AAS Travel Support for NRAO/GBO Summer Students: Jan 2024 in New Orleans
AAS Travel Support for NRAO/GBO Undergrad Summer Students
Important Dates
| Date | Action |
|---|---|
| Sep 29 | AAS Travel request and Budget estimate due to Jim |
| Sep 29 | AAS Abstract Deadline |
| TBD | AAS Early Registration Deadline |
| TBD | AAS Regular Registration deadline |
| Jan 7-11 | AAS meeting in New Orleans |
Overview
NRAO and GBO have funds to help undergraduate students attend the winter meeting of the American Astronomical Society in the January following their appointment, for the purpose of presenting a poster describing their summer research project. If the NRAO/GBO science advisor approves the student to attend this meeting, then the student should request funding, as described below.
This year's AAS meeting will be held from 7-11 January 2024 in New Orleans, LA. The abstract deadline is 29 September 2023. Students should submit an abstract at the regular deadline, not the late deadline. Review the abstract carefully with your mentor before submitting it.
To be eligible for NRAO/GBO support, the student must have submitted their written summer research report to their local Summer Student coordinator. Students are required to contact their university department to request funding, or partial funding, to support the travel, Then, students should submit a request for funding to Jim Braatz (see example below) also by September 29, 2023. Proposals that include contributing funds from the students' home institution or from the AAS (travel grants) will be viewed very favorably. We encourage students to contact their home departments early to secure funds.
After the university contribution, NRAO/GBO covers the remaining travel costs so the student should not have to pay anything out of pocket.
Student Request for AAS Travel Support
Students must submit a travel request to Jim Braatz by September 29, 2023. It can be a simple email message, and should contain the following:
- Poster Title
- NRAO advisor
- City/airport from which student will travel to New Orleans
- Estimated round trip airfare to the meeting
- Contributing funds that you secured from your home institution or through other grants. If you are not sure yet of the external funding amount, we need confirmation that you have requested (or plan to request) departmental funding
- Preferred roommate at the AAS, if any.
Note that for lodging we will reimburse up to half the cost of a double room, so you should plan to share a room. If you do not have a preferred roommate, we can assign one.
Example Travel/Budget request to be emailed to Jim:
Request for NRAO/GBO Travel Support to AAS in New Orleans in January 2024
Jane Doe (jdoe@virginia.edu)
Title: A Study of GRB 980329
NRAO/GBO Advisor: Jim Braatz
Traveling from Charlottesville, VA
Estimated airfare: $550 based on google search, arrival Jan 7, departure Jan 12
External funds: Departmental funding of $750 secured from UVA astronomy department
Roommate: no preference
Student Travel Dates
We encourage students to arrive in time for the Undergraduate Reception and Grad Fair, which will be held on Sunday, Jan 7 from 5:30 to 7:00 pm. Most students should plan to depart on Jan 11 (evening) or Jan 12.
Abstract and Registration
All students must give a poster or talk at the AAS to receive NRAO/GBO support. You are responsible for submitting your abstract.
Separately from the abstract, you must also register for the meeting. Please try to register by the Early Deadline, but if you miss that, then definitely register by the regular deadline. Sebastian Nikischer at NRAO can help you with registration if you'd like help. You can either have Sebastian pay the registration fee or you can pay it yourself and you will be reimbursed. Contact Sebastian well before the registration deadline (which has not been set yet) if you'd like him to register for you.
Acknowledgments Must Go on the Poster (or Talk)
Students from Charlottesville or Socorro should include the statement: "The National Radio Astronomy Observatory is a facility of the National Science Foundation operated under cooperative agreement by Associated Universities, Inc.". Students from Green Bank should have: "The Green Bank Observatory is a facility of the National Science Foundation operated under cooperative agreement by Associated Universities, Inc." Most posters put this statement in the bottom margin or in an acknowledgments box. Additionally, you should put the NSF and AUI logos, and either the NRAO or GBO logos on the presentation. You should also acknowledge the specific program that funded you, for example "This project was funded by the NSF through the REU program at NRAO." Or, "This project was completed as part of the NAC program at NRAO." Or, "This project was completed as part of the summer internship program at NRAO." Contact Jim Braatz if you are not sure which program funded your summer position.
Poster Expectations
Posters are presented electronically on video screens in the AAS exhibit hall, and will be scheduled for one day during the meeting. You should plan to stand by your poster and tell people about your work throughout the day. It is especially important for you to be there during the assigned poster session time periods, but you should also try to stand by your poster during all the other breaks. It's ok to leave your poster during the talk sessions. In addition to the assigned times, you can always pull up your poster at one of the poster stations at other times throughout the meeting.
Some tips on preparing your poster and other information from the AAS is here, under "Types of Abstracts".
