If you are planning to travel with undergraduate students to an academic conference, there may be funding resources available through your institution.

Where to Start

A good first step is to search your university’s website using keywords such as:

• Undergraduate Research
• Undergraduate Travel Funding
• Applied Learning
• Signature Experiences
• Professional Development
• Undergraduate Engagement
• Center for Engaged Learning
• Honor’s College
• Undergraduate Fellowships, Scholarships, Awards, or Opportunities

Most Texas universities have a dedicated office that supports undergraduate research and experiential learning. These offices often provide travel grants or can guide students and faculty through the application process. Keep in mind that undergraduate and graduate student funding often come from different offices and accounts.

Examples:

• UT System Schools: Office of Undergraduate Research (OUR)
• Texas State University: Undergraduate Research Initiatives
• Wayland Baptist University: Applied Learning
• Baylor: Office of Engaged Learning
• Texas Christian University: AddRan College of Liberal Arts Funding and R1 Initiative Grants
• Sam Houston State University: Office of Research and Sponsored Programs (ORSP)
• Texas Tech University: CALUE – Center for Active Learning and Undergraduate Engagement

Departmental and College Support

Even if you are seeking funds outside the department, an essential step is to speak with your department chair or school director early in the planning process. They can provide guidance on available departmental, school-level, or college-level funds and advise on how best to combine funding sources.

Depending on how undergraduates participate—such as presenting research or attending as audience members—different funding streams may be available for:

• Conference registration
• Travel
• Lodging
• Meals

In many cases, funding can be combined. For example, an Office of Undergraduate Research might support travel costs, while the department or school covers lodging or per diem expenses.

Important Considerations

• Graduate vs. undergraduate funding: Many institutions maintain separate funding pools. Do not assume travel policies or funding structures are the same for all students.
• Travel logistics: Some travel methods may require additional approvals or forms. Ask whether it matters if you are:
  • Driving a personal vehicle
  • Renting a car
  • Using a university vehicle
  • Traveling separately from students
    Air travel often requires early approval, and in many cases the university must purchase the ticket directly rather than reimbursing afterward.
• Deadlines: Most funding opportunities have firm deadlines. If you miss one, check with your chair or dean, there may be discretionary funds available for special circumstances.
• Written requests: It is helpful to prepare a brief letter requesting funds that explains:
  • The educational benefit for the student
  • The professional benefit for the faculty mentor
  • The broader value to the department and university
  • A clear, itemized budget
  • A sample letter is provided here.
• Checklists: Ask whether your institution, college, or department has a travel checklist. Many universities maintain general travel checklists online, and some departments have additional requirements. Helpful tip: speak with ensemble directors! They travel often with students and likely know all the steps and forms!

Budget-Friendly Travel Tips

• If hotel costs exceed your student travel budget, consider reaching out to the Student Liaison or local conference host to ask whether local students are willing to host visiting undergraduates.
• Cost-saving options may include shared hotel rooms, Airbnbs, or other group accommodations.
• You may also contact the TSMT President, Student Liaison, or local host for guidance.

Share the Success

Don’t forget to amplify the impact of your work. Consider coordinating with your department or university communications team to share:

• A short newsletter feature
• A social media post
• Photos of students attending sessions, viewing posters, or engaging with scholars

This kind of positive visibility benefits the student, highlights faculty mentorship, and showcases the institution’s commitment to undergraduate research and professional development.