Student Conference Travel Guidance

Approval, funding, timing, and safety requirements for JSSOM students planning to present at domestic or international conferences.

Important: Do not purchase airfare, register for a conference, or make other nonrefundable travel arrangements until all required institutional approvals have been obtained.

Before You Begin

Students must secure the appropriate academic and institutional approvals before requesting funding or making travel commitments.

  1. Obtain course or clerkship approval.
    Contact your course or clerkship director first.
  2. Review the absence policy.
    Confirm that the requested absence meets applicable requirements.
  3. Submit the required request.
    Allow enough time for academic, funding, and institutional review.
  4. Wait for approval.
    Do not make nonrefundable purchases before approval is complete.

JSSOM Conference Travel Funds

Up to $500

Available to support JSSOM students presenting a poster or oral presentation at a domestic conference.

  • Domestic travel only
  • Presentation must be a poster or oral presentation
  • Course or clerkship director approval is required first

Travel Approval Requirements

Domestic Conference Travel

  • Students must provide documentation through the Absence Request Form:
    • Proof of acceptance to the conference — such as an official conference acceptance or invitation letter confirming that you have been accepted to present.
    • Letter of support from your faculty research mentor confirming their knowledge of the scientific publication and support for your conference participation.
  • Follow the JSSOM Absence Policy for excused absences.
  • Submit requests within a 3-6 week window to allow time for review and processing.
  • Apply for conference travel funds using the designated funding form.
  • Funding will not be granted without prior approval from the course or clerkship director.

International Conference Travel

NOTICE: International Travel is currently placed on hold until further notice.

  • International travel is subject to a rigorous institutional review and approval process that may take up to 12 weeks.
  • Begin the process as early as possible and review all applicable requirements through the Office of the Provost – Global Operations.
  • Submit the travel request with at least six weeks' notice and include the conference itinerary or brochure.
  • Travel must be approved, or reapproved when applicable, by the IOC and the President.
  • International travelers are expected to enroll in the Smart Traveler Enrollment Program (STEP).
  • Student travelers, residents, postdoctoral fellows, and travelers going to an area with a Level 2 or higher travel advisory must enroll in STEP in addition to On Call International.

International funding note: JSSOM Conference Travel Funds are limited to domestic travel. Students seeking support for international travel related to Global Health presentations should contact Kimberly Turner at kimturn@utmb.edu.

Resources

Frequently Asked Questions

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  • What documentation is required to request an absence for domestic conference travel?

    For conference travel within the contiguous United States*, students must provide the following documentation through the Absence Request Form portal:

    • Proof of acceptance to the conference — such as an official conference acceptance or invitation letter confirming that you have been accepted to present.
    • Letter of support from your faculty research mentor confirming their knowledge of the scientific publication and support for your conference participation.

    Both documents must be uploaded with your absence request. Students should not purchase airfare, reserve lodging, or make other travel arrangements until their absence from class has been approved and they have received permission to travel.

    * Contiguous United States excludes Hawaii and Alaska

  • Who should I contact first about attending a conference?

    Contact your course or clerkship director first. Their approval is required before you request an excused absence or apply for JSSOM conference travel funds.

  • How far in advance should I submit a domestic travel request?

    Domestic requests should be submitted within a 3-6 week window to allow sufficient time for approval and processing.

  • How far in advance should I begin an international travel request?

    Begin as early as possible. The institutional approval process may take up to 12 weeks, and the travel request must be submitted with at least six weeks' notice.

  • Can I purchase airfare or register before approval is complete?

    No. Students should not purchase airfare, register for a conference, or make other nonrefundable arrangements until all required institutional approvals have been obtained.

  • Who is eligible for JSSOM Conference Travel Funds?

    JSSOM students presenting a poster or oral presentation at a domestic conference may be eligible for up to $500, provided they have obtained the required prior approval.

  • Are JSSOM Conference Travel Funds available for international conferences?

    No. These funds are designated for domestic travel only. Students presenting Global Health work internationally should contact Kimberley Turner for information about other potential funding and requirements.

  • What documents are required for an international travel request?

    The request must include the conference itinerary or brochure. Students must also complete all applicable institutional travel requirements.

  • What is STEP, and who must enroll?

    STEP is the U.S. Department of State's Smart Traveler Enrollment Program. It allows U.S. citizens and nationals traveling or living abroad to register their trip with the nearest U.S. Embassy or Consulate and receive safety alerts. International student travelers are expected to enroll. Those traveling to an area with a Level 2 or higher advisory must also enroll in On Call International.

  • How can I tell whether a conference may be predatory?

    Carefully evaluate the conference organizer, peer-review process, speakers, fees, and publication claims. The UTMB Library provides guidance on identifying potentially predatory conferences.

  • Does course or clerkship approval guarantee funding?

    No. Course or clerkship approval is required before a funding request can be considered, but it does not by itself guarantee that funds will be awarded.