AAS Travel Support for NRAO Summer Students: Jan 2026 at Phoenix, AZ

AAS Travel Support for NRAO/GBO Undergrad Summer Students

 Important Dates

Date Action
Sep 22 AAS Travel request and Budget estimate due to Jim
Oct 6 AAS Abstract Deadline
Oct 6 AAS Early Registration Deadline
Nov 7 Deadline to send air travel request to JJ
Nov 7 AAS Regular Registration deadline
Jan 4-8 AAS meeting at Phoenix

Overview

NRAO has 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 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 4-8 January 2026 in Phoenix, AZ.  Students should submit an abstract by the regular deadline (Oct 6), not the late deadline.  Review the abstract carefully with your mentor before submitting it.  Your mentor should be a co-author on the abstract.

To be eligible for NRAO financial support, the student must have submitted their written summer research report to their local Summer Student coordinator by August 31, 2025.  Students are then 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) by September 22, 2025.  Proposals that include contributing funds from the students' home institution or from the AAS (travel grants) will be viewed favorably. We encourage students to contact their home departments early to secure funds.

After the university contribution, NRAO covers the remaining travel costs so the student should not have to pay anything out of pocket.  Expenses that get reimbursed include registration, travel, and hotel.  You will also receive a "per diem", which is a fixed allocation to cover meals. You do not have to keep receipts for meals, but you must keep and submit receipts for all other expenses that will be submitted for reimbursement.

Student Request for AAS Travel Support

Students must submit a funding request to Jim Braatz by September 22, 2025.  It should be a simple email message, and should contain the following:

  1. Poster Title
  2. NRAO advisor
  3. City/airport from which student will travel to Phoenix
  4. Estimated round trip airfare to the meeting
  5. 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 still need you to confirm that you have requested (or plan to request) departmental funding
  6. Preferred hotel roommate at the AAS, if any.

Note that for lodging we will reimburse half the cost of a double room, so you should plan to share a room. If you do not have a preferred roommate, we will assign one.

Example Travel/Budget request to be emailed to Jim:

Request for NRAO Travel Support to AAS in January 2026

Jane Doe  (jdoe@virginia.edu)
Poster Title: A Study of GRB 980329

NRAO Advisor: Jim Braatz

Traveling from Charlottesville, VA

Estimated airfare: $550 based on google search, arrival Jan 4, departure Jan 9

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 4 from 5:30 to 7:00 pm.  Most students should plan to stay at the meeting until Jan 8 (evening) or Jan 9.

JJ will book and pay for your hotel.  She can also book your air travel tickets, or you can book your air tickets and get reimbursed later.   If you'd like JJ to book your air travel, you must send her your travel information by November 7.

Abstract and Registration

All students must give a poster or talk at the AAS to receive NRAO financial support.  To give a presentation at the AAS, you have to submit an abstract by the October 6 deadline.  You are responsible for submitting your abstract with the help and oversight of your mentor.

Separately from the abstract, you must also register for the meeting.  JJ Burns at NRAO can register you, or you can register yourself and you will be reimbursed the registration fee.  Contact JJ as soon as possible if you'd like her to register you.  Please register by the Early Deadline, but if you miss that, then definitely register by the regular deadline.  

Acknowledgments Must Go on the Poster (or Talk)

Students should include the statement: "The NSF National Radio Astronomy Observatory and NSF Green Bank Observatory are facilities of the U.S. 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 NSF NRAO."  Or, "This project was completed as part of the PING program at NRAO/GBO."  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 during the assigned poster session time period.  In addition to the assigned times, you can always pull up your poster at one of the open poster kiosks at other times throughout the meeting.

Some tips on preparing your poster and other information from the AAS is here, under "Types of Abstracts".

 

Connect with NRAO

The NSF National Radio Astronomy Observatory and NSF Green Bank Observatory are facilities of the U.S. National Science Foundation operated under cooperative agreement by Associated Universities, Inc.

Founded in 1956, the NSF NRAO provides state-of-the-art radio telescope facilities for use by the international scientific community. NSF NRAO telescopes are open to all astronomers regardless of institutional or national affiliation. Observing time on NSF NRAO telescopes is available on a competitive basis to qualified scientists after evaluation of research proposals on the basis of scientific merit, the capability of the instruments to do the work, and the availability of the telescope during the requested time. NSF NRAO also provides both formal and informal programs in education and public outreach for teachers, students, the general public, and the media.

The U.S. National Science Foundation (U.S. NSF) is an independent federal agency created by Congress in 1950 "to promote the progress of science; to advance the national health, prosperity, and welfare; to secure the national defense..."

AUI collaborates with the scientific community and research sponsors to plan, build, and operate cutting-edge facilities. We cultivate excellence, deliver value, enhance education, and engage the public.