American Astronomical Society

I am going to an IAU symposium that is not being held in conjunction with a General Assembly, should I check the IAU GA Box?

No. The ITG Application form is a comprehensive form for the ITG program. The General Assembly (or GA) only occurs every three years. If you are attending an IAU sponsored meeting, or any other meeting, simply write the title and dates on the lines below the General Assembly check box.

Can I use the AAS Travel Grant to attend an AAS Meeting?

No. Fund from the grant, cannot be used to fund travel to any AAS or AAS Division meeting, whether held internationally or in the United States.

What does the ITG program fund?

The program funds travel to international scientific meetings. Usually, funding is limited to round-trip coach-class airfare between the applicants' home institution and the airport closest to the meeting. Some exceptions for necessary ground transportation are possible.

What are the requirements?

You must hold a doctorate in astronomy, or closely related science and work at a US institution. Some possibility for funding graduate student travel does exist. Applications from students not yet done with their Ph.D. should be accompanied by an advisor recommendation letter. You also must be traveling to an international scientific meeting and your application must be approved by the ITG committee.

How often can I apply?

As often as you like, but you can only receive one travel grant per year, except in years in which an IAU General Assembly takes place when you can apply once for funds to travel to the IAU GA and once to another meeting. So, in IAU years only, you may receive two grants, one for the IAU General Assembly and one for another meeting.

How do I apply?

Download an application form from the AAS International Travel Grant webpage, fill it out, and return it to the AAS.

When are the deadlines?

Please see the main ITG webpage for the current deadlines.

How long does it take to get funding?

About one month after the proposal deadline a check will be mailed to grant recipients. If you need funds more quickly, some exceptions can be made and expedited check delivery carried out.

Do I have to account for my spending?

Yes. You must turn in a brief description of the meeting you attended (usually one page or less) highlighting the benefit of your attendance. You must also provide receipts and air ticket coupons to prove you completed travel to the meeting.

What if I want to do additional travel before or after the meeting?

The program will only fund travel to one international scientific meeting per person per year plus attendance at the IAU General Assembly. In other words, when there is an IAU GA, you may apply for two trips, one to the GA and one elsewhere. When there is no IAU GA, you may only request funding to one international meeting. However, if some meetings occur close in time, the traveler may attend multiple meetings on one travel grant as long as the ITG funds are used only for two international travel legs ('there' and 'back' only. Not between meetings and not between overseas locations). If you have specific questions, please contact Kevin Marvel.

Hey, I gotta eat!

The program only funds round-trip, coach-class airfare to the meeting; it does not provide additional funds for living expenses or lodging.

What does my final report have to contain?

Your final report must contain a brief summary of the meeting you attended including a description of your participation and the benefits the meeting had for you professionally. Further, you should include the air coupons or some other form of proof that you completed the travel along with any receipts.

Where do I send my final report?

Please send your final report to the AAS Executive Office, 2000 Florida Avenue, NW, Suite 400, Washington, DC 20009

What if my ticket was less than my grant amount?

Unless you receive prior approval, you must return any unspent portion of your grant. Please make checks payable to the American Astronomical Society and attach your check to the front of your final report.

What if my ticket was more than my grant amount?

Unless you have prior approval for a higher ticket amount, you must pay for the remaining balance from your own money.

How should I acknowledge the AAS Travel Grant in a publication?

A simple acknowledgement is adequate. For example: "I acknowledge the support of the American Astronomical Society and the National Science Foundation in the form of an International Travel Grant, which enabled me to attend this conference."

What should the advisor recommendation/reference letter contain?

The letter from your advisor needs to make clear to the committee why it is beneficial both to you personally as a graduate student and to the broader astronomical community that you attend the meeting in question. Letters should be no longer than one or two pages.

If you have additional questions, please mail them to Kevin Marvel.