1.0 Introduction 

The University has approved a Research Agenda for the period 2013-2017. Colleges, Faculties and Departments are required to implement their research themes as diligently as possible. They are also to disseminate their findings both locally and internationally as part of the effort to give exposure to the University’s activities. Given the resource constraints of Colleges, Faculties and Departments, the present situation where individuals apply to the University for financial support (and in a few cases logistical support) to travel outside the country for conferences/workshops/seminars would continue. 

The University has tasked the Directorate of Research, Innovation and Consultancy (DRIC) to take oversight responsibility of the Research and Conferences Committee. The Management Committee of DRIC is established and functioning. It will replace the present university-wide Research and Conferences Committee. DRIC would be given seed capital to begin its activities and will, therefore, be expected to provide financial support to senior members whose (a) research proposals have been reviewed and approved; and (b) research papers have been accepted for presentation at conferences. 

While the University is prepared to support research activities and participation at conferences, all senior members are encouraged to strive individually and collectively (e.g. in research groups) to source funding, both locally and externally, for these all-important activities. We need to recognize that Central Administration is not sufficiently endowed as yet to meet all the demands of the large number of applicants seeking to participate in conferences/workshops abroad. 

2.0 Guidelines

 The following issues would be taken into consideration in assessing applications for support to travel for conferences/workshops/seminars: 

Applicants for travel support should be full-time senior members of UCC. For the avoidance of doubt, part-time senior members and senior members on sabbatical leave from other universities do not qualify. 

Priority will be given to conference papers that address the respective Faculty Research Agenda as embodied in the University Research Agenda. 

1.  Applications should be addressed to the Vice-Chancellor subject to assessment and recommendation of the Head of Department (HOD), the Dean of the Faculty/School, the Provost of Colleges and DRIC. The HOD, Dean and Provost should specify what the Department, Faculty/School or College (and the applicant, if possible) can contribute towards financing the attendance of the conference/workshop/seminar. Where necessary, the Dean or Provost may request vetting of the paper by the Faculty/School/College Research Committee. 
2. Applicants are to fill and attach the Travel Request Form (attached to this guideline) to their application to the HOD. 
3. Prior presentation of the paper at a College, Faculty/School or Departmental seminar will also be required. 
4. Applicants intending to attend conferences/workshops/seminars should indicate the following if the paper is co-authored: 

   1. Applicant’s contribution in the preparation of the paper to be presented.

   2. Applicant’s role in the seminar/conference/workshop that he/she intends to attend. Support would be given to only the lead person going to present the paper or a co-author agreed upon by all contributors to the paper. Where agreement cannot be reached by the parties, the Provost, in consultation with the Dean may decide on who attends the conference based on level of contribution to the paper, seniority, prior travel record and contribution to the Department’s IGF or any other criteria approved by the Academic Board. 

5. There will be no support for poster presenters, jurors/judges in debates or chairpersons of sessions. However, the Vice-Chancellor may grant such request based on the nature of the conference. 
6.  Six months after conference/workshop/seminar attendance in which support was received from the University, evidence of publication of the paper will be requested by DRIC. At any rate, such evidence must be available before the senior member can apply for the next support. 
7.  Full support (air-ticket, accommodation, per diem) to be provided by the University to attend an international conference can only be received once every two years. Where only part-support (air-ticket) is given, the duration for another application is one year. 
8.  For conferences, seminars and workshops organized in Ghana, applicants should seek support from the Departments and/or Faculty/College. Central Administration will provide support only in exceptional cases (to be justified). 
9.  All local travels can be approved by the HOD, the Dean or Provost. 
10.  All foreign trips are to be approved by Vice-Chancellor. 
11.  To qualify for support of any kind, one should have a good track record of participation in general University as well as College/Faculty/Departmental seminars and conferences. DRIC will maintain a ranking system of staff indicating publications in high impact journals. Active participation in national policy dialogues and technical reports that influence local/national development are additional criteria for the staff ranking. 
12.  Priority will be given to senior members who have made substantial contributions to the University’s internally generated fund (IGF) through projects and participation in sandwich programmes or any other activity that brings in or saves funds for the University. 
13.  Departments/Faculties/Schools/Colleges will maintain a register of support indicating attendance at conferences, workshops, seminars and papers presented. 
14.  Subject to the availability of funds, the following cost-sharing arrangement will guide all requests for funding: 
    1.  UCC Central Administration will provide passage - air tickets - to applicants. 
    2.  Conference fee and per diem will be the responsibility of the Department, Faculty or School or College. Per diem covers accommodation charges.
    3. Visa fee and local transport as well as publication of paper costs, where applicable, will be borne by the applicant.