Postdoc Dependent Care Professional Travel Grant

Empowering Scholars. Advancing Careers.

Professional meetings, conferences, workshops and other scholarly activities are critical for career advancement. Expenses for dependent care during travel to these events present a major challenge for postdoctoral scholars (postdocs), both male and female, as most funding agencies and training funds do not cover such expenses.  Postdoctoral scholars, in particular, are in need of these travel opportunities to develop a professional network and identify career opportunities prior to entering the job market (the postdoc position being the last “step” in their training). This grant program seeks to alleviate expenses of child- and adult-dependent care costs incurred by postdocs during these vital professional development travel opportunities.

This program is funded and administered by the Office of Postdoctoral and Visiting Scholar Affairs and also funded by the Office of Research Affairs.

Eligibility

To be eligible to apply for a Postdoctoral Scholar Dependent Care Professional Travel Grant, the person must be a UC San Diego postdoctoral scholar in the following title codes during the time of travel:

  • Postdoctoral Scholar — Employee (Title Code 3252)
  • Postdoctoral Scholar — Fellow (Title Code 3253)
  • Postdoctoral Scholar — Paid Direct (Title Code 3254)
  • Postdoctoral Scholar - Employee NEX (Title Code 3255)
  • Interim Postdoctoral Scholar - Employee (Title Code 3256)

We encourage applications from all UC San Diego postdoctoral scholars regardless of gender from all UC San Diego Departments and Divisions.

A postdoctoral scholar may apply for additional travel grants during the same fiscal year, but the total funds awarded will not exceed $1000 between July 1, 2017 and June 30, 2018.

An adult or child may be considered a dependent in the following categories:

  • a healthy child (≤ 12 years) who resides with the applicant and for whom the applicant is a primary caregiver
  • a child/adolescent (≤18 years) who is physically or mentally disabled, requires assistance with daily activities, resides with the applicant, and for whom the applicant is a primary caregiver
  • a disabled adult/elder (child, spouse, parent, parent-in-law or grandparent) who spends at least eight hours every day in the applicant's home and for whom the applicant has caregiving responsibility

Submission Periods and Award Application

There are three submission periods available for applications during the 2017-2018 cycle. Each period will be open for 3 weeks.

Please fill out the application form during the appropriate submission period for travel dates. 

  • June 1 – 22, 2017 for travel within July 1, 2017 – October 31, 2017
  • October 1 – 24, 2017 for travel within November 1, 2017 - February 28, 2018
  • February 1 – 22, 2018 for travel within March 1, 2018 - June 30, 2018

If you submit the form outside of the current submission period, your application will not be reviewed.

If no home care is available, please explain why in your detailed justification for the grant.

Note that modifications to the approved proposal must be reviewed before the expenses are incurred and unauthorized changes may mean that award is forfeited.

Selection Process

Recipients of this award will be selected by a selection committee composed of faculty, representatives from the UC San Diego postdoctoral community, Postdoctoral Association and Office of Postdoctoral and Visiting Scholar Affairs.

Recipients will be selected for each submission period with the following taken into consideration:

  • Priority will be given to postdoctoral scholars who will be engaging in critical scholarly work (e.g. presenting at conference, workshop or performing field research)
  • Number of professional development activities the postdoctoral scholar has participated in the last year
  • Number of times the postdoctoral scholar has applied for this award since July 1, 2017
  • If the postdoctoral scholar is part of an underrepresented Department/Division when compared to applicant pool for each submission period
  • If the postdoctoral scholar has received a Dependent Care Professional Travel Grant in the past.

Recipients will be notified by June 30 & October 31, 2017 and February 28, 2018 depending on travel dates.

Award Distribution

Once selected, recipients will be sent a pre-evaluation assessment via email.  This assessment will need to be completed before the time of travel.

Once travel has occurred, the recipients need to submit receipts (e.g. airline ticket receipt, invoice/receipt for caregiver services rendered, etc.) or caregiver invoices for the amount requested no later than 45 days after travel. Expense receipts/invoices submitted later than 45 days after travel will be ineligible for funding.

The recipients will also be sent a post-evaluation assessment via email.

Both assessments (pre- and post- evaluations) and receipts/invoices need to be submitted before the award will be issued.

The award is approved explicitly for the expenses described in the application.  Modifications or changes to approved expenses must be submitted prior to travel and approved, or they will not be eligible to claim as expenses.

For an example of a caregiver invoice, click here [Excel].

Please note that this award amount will be distributed as income and be reported on the W-2 as other income. Therefore, the award will be subject to taxes and other deductions like regular earnings.  The amount awarded will be augmented to account for an estimated deduction of 15% income tax.  For example, if $1000 is awarded, $1176.50 will be added to the postdoctoral scholar’s paycheck.

If you are awarded and no longer willing or able to travel, please contact postdoc@ucsd.edu to cancel your grant request.

Examples of Fundable Travel

The Dependent Care Professional Travel Grant Program will grant funds to be used for either child- or adult-dependent care.  Please note that modifications to an approved proposal must be reviewed before the expenses are incurred and unauthorized changes may mean the award is forfeited. Examples of these expenses are as follows:

  • Extra dependent care at home while the recipient is traveling
  • On-site dependent care while at a conference or meeting
  • Transportation of dependent and/or caregiver to conference or meeting location
  • Accommodations and meals for a caregiver when s/he stays overnight to care for the dependent
  • The cost of shipping expressed breastmilk for a child at home while the recipient is traveling

Program Impact

2016-2017 Recipient Outcomes

For the first year of the program (2016-2017), recipients reported that attending a professional development activity with this dependent care funding allowed recipients to:

  • 92% made progress on academic work
  • 100% expanded or maintained professional network
  • 100% increase visibility for professional development
  • >85% facilitate new or existing collaborations
  • >85% developed new project ideas and received direct opportunities, such as a speaking invitation to national meeting and job interview

2016-2017 Recipient Demographics

depcare-stats-2016.jpg

 

This pilot program was supported in part by an Innovation Grant from the Vice Chancellor’s Office of Equity, Diversity and InclusionAlexandra Bortnick, Ph.D., former Chair of the UC San Diego Postdoctoral Association, served as Principal Investigator on this successful grant application.  The Office of Postdoctoral and Visiting Scholar Affairs, Postdoctoral Association and the Committee on the Status of Women are also sponsors of the pilot.

For a complete breakdown of the pilot program and outcomes, view the Innovation Grant 2016 presentation: [PDF].

Due to the success of the pilot program, Vice Chancellor for Research and Office of Postdoctoral and Visiting Scholar Affairs will continue the program in 2017-18 with an increased budget to allow for individual awards of $1000.

Other Family-friendly Opportunities and Resources

UC San Diego Maternity Benefits for Postdoctoral Scholars

UC San Diego Family-friendly Programs and Services

National Postdoctoral Association Childcare Resources

Please note that UC San Diego postdocs who apply to these opportunities are still eligible for the UC San Diego Dependent Care Travel.

Lactation Accommodation at UC San Diego

UC San Diego Early Childhood Education Center

UC San Diego Academic Senate Faculty Dependent Care Travel Grant

Please note that this grant is only available to senate faculty at UC San Diego, not postdocs. Postdocs may only apply for the Postdoctoral Scholar Dependent Care Professional Travel Grant.

 

For questions, please contact Ginger Hazen at vhazen@ucsd.edu or (858) 822-5915.

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