SHASS Diversity Fund Policies and Procedures
   

All tenure-track and tenured faculty members are eligible for reimbursement for the cost of attending one conference per fiscal year (July 1 - June 30) through the SHASS Diversity Fund.  Visiting faculty members are not eligible.

Below are the guidelines:

  1. The conference or meeting must be sponsored by a professional society, or organizations supporting diversity in higher education within the applicant’s discipline.

  2. The faculty member is expected to provide a brief report (1-2 pages) afterwards about the program/conference, especially any ideas that emerge that might enhance diversity recruiting and retention in SHASS.

  3. Prior approval must be obtained from the faculty member’s department headquarters (either the department head or administrative officer).   Departments then forward approved requests to SHASS Associate Dean with a copy to SHASS Financial Assistant.

  4. Retroactive approval for travel expenses is not allowed.

  5. Unused trips in given years cannot be “carried forward” to subsequent years.

  6. Reimbursement is available up to $2,000 toward airfare/transportation expenses, lodging, and the cost of the diversity conference/event.  If a trip includes an additional stop for purposes other than the conference and the cost of the airfare is increased because of this, the traveler will be expected to cover the difference in airfare from another source.

To apply for SHASS Diversity Fund support:

  1. The faculty member must fill out the SHASS Diversity Fund Request Form, describing the conference and the nature of his/her participation, and indicating the name of the professional society sponsoring the conference or organizations supporting diversity in higher education within the applicant’s discipline.

  2. The request form must be submitted to department headquarters for approval and then forwarded to SHASS Associate Dean with a copy to SHASS Financial Assistant.  A signed copy of the request form will be returned to the traveler and to the administrative officer.

If travel arrangements are made through an MIT partner travel agency, airline tickets may be charged directly to the SHASS Diversity Fund (account 1484713) after the trip has been approved by the department and the Dean’s office.

Upon completion of the trip, a travel voucher must be completed through the MIT concur travel system. If there are expenses on the voucher that will not be covered by the SHASS Diversity Fund, additional account numbers should be provided with appropriate amounts to be charged.