Humanities, Education, and Arts Research Travel Program

The Humanities, Education, and Arts Research Travel (HEART) Program is an internal travel grant initiative of Kansas State University that supports humanities, arts, architecture, design, and social science faculty presenting original research, scholarly work, or creative work at significant professional venues in the United States and abroad. The program advances K-State's Next-Gen strategic plan by elevating the visibility and impact of humanities, education, and arts scholarship and by expanding national and international engagement.

HEART is administered by the Office of Research Development (ORD) in the Office of the Vice President for Research (OVPR) in collaboration with the One K-State funds administered by the Office of the President on the same two-cycle calendar as the Ad Astra Intramural Grants Program, with proposal deadlines of October 1 and March 1.

Budget and distribution

$50,000 per fiscal year, divided across two award cycles.

Award structure per year:

  • At least 5 awards of up to $4,000 each for international travel
  • At least 10 awards of up to $2,000 each for domestic travel

Distribution across cycles:

  • October 1 cycle: at least 2 international awards and at least 5 domestic awards.
  • March 1 cycle: at least 2 international awards and at least 5 domestic awards.
  • The remaining international award and any residual balance are flexible and will be made in whichever cycle yields the stronger applications on merit.
  • Any uncommitted funds will roll over to the next HEART cycle, increasing the number of awards available in that cycle. Balances uncommitted at the close of the fiscal year are reported to the Vice President for Research (VPR) for reallocation within the intramural portfolio.

Funds are awarded as reimbursements for allowable travel expenses under K-State policy.

Eligibility

Eligible units and disciplines

Tenured, tenure-track and term faculty whose primary appointment is in humanities, arts or aligned social science disciplines (e.g., English, History, Modern Languages, Philosophy, Communication Studies, Music, Theatre, Art, Anthropology, Geography, Political Science, Sociology, Architecture, Design and Education with a humanistic focus and related fields as designated by the college/provost).

Applicants must hold at least a 0.75 FTE faculty appointment and have a research component to their appointment at Kansas State University during the travel period.

Ineligible roles

Visiting scholars without K-State faculty appointments, emeritus faculty, staff without faculty rank, and students are not eligible unless explicitly included by a future program revision [3].

Activity requirements

Preference will be given to applicants who are presenting a peer-reviewed or competitively selected conference paper, panel, poster, performance, recital, exhibit, screening, or other recognized scholarly/creative product at a professional venue. This must be clearly documented in the application by:

  • Copy of acceptance email or program listing, or
  • Formal invitation letter clearly tied to research/creative scholarship.

Funding status restrictions

These funds are not intended to support professional workshops, training sessions, or other non-conference activities. Please note that no K-State funds may be used for travel to countries on the State Department's travel warning list.

Applicants must certify that they:

  • Do not currently hold start-up funds, internal research/travel funds, or discretionary accounts that could reasonably support the proposed travel.
  • Do not have external grant or contract funds budgeted for this travel (e.g., sponsored projects, foundation awards).

Applicants with an active HEART award or report delinquency are ineligible for new awards until all reporting obligations are met. Because HEART operates on two cycles per year, delinquency in the fall cycle will render an applicant ineligible for the following spring cycle.

Approved funds are non-transferable. If your conference is canceled or postponed, you cannot automatically apply the funds for another purpose or conference.

Frequency of support

Faculty may receive:

  • No more than one HEART award (domestic or international) per fiscal year, regardless of the number of cycles in which they apply.
  • No more than two HEART awards within any rolling three-year period (to encourage broad distribution of support).
  • An applicant who was declined in one cycle may reapply in the next cycle. Resubmissions should respond to reviewer feedback provided by ORD.

Allowable and Unallowable Costs

All expenditures must comply with Kansas State University travel policies and procedures, including PPM 6410 (Reimbursable Travel Expenses) and the K-State Travel Guide.

Allowable expenses

Airfare:

  • Coach/economy-class airfare only, using the most economical and direct routing available.

Lodging:

  • Standard single-occupancy hotel accommodations at reasonable rates; conference hotels are allowable if rates are within K-State guidelines.

Ground transportation:

  • Reasonable public transit, shuttle, rideshare, taxi, or rental car when necessary and justified, in accordance with university policy.

Meals and incidentals:

  • Per-diem or actual expenses as permitted by K-State; tips and incidentals must follow K-State's Travel Guide limits and definitions.

Conference-related costs:

  • Conference registration fees, required abstract or submission fees, and mandatory on-site fees related to the scholarly presentation.

Unallowable expenses (examples)

  • First-class or business-class airfare, priority boarding, and seat upgrades beyond allowable extended legroom rules.
  • Travel companion expenses (family members, guests), personal travel days, or vacation extensions beyond the business purpose.
  • Equipment purchases, books, software, non-travel research costs, or membership dues are not required for conference registration.
  • Entertainment, alcohol, personal excursions, or tourist admissions unrelated to the scholarly purpose.

If the total cost of travel exceeds the HEART award, the faculty member or department is responsible for securing additional funds; HEART funding may not be combined with disallowed sources or used to supplant existing committed funds.

Application Requirements

Applications must be submitted through the Office of Research Development at ord@k-state.edu by 11:59 p.m. on the published deadline (October 1 or March 1).

Required components

Applicant information

  • Name, department, rank, primary discipline, FTE and research effort.
  • Confirmation of humanities/humanistic social science status.

Event and travel details

  • Name, location, and dates of the conference/event.
  • Confirmation that the travel dates fall within the eligible travel window for the cycle to which the application is submitted.
  • Indication of domestic (U.S., including territories) or international travel.
  • Title and type of presentation (paper, performance, exhibit, panel, etc.).
  • Proof of acceptance or invited status (upload email, letter, or program listing).

Project description (1–2 pages, 12-pt font, 1-inch margins)

  • Significance and importance of the event to the applicant’s career of the event you will be attending
  • Describe the role the applicant will have at the event. If the applicant played a role in planning the event, this should be described as well.
  • Concise description of the research/creative project being presented.
  • Significance of the work to the field and its contribution to the applicant's scholarly trajectory.
  • Description of anticipated impact on the applicant's career development, K-State's reputation, and visibility and students' curricula or broader communities as relevant.

Alignment with K-State Next-Gen strategic plan (up to 1 page)

  • Explanation of how the project and travel advance one or more Next-Gen themes (e.g., people-centered, community-engaged, research-forward, global reach).
  • How travel fosters partnerships, interdisciplinary collaboration, or global engagement.
  • Contribution to student engagement, workforce development, or innovation where applicable.

Budget and justification

  • Itemized projected costs with pertinent supporting documentation (airfare, lodging, meals/incidentals, ground transportation, registration, other allowable costs) up to the relevant award cap.
  • Identification of any additional confirmed or pending funding sources (departmental support, other internal funds, etc.).
  • Explicit statement that no start-up or other research support funds are available or budgeted for this trip (requires confirmation by department head/chair endorsement).

Curriculum vitae (max 2 pages)

  • Focused on recent (last 5 years) publications, performances, exhibitions, or other scholarly outputs.

Department head/chair endorsement

  • Brief letter or form endorsement confirming faculty status and appointment in a humanities/humanistic social science discipline, accuracy of funding-status representation, and how the proposed travel aligns with departmental goals and K-State’s strategic priorities.
  • Should confirm the lack of start-up funds and the availability of other sources of outside funding. Should also confirm any supplemental funding provided by the department or college.
  • The endorsement is a confirmation of status and accuracy only. No college-level review, ranking, or cost share is required.

Review Rubric

Applications will be reviewed by a committee of humanities, arts, design, and humanistic social science faculty convened by ORD on behalf of the OVPR. The same committee serves both cycles within a fiscal year to ensure consistent scoring. The following rubric, modeled on peer travel grant programs, will guide the selection process.

Use a 1–5 scale for each criterion (1 = weak, 5 = outstanding).

  1. Scholarly/Creative Impact (1–5)
    • 5: Activity is highly original, clearly articulated, and likely to make a significant contribution to its field or creative domain, supported by strong evidence of quality (e.g., competitive venue, external recognition).
    • 3: Activity is solid and relevant, but the contribution or innovation is more modest or not fully demonstrated.
    • 1: Activity description is vague, lacks a clear scholarly/creative contribution, or the fit with the event is unclear.
  1. Significance of Event and Role (1–5)
    • 5: Event is field-leading or nationally/internationally significant; applicant's role is substantial (e.g., presenting a major paper, exhibiting solo work, keynote panel, or comparable).
    • 3: Event is reputable and appropriate; role is meaningful but not central (e.g., standard conference presentation).
    • 1: Event significance is unclear; role appears minor or insufficiently justified.
  1. Alignment with K-State Next-Gen Strategic Plan (1–5)
    • 5: Clear, compelling explanation of how the project and travel advance specific Next-Gen goals (e.g., national reputation, student success, community engagement, interdisciplinary collaboration, global partnerships).
    • 3: General alignment is evident, but references to strategic goals are broad or underdeveloped.
    • 1: Little or no connection to K-State strategic priorities is articulated.
  1. Career Impact and Need (1–5)
    • 5: Travel is clearly critical to the applicant's career stage or trajectory (e.g., pre-tenure, promotion, major project milestone), and financial need is compelling with no alternative sources of support.
    • 3: Travel will benefit the applicant's development, but urgency or distinctiveness is moderate; funding needs are present but not fully documented.
    • 1: Limited evidence that travel is critical to professional growth, or the funding need is not substantiated.
  1. Quality and Feasibility of Plan and Budget (1–5)
    • 5: Timeline and travel plan are realistic and fall within the eligible travel window for the cycle; budget is appropriate, well-documented, and compliant with K-State policy.
    • 3: Plan is generally feasible; minor questions about budget details or justification.
    • 1: Timeline or budget is unrealistic, incomplete, or inconsistent with university travel rules.

Committee members may also consider distributional factors (e.g., rank, department, prior HEART awards) to promote equity and breadth of participation, in keeping with peer programs [2][3][8]. Reviewers may also weigh whether an applicant has a realistic opportunity to apply in the alternate cycle, so that time-sensitive travel is not disadvantaged.

Scoring table

Criterion Weight (max pts.)
Scholarly/creative impact 5
Significance of event and role 5
Alignment with K-State Next Gen Plan 5
Career Impact and Finacial Need 5
Plan and budget feasibility 5
Total Possible 25

Awards will typically go to the highest-scoring proposals; the committee may balance domestic and international awards and ensure representation across departments and ranks. ORD compiles scores into a ranked list for each cycle and transmits the ranking, with summary reviewer commentary, to the Vice President for Research, who makes the final award decisions.

Application Timeline and Process

HEART operates on the same two-cycle calendar as the Ad Astra Intramural Grants Program. Each cycle supports a 12-month travel window that begins after award notification, preserving support for summer travel while adding a fall opportunity for faculty whose conference acceptances arrive later in the year.

Annual timeline

Milestone

October Cycle

March Cycle

Call for applications released

August 15

January 15

Applications due to OVPR

October 1

March 1

ORD pre-screening for eligibility and completeness

October 2 – October 10

March 2 – March 10

Committee review, scoring, and ranking

October 11 – October 31

March 11 – March 31

Ranking transmitted to the VPR

By November 15

By April 15

Award notifications issued

By December 1

By May 1

Eligible travel window opens

January 1

July 1

Eligible travel window closes

December 31

June 30

Uncommitted balance reported and rolled forward

By December 1

By May 1

Cycle details

October 1 cycle. Applications are due October 1 for travel occurring between January 1 and December 31 of the following calendar year. Award notices issued by December 1 give awardees at least four weeks before the travel window opens to complete travel authorizations, book airfare and lodging, and address international travel requirements.

March 1 cycle. Applications are due March 1 for travel occurring between July 1 and June 30 of the following fiscal year. This cycle preserves the program’s original support for summer travel, and award notices issued by May 1 give awardees at least two full months before June and July conference travel.

Process steps

  1. Call released by ORD (August 15 for the October cycle; January 15 for the March cycle), circulated by the OVPR and colleges, posted on the K-State research website, and distributed via department heads.
  2. Applicants submit applications by the deadline (October 1 or March 1) through the designated portal.
  3. ORD pre-screens for eligibility, completeness, and policy compliance, including export controls and travel safety requirements.
  4. ORD convenes a faculty review panel to score and rank applications using the rubric.
  5. ORD prepares a ranked list with scores and summary commentary and transmits it to the Vice President for Research.
  6. The vice president for research makes final award decisions. ORD issues award letters, contingent on verification of acceptance or invitation (if pending at the time of application) and confirmation of compliance with K-State travel policy and export control and safety requirements as applicable, and provides feedback to unsuccessful applicants.
  7. ORD reconciles committed against available funds, reports the uncommitted balance, and carries it forward to the next HEART cycle.
  8. Awardees coordinate travel authorizations and Concur entries within their home units in accordance with K-State procedures.
  9. Post-travel reports and campus engagement obligations are completed within the specified timeframes.

Reporting and Post-Award Requirements

Travel report

Within 60 days of trip completion, awardees must submit a 1-page narrative report describing:

  1. Conference/venue attended, dates, and location
  2. Nature of presentation and audience
  3. Key outcomes (e.g., feedback, collaborations, publications, performances, community engagement)
  4. How travel advanced the Next-Gen plan and the applicant's scholarly trajectory [3]

Failure to submit the report may render the faculty member ineligible for future internal funding, including the next HEART cycle. ORD will issue automated report reminders and deadline notifications through the OVPR research information platform used across the intramural grants portfolio.

Campus engagement obligations

Each HEART awardee must agree to participate in:

  1. At least one Posters, Pinot & Partnerships event (or successor event) to share outcomes of the funded work with campus and external partners
  2. At least one K-State Research Week event (e.g., poster session, panel, or talk) highlighting their humanities, education, or arts research or creative work

These appearances should occur within one academic year of the completion of travel, when possible.

Acknowledgments

Publications, performances, exhibits, or other outputs arising from HEART-supported travel should acknowledge support from "Kansas State University's Humanities, Education, and Arts Research Travel (HEART) Program."

Program Administration

The HEART program is administered by the Office of Research Development in the Office of the Vice President for Research, on the same calendar, review workflow, and reporting cadence as the Ad Astra Intramural Grants Program.

  • ORD issues calls for applications, convenes the review committee panels, pre-screens applications, compiles scores, prepares the ranked list, issues award letters, and monitors reporting compliance.
  • The VPR makes final award decisions based on the ORD ranking.
  • ORD tracks HEART metrics alongside the broader intramural portfolio, including applications received per cycle, award rates, domestic and international distribution, departmental and rank distribution, rollover balances, and reported outcomes, and reports annually to the Vice President for Research.
  • Program metrics will inform whether the two-cycle structure, award caps, and the domestic/international split remain appropriate.

Questions about eligibility, application procedures, or policy interpretation should be directed to the OVPR Research Development team at ord@k-state.edu.