Consistent with Georgetown’s commitment to provide an environment that promotes and encourages student development, GU-Q has established the Student Activity Travel Fund (SATF) for undergraduate students enrolled at GU-Q. The SATF enables selected undergraduate students to participate in relevant and meaningful conferences, workshops and/or trainings that are in line with their co-curricular development. Funds are limited and will be awarded through a competitive process.
A. Covered Expenses
- SATF will cover the cost of the conference fee, travel, and accommodation for the duration of the conference, not to exceed $1,500 for an individual or $4,000 for a group/club.
- All expenses will be paid directly by GU-Q. No cash will be given to a student and any unused portion will go back to the pool. Students will need to pay out of pocket for any meals not covered by the conference/activity. Arranging and paying for visas, travel insurance, ground transportation, meals, and other logistical elements are the sole responsibility of the student.
- This fund is available to only undergraduate students enrolled at GU-Q.
- Students who are on academic probation cannot apply for a travel fund.
- Freshmen are not eligible to apply until completion of their first academic year.
- A student may avail this fund only once during their academic career at Georgetown-Qatar for an individual application and once for a group application.
- Volunteer trips are not eligible for travel funds.
C. Process and Deadlines
Student Life will accept and review applications based on the four deadlines listed in the Table below. The budget will be spent until exhausted for the fiscal year (1 July to 30 June). Applications must be submitted at least 3 weeks prior to the intended date of departure.
- For travel starting between October 15 and December 31, the deadline is September 15
- For travel starting between January 1 and April 14, the deadline is November 15
- For travel starting between April 15 and June 30, the deadline is March 15
- For travel starting between July 1 and October 14, the deadline is May 15
Applications will be reviewed on the following basis:
- Demonstrated previous experience organizing on campus in subjects related to the request for travel.
- Clear plan of action on how the student will contribute to the community upon their return to campus.
- Reasonable justification for use of University funds.
- Alignment with policies mentioned in this document.
- In cases where several applications are received in the same round, applications will be ranked by merit in relation to other applications submitted for that round.
- All applicants will be reviewed for viability and safety issues during the selection process.
Step 1: Applicants should submit:
- SATF Application Form – available on Google form
- Estimated budget. Budget lines cannot be added after a proposal is approved.
- Link to the program/conference website
- Copy of any invitation or acceptance to the program/conference, if applicable.
Step 2: Applications are reviewed by the Student Life Review Board (SLRB) and are approved/rejected within 5 business days of the 4 SATF deadlines.
Step 3: If the application is approved, the SLRB will notify recipients and cc Eman Thowfeek (for GU Abroad) and Afsha Kohli (for Operations & Logistics).
Step 4: Recipient replies to Eman and Afsha within 3 days of receiving notification in order to comply with the travel booking policy and main campus student travel policies. Students should not book any covered items directly.
Step 5: Students should provide emergency contacts/ or any other requested documents in a timely manner.
Step 6: Students are expected to report, as requested, a day before they depart, during, and after the activity.
D. Terms & Conditions
Class Attendance: Conference attendance, according to the official GU-Qatar attendance policy statement, is not in the list of legitimate reasons for an excused absence from classes. It is essential, therefore, that Fund applicants consult their instructors in advance of application. Students are highly encouraged to look for conferences that take place in the spring, summer or winter breaks. Approval of a SATF request does not equate to an excused absence from class.
Group Travel: For group bookings to conferences, trainings or competitions, the primary applicant can apply for slots. Any selection of the student or staff participants will be done in conjunction with the Office of Student Life. Group travel is defined as three (3) or more students going to the same conference or activity.
Chaperone: Based on University student travel policies, the SLRB may assign a staff a chaperone to the group travel. The cost of the chaperone’s attendance will come from the SATF but will not impact the amount allocated to the associated student travel request. The University is not obligated to provide a chaperone.