ASBMB 2013 Travel Award Guidelines and Instructions

I. APPLICATION GUIDELINES 

  1. It is the applicant's responsibility to review and understand the eligibility and requirements for the specific award/grant to which they apply.
  2. Applicant must be able to fulfill the presentation and participation requirements for the specific award/grant to which they apply.
  3. Only one application per applicant will be accepted.  Multiple applications from the same applicant will not be considered. 
  4. By the November 13th, abstract submission deadline, applicant must successfully submit an abstract, as first author, to an ASBMB topic category #2000-2408.  See Abstract Submission, section II below.   
  5. Application must be submitted by the travel award application deadline, Wednesday, November 28, 2012, 5:00 p.m., Eastern Time Zone (unless otherwise posted in the award description).  The application submission process takes approximately 15-30 minutes.   Do not wait until the last minute to submit an application. 
  6. ASBMB member or non-member status is verified and tagged to the application during the login phase of the travel award application process.  In most cases, preference is given to ASBMB members.  In some cases, ASBMB membership is a requirement of award eligibility, (review specific award/grant description).

    To qualify for ASBMB member staus on a travel award application, membership dues must be paid in full for the billing cycle which includes the 2013 Annual Meeting (Jan-Dec, 2013) prior to application submission.
  7. Instructions for submitting an application are located in Section III and IV of this page.  Review all sections prior to submitting an application.
  8. Limited funding is available for each award/grant category and funds are awarded competitively.  Child Care Grant funds are evaluated based on need.
  9. Award notifications will be sent on, or before, January 31st , to the email listed in the applicant profile.  Decisions are communicated prior to the EB2013 early registration deadline (Feb 22).
  10. NIH Fellows - it is strongly suggested that all NIH Fellows check with their administrative office regarding the rules governing acceptance of reimbursable travel award funding PRIOR to submitting an application. 

II. ABSTRACT SUBMISSION 

  • By the November 13th, abstract submission deadline, applicant must successfully submit an abstract as first author to an ASBMB topic category #2000-2408.  Abstracts submitted to other societies’ abstract topics, abstracts in pending or incomplete status and late-breaking abstracts are ineligible for ASBMB awards.  
  • Each applicant must be the first author of a unique abstract submission.
  • Only one abstract ID will be affiliated with an application.  If applicant is first author of multiple abstracts, select one eligible abstract for consideration with the travel award application.

III. PREPARING SUPPORTING DOCUMENTS 
Prior to travel award application system login, format and label all required supporting documents according to the instructions below.  This will help avoid system and time-out errors.

  1. Supporting documents must be .pdf format.  All other file types must be converted to a .pdf file.
  2. Place applicant name and abstract ID number on each page of each supporting document - place this information in the upper right-hand document header. 
  3. The following document naming format will avoid system upload errors.  Use only alpha/numeric characters.  Do not use hyphens, apostrophies, asterisks, etc. in the document file name.  

Applicant's Last Name_First Initial_Document Category (ex. Abstract).pdf.
Examples:
• Armstrong_A_Abstract.pdf
• Jones_B_Statement.pdf
• Miller_C_AdvisorLtr.pdf
• Smith_A_Citizenship.pdf
• Taylor_B_TribalCert.pdf
• Williams_D_CourseList.pdf

IV. STEP-by-STEP LOGIN TO THE ASBMB TRAVEL AWARD APPLICATION SITE 

ASBMB Members, (Nonmembers scroll down)

  1. Click “Apply for an ASBMB 2013 Travel Award Now!” section VII below.
  2. Enter the email address associated with your ASBMB member profile.
  3. If you do not remember the password associated with your member profile, click the "Forgot your password?" link and your login information will be emailed to you.   Check your junk mail and spam filter if you do not see the reminder email in your inbox.
  4. Once your email address is validated by the system, enter the password associated with your ASBMB member profile.
  5. Do NOT create a new profile if you do not remember either the email address or the password associated with your ASBMB membership.  Contact membership@ASBMB.org and request this information prior to applying.

 NON-MEMBERS, (ASBMB Members scroll up)

  1. Click “Apply for an ASBMB 2013 Travel Award Now!” section VII below.
  2. Enter your email address.
  3. If your email was not recognized by the system, click the "Sign Up," button to create your profile and set up a password.  Make note of the email address and password so you can return to the site.
  4. Complete the profile fields and select the, "Submit and Continue to Meeting" button at the bottom of the page to continue with the application submission process.

V. SAVING and EDITING AN APPLICATION:  

  • Only complete applications (all required documents have been uploaded and questionnaire completed) will be reviewed for consideration. 
  • Complete submissions will receive an on-screen confirmation in addition to an email confirmation. 
  • If you "save and quite," during the document upload process, you must log back into the system prior to the deadline to complete your application.
  • Editing a previously saved application is possible until the posted application submission deadline.
  • Editing a previously completed application is possible until the posted application submission deadline and requires you delete the current application and resubmit all required documents and questionnaire.
  • To EDIT an application, return to your application via the “Apply for an ASBMB 2013 Travel Award” link.  You will always be asked to log in and review your profile information before continuing.

VI. SYSTEM ERRORS 

If you receive a system error response during the login or submission process, we recommend trying the following options.

"Email address already on file" - contact meetings@asbmb.org before proceeding.  Include your name, email address, award category and detail of the error you received.

If you receive other system errors, please try the following:

  • Check the labels of your supporting document files.  Remove apostrophes or asterisks from the file name.
  • Exit the site, clear your browser history/cache and log back in to try again
  • The system may respond more slowly during times of heavy traffic.  Please be patient and allow for the complete selection and upload of each required document.
  • If you continue to experience difficulties, please contact meetings@asbmb.org with your name, email address, award category, detail of the error you received - a screen shot is preferred with an explanation of what led you to the error, and the browser and version you are using.

 

VII. APPLY 

Click here to login to the travel award application system.  All applications must be completed by 5:00 p.m., Eastern, on November 28, 2012. 

 

Award Descriptions           Award Notification           Reimbursement Policy