About this policy
Policy contact:
Date of last update:
06/04/2018
Policy statement
These guidelines were created to help support faculty on trips which in part promote the school and recruit PhD students.
All faculty are encouraged to include slides promoting Luddy in conference talks, colloquia, etc. Sample slides are available as a starting point for customization:
https://iu.box.com/s/y48q2592pc1k4u73lvx72yhpss1v03fx
Faculty are encouraged to notify their chairs when they promote SICE in talks, to help chairs on planning promotional strategies and to enable department and
school recognition of those who publicize the school. Faculty interested in more extensive activities should discuss plans with their chairs in advance, to ensure
that their plans fit department/school strategies. For faculty travel with a substantial component involving promoting the school, and for other recruiting activities, the school will provide funding commensurate with the activity, provided that the activity has been pre-approved by the faculty member’s chair.
Substantial effort by a faculty member to promote the schools, either during travel or in Bloomington (e.g., hosting groups of visiting prospective PhD students) will be recognized by the school and treated as service activity to be credited in merit reviews.
Examples of substantial activities include:
- Devoting a substantial part of a visit day at another school to recruiting/publicity for Luddy. This would normally include the combination at least (in addition to presenting slides about Luddy at a talk):
- Arranging special meeting(s) and/or a meal to meet with groups of prospective PhD students to promote Luddy PhD programs (the school would defray the cost of the meal, which must be reasonable), and
- Arranging a special meeting with the department chair and spending time promoting Luddy, to assist with reputational rankings.
- For such a contribution, the school would typically defray 1/3 of the trip cost, up to a limit of $450.
- Staying an extra day to meet with prospective PhD students and faculty to promote Luddy.
- For such a contribution, Luddy would cover the cost of staying the additional day.
- Going on a domestic trip to a Luddy-targeted school where the primary purpose is promoting Luddy/recruiting PhD students (normally such trips would be to
undergraduate institutions with which Luddy seeks to build/maintain a recruiting relationship).- For such visits, Luddy would cover up to the full cost of the entire trip, depending on what else was done secondarily on the trip.
- Adding local travel to an international trip, to visit a Luddy targeted school where the primary purpose is promoting Luddy/recruiting PhD students.
- For such visits, Luddy would cover up to the full cost of the local travel, depending on what else was done secondarily on the trip.
Support for prospective PhD student visits to Luddy
With chair pre-approval, funds will also be provided for the cost of lunches with groups of prospective Ph.D. students visiting Luddy.
Procedures
All funding must be pre-approved by the faculty member’s chair. Faculty should use the following pre-approval form to submit their requests.
For travel costs to be defrayed by Luddy, after the travel a written report of activities conducted should be submitted to the chair. For meals with prospective students, either away or in Bloomington, faculty should submit a receipt and a list of attendees, their contact information, and their institutions (to facilitate future recruiting contact). All documentation must be submitted within 30 days of the return from the trip or the local meal.
The report will be reviewed and approved by the chair, who will forward the contact information to appropriate staff and authorize the business office to process the support.
Travel funds can be used to defray the cost of the trip, or can be placed in the faculty person’s research account for alternate uses.
Request for travel support to promote Luddy on trips
Name:
Location of activity:
Travel dates (if applicable):
Expected recruiting activity and dates of activity:
Estimated trip cost (can be omitted if only requesting support for a meal with students):
Amount of support requested and rationale (e.g., 1/3 of trip cost uo to limit, extra day, total trip cost).
If the only request if support for a student meal, estimated number of students.
For chair use: Comments and approval amount