Linda, Adriane, Kristina, Andy, and Jen here-
Over the past year, members of the Time Scavengers team created a new travel grant for students and avocational/amateur scientists. These groups often lack funding to attend conferences, which are valuable experiences. Conferences not only provide the opportunity for students to receive feedback by experts other than their advisor or supervisor. Conferences are important networking opportunities as such many fruitful scientific collaborations started with two cups of coffee and a chat next to a student’s poster in a crowded conference venue. We hope that by sharing our motivation and structure, other organizations will consider funding opportunities similar to ours.
The travel grant is named after Dr. Otilie “Tilly” Edinger, a female, Jewish, deaf paleontologist. Dr. Edinger’s work started an entire subdiscipline: paleoneurology, a discipline that focuses on understand ancient brains. To learn more about Dr. Edinger’s history, work, and more head to the Time Scavengers page: Who is Dr. Tilly Edinger
The Motivation for a Grant
Studies show that the Geosciences are among the least diverse scientific disciplines in the US (Bernard & Cooperdock, 2018). In addition, we, as geoscientists, still don’t have a complete picture of how lacking we are with respect to diversity, as major surveys (e.g., through the National Science Foundation and Natural Environmental Research Council) do not capture LGBTQIA+, disability, neurodiversity, and other identities. Previous studies have shown that retention rate from student to professional membership in societies is quite low in terms of gender diversity (Plotnick et al. 2014), this likely spans across historically excluded groups. People with such underrepresented identities are less likely to participate in events, such as professional meetings, that require time and especially money, as financial strains can limit such participation. This inability to attend professional events thus hinders those students in the long-term. The motivation for establishing the Tilly Edinger Travel Grant was to support and encourage the participation of historically excluded individuals by helping to reduce the financial burden of conferences.
The current reimbursement system used by universities around the world is ill-suited to the situation faced by real students. There are currently several travel grants for geoscience students available through different societies, foundations, and organizations. However, the problem arises in that students are asked to pay for such conference costs up-front, and then are reimbursed at a later date for the conference travel. More often than not, reimbursement for conference expenses can take months to process, meaning if students paid for expenses on their credit card, they are accruing interest on those expenses. This reimbursement system greatly disadvantages students, especially those who are low-income and/or first generation, and do not have a steady stream of income.
Avocational/amateur scientists are valuable contributors to science, but currently there are very few places where they can seek financial help to attend professional meetings and conferences, places where they too can share their science and meet new collaborators. Additionally, some of these scientists are retired or self employed, and just like students, may have a limited or unstable source of income to spend on such expensive networking opportunities.
We therefore decided that all students and avocational scientists working in a relevant discipline are eligible to apply for the travel grant. Additionally, we would provide people who hold underrepresented identities priority.
Establishing a Committee
Once we knew we wanted to create a new travel grant, the Time Scavengers team established the Tilly Edinger Travel Grant Committee. The job of the committee was to hammer out details related to the grant itself, who is eligible, who would get priority, creating a system for choosing awardees, fundraising for the grant, and creating impactful social media posts (on Facebook, Twitter, and Instagram) to garner support for the grant. As you can likely tell from that long list, there was a lot for us to do!
Jen and Adriane had already created an outline for the grant before the committee was formed, early in 2020. Therefore the first thing the committee did was refine this grant text, refine the grant example document, and create web pages on the Time Scavengers site for the grant and about Dr. Edinger.
We held biweekly meetings to work through various aspects of the grant — primarily the application and rubric. Each meeting was about 1 hour in duration and coordinated across 4 time zones. We were really mindful to make a simple application that gathered the data we needed to properly evaluate and fund those that needed the support. We came up with a ranking system that does not rank people based on their prior scientific experience and success. Instead, this ranking system is based on the applicant’s need for financial support to a conference and historically excluded identities that they hold.
The grant committee also discussed award amounts, as most grants provide a static monetary value (e.g. $500). However, no two conferences possess the same fee structure and a static amount is not equitable. We decided that the award amount will be flexible and we will support as many individuals as we can per application cycle. The first year we fundraised enough to support 3–5 individuals, depending on the conference expenses. As this is the first year of this grant, we decided that the goal would be to support only conference registration and abstract fees, with the hope to expand to broader support in the future.
Data Regarding the Impact of Conferences
Before we began a targeted campaign to raise funds we wanted to survey the community about the impact of attending conferences on their careers. This informal anonymous survey was disseminated via social media. In total, 64 people responded and 56.3% said that associated fees and lack of funding prevented conference attendance and a similar percentage paid for some amount of their first conference out of their own pocket. 57.8% of respondents suggested that there are not enough ample funding opportunities for students to help attend conferences. 64.1% of respondents indicated that being reimbursed for conference fees had a negative impact on their financial situation. Regardless of these hardships, 65.6% of respondents said that attending their first scientific conference extended their scientific network and/or led to collaborations. This clearly indicates conferences are both a financial burden and critical to progressing your career.
You can read the full results and quotes from respondents here: Impact of Attending Conferences.
Crowdsourcing Funding for the Grant
We outlined a two week marketing campaign to promote and encourage donations to the travel fund. Each day we would release a social media post on Twitter, Instagram, and Facebook with facts about Dr. Edinger, the grant details, why folks should donate, and data from the survey mentioned above. Our goal was to be as transparent as possible with our motivations behind the grant, while also demonstrating the need for such a grant to our potential donors with the survey data we had just collected. Committee members helped create graphics and text for the marketing campaign.
Once we had a solid marketing outline, we started a crowdfunding campaign on GoFundMe to gather the financial resources needed to start the grant. An advantage of crowdsourcing is that small donations from the community can add up quickly. Our average donation was $51.48 USD, with individual donations ranging from $1 – $200, with 55 separate donors. We surpassed our goal within just two weeks’ time! See all of our Tilly Edinger Grant Donations. The grant committee is blown away by the support and encouragement we received from the scientific community. We therefore launched the grant in November and have already received the first applications. The travel grant committee will meet again in February to assess the applications and announce the awardees shortly after.
Requirements of Awardees
Most grant awardees have some small requirements from the granting organization. We will ask all people who receive the travel grant to write a short blog post about their conference experience and a Meet the Scientist post so stay tuned for their reports! We will collect them all under the tag TravelWithTilly on the Time Scavengers website.
As this was our first round of fundraising, we expected that some adjustments might be needed for future fundraising cycles. Our initial focus of this pilot year was to cover the costs of registration and abstract fees for conferences. As the COVID-19 pandemic spread, all conferences switched to a virtual format for the foreseeable future. We hope to continue to grow our fundraising capabilities so we are able to fund as many people as possible when in-person conferences resume. Other areas of growth including improving our application, such as asking applicants for cost breakdowns of the conference they plan to attend, and incorporating community feedback. In the future, we hope to expand to cover airfare and other travel expenses.
Bernard, R. E., and Cooperdock, E. H. G. 2018. No progress on diversity in 40 years. Nature Geosciences , 11, 292–295.
Plotnick, R. E., Stigall, A. L., & Stefanescu, I. 2014. Evolution of paleontology: Long-term gender trends in an earth-science discipline. GSA Today, 24(11).