Applications for support are considered twice a year by a review panel composed of scientists drawn from URA-appointed universities. Laboratory representatives may serve in an advisory capacity. Award decisions are announced generally within six weeks of the closing date for applications. Awards may not fund activities occurring prior to the date of the award notification letter.

Application Deadline:
The application deadline for the spring round of awards is the last Monday in February.
Funding decisions are announced at the end of March.
The application deadline for the fall round of awards is the last Monday in August. Funding decisions are announced at the end of September.

On-Line Submission of Applications
Proposals and supporting documentation must be submitted on-line by the application deadline date. To register, please go to the VSP site: http://www.ura-hq.org/vsp/wp-login.php?action=register. You will be asked to provide a username and email address; a registration confirmation and password will be sent to the email address submitted, providing access to the VSP site.

Application Proposal Requirements
Individual Applications

Page limit: 12 pages, plus supporting materials (see below)
Format: 1 inch margins, font minimum 11 or 12 pt., common typeface (e.g., Arial, Palatino, Georgia), pages numbered.

On-Line Cover Sheet(Please complete all required fields)

TAB 1 – Applicant information

TAB 2 – Title (objective) of proposed activity

  • Brief description of the proposed research activity.
  • Provide Fermilab sponsor/collaborator contact information. An automated request to provide a letter of support will be sent to the Fermilab sponsor’s email address provided by the applicant. The email will contain a link to the site where the letters of support should be uploaded by the application deadline date.
  • Upload proposal, budget, bio-sketch and waiver of indirect costs:
  • Project Description – 8 pages maximum: The project proposal should describe the proposed activity and its scientific and/or educational merit, and explain how URA funding will facilitate the proposed activity.
  • Recipients of previous URA Visiting Scholars awards are expected to discuss accomplishments under the earlier award in their new proposal and include a copy of the URA VSP Project Report submitted at the close of the previously funded project.
  • Budget – each proposal must contain a one page budget justification. Expenses must be itemized by type and cost:
    Personnel expenses or stipend – indicate monthly salary cost and associated fringe rate/cost. Summer salary should be noted.
    Travel expenses – for each trip indicate number of travel days,type and cost of travel: air/rail, ground transportation (Uber, shuttle, rental car, etc.), lodging (Fermilab housing or hotel), per diem, other.
  • Bio sketch – 2 pages maximum

TAB 3 – Email addresses of References

  • Provide name and email address of reference(s). An automated email request to provide a letter of support will be sent to the reference(s) along with a link to the site where the letters of support should be uploaded by the application deadline date.
  • Letters of Support Required:
    • Letter from Fermilab sponsor/collaborator.
    • For a graduate student applicant: a letter from the faculty adviser supporting the application and detailing provisions for supervision of the student during the visit.
    • For postdocs: a letter from the faculty adviser supporting the application.
    • Letter from Grants or Sponsored Research Office of the home institution waiving indirect costs.

Optional:

  • Additional letters of support may be submitted, but are not required.

TAB 4 – Sources of Support

  • Indicate dollar amount requested, proposed start date, and project duration.
  • Other sources of support for proposed work and month/year of prior VS award support (if any).

TAB 5 – Grants or Sponsored Research Office contact information

  • Provide contact information for Grant Officer.
  • Read and accept the terms and conditions of the Visiting Scholars Program.
  • Confirm accuracy of information provided and applicant identity.
Group Application Proposal Requirements

URA Sponsored Visits to Fermilab for Group Activity (e.g., conferences, workshops, summer schools)

Page limit: 12 pages, plus supporting materials (see below)

Format: 1 inch margins, font minimum 11 or 12 pt., common typeface (e.g., Arial, Palatino, Georgia), pages numbered

Group proposals are to be fully developed with all of the required documentation which MUST include the following:

On-Line Cover Sheet (Please complete all required fields)

TAB 1 – Applicant and co-applicant information.

TAB 2 – Title (objective) of proposed activity

  1. Brief description of the proposed research activity.
  2. Upload proposal, budget and bio-sketch documents:
    ‒ Project Description – 8 pages maximum: The project proposal should describe the proposed activity and its scientific and/or educational merit, and explain how URA funding will facilitate the proposed activity.
    ‒ Recipients of previous URA Visiting Scholars awards are expected to discuss accomplishments under the earlier award in their new proposal and include a copy of the URA VSP Project Report submitted at the close of the previously funded project.
    ‒ Budget – each proposal must contain a one page budget justification. Expenses and their relation to the proposed activities must be specified and itemized by attendee, indicating attendee length of stay at Fermilab for this activity (one night; two days, etc.), and type of travel reimbursement costs requested.
    ‒ Bio sketch – 2 pages maximum for each applicant.

TAB 3 – Email addresses of References / Fermilab Endorsement

  1. Provide name and email address of Fermilab’s Deputy Director and, as appropriate, the Chief Research Officer, Chief Information Officer or Chief Accelerator Officer, depending on focus of proposed activity. The Fermilab sponsor will receive an automated email request to provide a letter of endorsement. Contained in the email request will be a link to the site where the letter of endorsement should be uploaded by the application deadline date.
    Optional:
    ‒ Additional letters of support may be submitted, but are not required.

TAB 4 – Sources of Support

  1. Indicate amount requested, proposed start date, and project duration.
  2. Other sources of support for proposed work and month/year of prior VS award support (if any).

TAB 5 – Grants or Sponsored Research Office contact information

  1. Provide contact information for Fermilab’s Grant Officer.
  2. Read and accept the terms and conditions of the Visiting Scholars Program.
  3. Confirm accuracy of information provided and applicant identity.