Student S Application for Approval of Overseas Fieldwork Expenses

FIELDWORK FUNDING

Overview of Fieldwork Funding

PhD students may apply for funding to help cover the costs of fieldwork taking place during terms of 'Working Away'. Allowable claims are research-related costs that exceed those that you would ordinarily meet if staying in Cambridge e.g. travel costs; research related costs; exceptional living costs. All travel and accommodation costs should be by the most economical means.

Guidelines for Fieldwork Funding Claims

 Students must be within the fee paying period of their course.  Students may apply for up to £1000 during the terms of 'Working Away', if this amount can be shown to be required to contribute to complete the fieldwork successfully.  Students may claim for UK or international fieldwork costs, language learning, or visits to other institutions.  Students will be required to state their source of funding and should approach their sponsors in the first instance to apply for research costs. Students with sponsorship that includes adequate resources for fieldwork expenses are excluded.  Students must apply in advance providing details of the proposed fieldwork and a breakdown of the exact costs involved.  Allowable expenses: research-related costs that exceed those that the student would ordinarily meet if staying in Cambridge e.g. tuition fees payable at another institution; travel costs; research related costs; exceptional living costs.  Disallowed/queried expenses: car purchase, laptop purchase, conference fees or related expenses, exceptional medical expenses.  If for any reason the fieldwork is abandoned or is unsuccessful and the student returns to Cambridge early, the student must inform the IoC to allow us to recover the fieldwork allowance, less any reasonable expenditure already incurred. This also applies if a student withdraws from study during the period of fieldwork claim.  Some students may have access to other fieldwork funds (e.g. AHRC/ESRC or Department-specific funding). Students are permitted to apply for more than one source of funding (in fact, this is encouraged), but may not receive funds for the same expenses from different sources. It is the responsibility of the student to inform the Graduate Office if they have received offers of other funding.  Your application for Working Away must be approved before funding decisions are made.

Applying for Fieldwork Funding

To apply, please complete the following documents:

- IoC Fieldwork Funding Application Form, - Supervisor support statement - Risk Assessment signed by your supervisor - Ethics Approval

Forms should be sent to your Graduate Administrator ([email protected]). Please also apply on your CamSIS self-service page (further information are available at http://www.cambridgestudents.cam.ac.uk/your-course/graduate-study/your-student-status/leave-work- away-cambridge )

Deadlines

Application should be sent by the last day of each term (Friday 2 December 16, Friday 17 March 16 and Friday 16 June) Decisions

Decisions are made by the Fieldwork Funding Committee. The Graduate Office will aim to communicate decisions within 2/4 weeks of each deadline (but please note that we cannot release any funds until after your Working Away application has been approved). Fieldwork Funds are limited and therefore we cannot guarantee that any claim will be paid in full. On many occasions we may only be able to offer partial funding.

Questions

If you have any questions, please contact the Departmental Administrator at [email protected] or the graduate administrator at [email protected]

APPLICATION FORM FOR FIELDWORK FUNDS

If you wish to apply for funding in order to complete fieldwork, please return this form by the division of term preceding the term during which you intend to be working away from Cambridge. PhD students in Criminology should return their form to ([email protected]), Institute of Criminology.

Please note: 1. Applications must be made IN ADVANCE of fieldwork taking place during terms of ‘Leave to Work Away’. 2. Students must provide details of the proposed fieldwork and a breakdown of the anticipated costs involved. 3. Students may claim for UK or international fieldwork costs, language learning, visits to other institutions. You can apply for expenses of the type identified in section 3 below, that are in addition to your normal living costs (See Section 3 for guidance) 4. Payments are made following production of receipted expenditure. 5. If for any reason the fieldwork is abandoned or is unsuccessful and the student returns to Cambridge early, the student must inform the Institute of Criminology to allow it to recover the fieldwork allowance, less any reasonable expenditure already incurred. The Institute of Criminology will also seek to recover funds if a student withdraws from study during the period of fieldwork claim, or is in debt to their College.

Exclusions  Self-funded students cannot apply for basic ‘maintenance’ costs as they are expected to meet those costs normally at Cambridge  Students registered at an approved non-university Institution (NUI) cannot apply for assistance from this fieldwork fund  Students participating in an approved exchange agreement where there is a period spent at another institution and fees are waived at Cambridge (e.g. A*, NIH) cannot apply for assistance from this fieldwork fund  Students with sponsorship that includes adequate resources for fieldwork expenses are not eligible to apply for these funds.

1 PERSONAL DETAILS

Surname, Forename

Course of study

Admit term (must be on/after MT 2010)

Faculty/ Department

E-mail address (for correspondence)

2 CURRENT SOURCE OF FUNDING AND FEE LIABILITY You are required to state your source of funding and should approach your sponsor in the first instance to apply for research costs. The amount of the fieldwork claim should not normally exceed 80% of the amount of University Composition Fee paid during terms of ‘leave to work away’ in question.

Fee status (i.e. Home/EU, Overseas) Total University fees to be paid during terms of LTWA (£) Total amount requested in this application (£) As a % of University fees payable

Who pays your fees? Sponsor / Self-funded

If you have a sponsor, do they provide funds for research expenses? If yes, have you applied and been successful? Funding gained from other sources: Name of Funding Body + Amount (£) 3 DETAILS OF TRIP (add more lines if necessary) Allowable items are research-related costs that exceed those that you would ordinarily meet if staying in Cambridge e.g. tuition fees payable at another institution; travel costs; research-related costs; health insurance, exceptional living costs. All travel and accommodation costs should be by the most economical means.

Date from Date to Country/countries to be visited Fieldwork expense Cost A (£) Normal cost at Cost in addition to type (i.e. travel) Cambridge B (if normal costs in applicable) (£) Cambridge (A–B) £ £ £ £ £ Total £

4 DESCRIPTION OF THE FIELDWORK TRIP (500 words max)

Electronic signatures are acceptable Signature of student: Date: 5 STATEMENT OF SUPPORT AND APPROVAL FROM SUPERVISOR (Supervisors are requested to provide a statement of support to enable the Funding Committee to determine the appropriateness and feasibility of the proposed fieldwork activity – please add separate leaflet if necessary)

Electronic signatures are acceptable Signature of supervisor: Date:

Supervisor’s Name (block letters)

Documents to be submitted with this form:

Supervisor support statement

Risk Assessment signed by your supervisor

Ethics Approval

FOR INSTITUTE OF CRIMINOLOGY USE ONLY:

Approval:

Cost approved:

Assessed by:......

Date:......

Authorised by:......

Date:......