-time members of the Academic Staff who are employed on a basis of 50% time or more and staff appointed on contract against University-funded posts are also eligible to apply.

Members of Research Units, Institutes, Groups and Programmes may only compete for funds from the Conference Travel Fund, during the first 3 years of their membership of a URC-supported research entity. This dispensation applies only once, even if a person moves from one research entity to another. Other members must explain why they cannot be supported from Institute/Unit or Group/Programme funds.

Members of staff on contract employment, which is funded from external sources, will not normally be supported by the Conference Travel Fund. Travelling support should be included in the funds covering their appointment. In exceptional cases, applications from members of Support Services Staff, who have been invited to read papers at academic conferences will be considered if supported by the Head of the School concerned.

Students are not eligible for support from the Conference Travel Fund. A booklet providing details of the type of support available to students can be obtained from the Financial Aid Office.

Full-time Joint University Staff must apply via their Heads of School who will send the documents on to the Dean. Major/part-time Joint University Staff are eligible to apply provided the time worked is 50% or more.

3. GENERAL RULES AND CONDITIONS Definitions (a) A local conference is one taking place within the boundaries of the Republic of South Africa. (b) A regional conference is one taking place in what might loosely be described as central and southern Africa, i.e. anywhere on the African continent excluding the following states: Algeria, Chad, Egypt, Ethiopia, Libya, Mali, Mauritania, Morocco, Niger, Somalia, South Africa, Sudan, Tunisia and Western Sahara. Madagascar, The Seychelles and Mauritius would be included in the regional conference category. (c) An overseas conference is one taking place anywhere outside categories (a) and (b) above and is sub-divided into three categories for financial purposes as shown below.

Applicants must be presenting papers or posters, or taking some equally significant part in the proceedings of the conference to qualify for support. Applicants who are chairing a session only will not normally be eligible.

Staff who are on unpaid leave should not be eligible for support. Awards are restricted to one author per paper.

A Travel Agent's quotation from Seekers Travel [email protected] must accompany each application.

1 Alternately, travel can be booked on the internet and be paid for with the faculty credit card where the internet quote will result in cost savings of at least 10% from the Seekers quote.Please refer to the Faculty credit card Policy for more details.

Applicants should attach a complete curriculum vitae and list of publications and MA and PhD supervisions completed.

A copy of the invitation and/or conference programme and a letter of acceptance of a paper/poster must be attached to the application.

Applications must reach the Faculty Office by the following closing dates - Cycle 1: 1 February (for funds required from 1 April – 30 June) - Cycle 2: 1 May (for funds required from 1 July – 30 October) - Cycle 3: 1 September (for funds required from 1 November – 30 March ) - Notifications will be forwarded by the end of the following month, viz. - Cycle 1: 28/29February - Cycle 2: 31 May - Cycle 3: 31 September

Conference grants are awarded on a competitive basis to persons who have been accepted as presenters of papers. 80% of conference funding will be earmarked for established staff members; 20% for staff members who have been in the job for less than 3 years or for new researchers or those transferring from other universities.

Criteria  The conference being attended must be of strategic importance to the School  In the case of established staff members, the candidate’s previous research and postgraduate record will be taken into consideration  Preference will be given to those with NRF or other research funds or those with NRF rating

Process In each cycle, the available budget will be allocated pro rata. Account will also be taken of the amount generated by each School and this will be used as a guide to in supporting applications for that School. If there is sufficient funding, and the application meets the first condition, funds will be granted, taking into account each School’s entitlement. However, the nature of research undertaken in the School concerned will be taken into account with allowances being made for those involved in creative work. If there is not sufficient money, then applications will be screened by a Faculty Research Advisor and one reader on the Faculty Research Committee with preference being given to those who meet all of the criteria set out above.

Persons supported from the Conference Travel Fund to attend an overseas, regional or local conference are expected to publish their paper(s), either in refereed conference proceedings or in a reputable journal. Persons who do not do so will enjoy future support from the Fund only in the most exceptional circumstances.

THE FACULTY DOES NOT MAKE RETROSPECTIVE GRANTS UNDER ANY CIRCUMSTANCES.

The Faculty will only release funds for conference travel one month prior to the conference. If the grant is not claimed within 3 months after the end of the conference, the Faculty will withdraw the grant.

2 The Faculty will support a request, if appropriate, to one of the Statutory Councils. If the Statutory Council refuses the request, the Faculty’s support may still be granted. Such applications should accompany Faculty applications where applicable.

4. GRANTS TO ATTEND OVERSEAS CONFERENCES Specific Rules

An individual will not normally be supported more often than once every alternate year.

Generally not more than one member of staff per discipline will be supported for the same conference abroad.

In the event of the recipient of a conference travel grant leaving the service of the University within one year on returning from the conference, the Faculty may require repayment of the grant.

Funding The Faculty may grant eligible applicants an economy airfare, 100% registration fee up to a maximum of R2000, and subsistence of R800 per day (subject to a maximum of two days longer than the conference duration), up to a total maximum of : R15 000.00

The total amounts granted may not exceed the qualifying amount.

Applications to the NRF Members of staff who have had a paper or poster accepted for presentation at a conference abroad may apply to the NRF's Science Liaison Division for financial assistance. Applications must be supported by the Deputy Registrar (Academic and Research) and must reach the NRF at least 3 months prior to the conference date. No applications will be forwarded, or accepted, after that date.

Applications to the MRC In certain circumstances researchers may apply to the MRC for financial assistance to attend scientific meetings abroad. Details regarding eligibility may be obtained from the Division of the Deputy Registrar (Academic and Research) (Extension 71236). Provisional awards may be made, pending acceptance of the paper.

Closing dates for applications are strictly as follows: Local and International Scientific Meetings 6 weeks before meeting Only researchers who receive less than R10 000 operating funds qualify for support.

Applications to Cancer Association of South Africa (CANSA) Applicants who are making some material contribution to a conference can apply on an ad hoc basis, at least 2 months prior to the conference.

Grants will not exceed 50% of the minimum cost of travel and subsistence.

5. GRANTS TO ATTEND REGIONAL CONFERENCES Specific Rules Applicants may qualify for support once a year for both a regional and a local conference.

The other three specific rules listed under Overseas Conferences above apply mutatis mutandis to regional conferences.

Funding

3 The Faculty may grant eligible applicants an economy airfare, 100% registration fee up to a maximum of R800 and subsistence of R400 per day (subject to a maximum of one day longer than the conference duration), up to a total maximum of R6 500.

6. GRANTS TO ATTEND LOCAL CONFERENCES Specific Rules Applicants may qualify for support once a year for both a regional and a local conference.

The number of members of staff from any one school who may be supported in attending a local conference will depend on the size of that discipline, as set out below:

Number in Discipline Number to be supported Between 1-20 2 Between 21-30 3 Between 31-40 4 More than 41 5

Where numbers are in excess of the above, a block grant will be calculated by ratio, considering the number of applicants and the number of staff eligible. For example, if ten academics apply from the a particular discipline and each is eligible for R100, then R700 will be granted to the group. In such cases all applications must be submitted together.

The Faculty will not support more than ten applicants wishing to attend the same local conference, irrespective of disciplinary affiliation.

Funding The extent of support is 100% of the registration fee up to a maximum of R750, plus 75% of travel costs (first class rail fare, lowest regular airfare, or car travel expenses at R1.20/km) plus subsistence costs. Note that where the cost of car travel exceeds the airfare, only the latter amount will be paid.

The subsistence rate is R250/day (subject to a maximum of one day longer than the conference duration).

ALL INCOMPLETE APPLICATIONS WILL BE RETURNED IMMEDIATELY. September 2006

4