This requirement varies from institution to institution. However, the International Travel Grant and the Small Research Grant are paid in the form of a check made out to the individual and no institutional overhead can be charged to these grants. The AAS hopes that all institutions will value the benefits of these grant programs to their researchers and waive any claim to overhead. If overhead must be paid, the AAS will not issue the grant to the recipient.
All of the grants have reporting requirements. Typically, they include receipts for travel and other expenditures and some kind of final report describing the work the grant funded. Reports are generally due about within a year of the grant award date. See the grants web page for details.
Any astronomer may apply for the Chretien grant. Only astronomers working at US institutions may apply for the International Travel Grant. Any astronomer may apply for the Small Research Grant, but only limited funds are available for non-US based astronomers.
The deadlines vary, so be sure to check the web page. Generally, the Chretien applications are due on April 1 each year. The International Travel Grants are currently due in mid-Spring and mid-Fall each year.
Yes, the AAS administers several grant programs. The Small Research Grant (SMRG) provides a small amount of money for a variety of reasons related to research (page charges, travel to observatories, computers etc.). SMRG funds come from NASA and AAS charitable and operating funds. The International Travel Grant (ITG) funds travel to international scientific meetings for US based astronomers. Generally, the ITG only funds the cost of a round-trip airline ticket.
No Division publishes its own journal. The DPS has a formal relation with the journal Icarus.
Divisions hold meetings that may be attended by any AAS member. The DPS and the DDA each hold one meeting a year separate from the AAS general Meetings. The HEAD and the SPD meet occasionally apart from and occasionally with the AAS. On occasion the SPD has also met jointly with the American Geophysical Union. The Historical Astronomy Division usually meets jointly with the AAS. Schedules for Division Meetings may be found on the Division websites.
The Council of the AAS establishes formal positions of the AAS. Any member may suggest topics appropriate for development of a position and the appropriate committees will consider the issues and make a recommendation to the Council on the matter. The more recent official position statements of the AAS are available online.
The letter from your advisor needs to make clear to the committee why it is beneficial both to you personally as a graduate student and to the broader astronomical community that you attend the meeting in question. Letters should be no longer than one or two pages.
A simple acknowledgement is adequate. For example: "I acknowledge the support of the American Astronomical Society and the National Science Foundation in the form of an International Travel Grant, which enabled me to attend this conference."
Unless you have prior approval for a higher ticket amount, you must pay for the remaining balance from your own money.
Unless you receive prior approval, you must return any unspent portion of your grant. Please make checks payable to the American Astronomical Society and attach your check to the front of your final report.
Your final report must contain a brief summary of the meeting you attended including a description of your participation and the benefits the meeting had for you professionally. Further, you should include the air coupons or some other form of proof that you completed the travel along with any receipts.
The program only funds round-trip, coach-class airfare to the meeting; it does not provide additional funds for living expenses or lodging.
The program will only fund travel to one international scientific meeting per person per year plus attendance at the IAU General Assembly. In other words, when there is an IAU GA, you may apply for two trips, one to the GA and one elsewhere. When there is no IAU GA, you may only request funding to one international meeting. However, if some meetings occur close in time, the traveler may attend multiple meetings on one travel grant as long as the ITG funds are used only for two international travel legs ('there' and 'back' only.
Yes. You must turn in a brief
description of the meeting you attended (usually one page or less) highlighting
the benefit of your attendance. You must also provide receipts and air ticket
coupons to prove you completed travel to the meeting.
About one month after the proposal deadline a check will be mailed to grant recipients. If you need funds more quickly, some exceptions can be made and expedited check delivery carried out.