Within the limitations imposed by the budget of the Commission as approved by the Executive Committee of the International Astronomical Union, funds are available to Commission 46 toward grants to qualified individuals to enable them to visit institutions abroad. It is intended, in particular, that the visitors should have ample time and opportunity to interact with the intellectual life of the host institution so that maximum benefit is derived by both sides. It is a specific objective of the programme that astronomy in the home country be enriched after the applicant returns.
Candidates may be faculty/staff members, post-doctoral fellows, or graduate students at any recognised educational/research institution or observatory. All candidates must have an excellent record of research and must have made permanent and professional commitments to astronomy. The programme is designed to support both the work of young astronomers and established astronomers whose visits may benefit the country or institution visited. It is emphasised that all recipients should return to their home institutions or home countries upon the completion of their visits.
All visits must normally consist of a stay of at least 3 months at a single host institution. In special cases, shorter visits can be considered; stopover at other institutions en route may be permitted.
All visits must be formally agreed to by the Directors of the home and host institutions involved. Such endorsements must confirm that the proposed plan of study is a reasonable one and will be of benefit to astronomy.
All applicants must give details of funds currently available to her/him to finance her/his proposed visit including supporting documents. In particular, s/he must state what other applications s/he has submitted in efforts to obtain support from other sources and the status of such applications. In the event that an applicant receives funds, which may be used, in whole or in part, for the same proposed purpose from another source, s/he is required to revise her/his application or make a refund to the IAU. If dependants are to accompany the applicant, details must be given.
The amount of the grant will be governed by the cost of one return economy air fare and limited to the least expensive fare (such as PEX, APEX, etc.) between home and host institutions and normally is to be used by the applicant for such travel. With prior approval, the funds can instead be used wholly or in part for subsistence costs during the visit.
Some grants may be awarded on the basis of a one-way fare. An example is the case where highly qualified graduate students apply for funds to go abroad to begin graduate studies at an institution where they have been formally accepted. Grants to attend symposia, summer schools, conferences, society meetings, etc. are outside the scope of the programme.
Grants will not normally be made for the sole purpose of obtaining observational data.
An individual should normally not expect to receive an IAU award for a second visit.
Each recipient is required to submit a brief report to the Chair of the Exchange of Astronomers Programme Group of Commission 46 after her/his return from the visit. Acknowledgement of support from the Exchange of Astronomers Programme of the IAU should be made in any published paper resulting from the visit.
Application procedure
An individual who wishes to apply for a grant under the IAU Exchange of Astronomers Programme should read the rules carefully to ensure that the circumstances of her/his case conform to the conditions under which IAU grants can be made. S/he should then proceed by formally submitting her/his request for a grant in the form of a letter to the Chair of the Exchange of Astronomers Programme Group of Commission 46 (see below). Each candidate must submit a curriculum vitae showing that s/he is professionally qualified, and must submit a viable plan of scholarly activity to be carried out during the visit. The information supplied in those documents should be complete and detailed as it will be used to judge whether the proposal is in conformity with the aims of the programme, whether the minimum initial requirements are being met, and whether the guidelines will permit a favourable decision. Any special circumstances must be carefully set forth.
It is the applicant's responsibility to arrange for the two confidential letters of endorsement from senior officials of the home and host institutions. These are to be sent without delay directly to the Chair of the Exchange of Astronomers Programme Group of Commission 46. The letters from both institutions should confirm that the applicant's proposed visit has the knowledge and support of the directors or senior academic/research officers of the institutions involved. Further they should state whether the applicant will be returning to a position at the home institution at the conclusion of the visit. Finally, they should confirm to the Chair of the Exchange of Astronomers Programme Group of Commission 46 that the senior officials themselves have made every effort to obtain the necessary travel funds from their own institutions and from other resources within the respective countries. The applicant must state who is responsible for her/his subsistence during the prolonged visit at the host institute, i.e. subsistence paid by the home or by the host institute, by a grant or fellowship or by any other means. Copies of the relevant documents should be submitted with application. In addition the applicant should provide information on the lowest available travel fare required.
As noted above, care should be taken to make the application as complete as possible and to include detailed statements rather than generalities. Material should be typed and single spaced. The application will be considered as quickly as possible, but it should be recognised that information and opinions must be exchanged among the Members of the Exchange of Astronomers Programme Group or other Members of Commission 46.
In summary, the application should include: i. plan of scientific activity,
ii. curriculum vitae,
iii. letters of support from home and host institutions,
iv. information on responsibility for subsistence at the host institution,
v. information on lowest available travel fare.
and should be submitted in time for the Chair and Vice Chair of the Exchange of Astronomers Programme Group to consult by post.
All correspondence, including the endorsements referred to above, should be directed to the Chair of the Exchange of Astronomers Programme Group of Commission 46, International Astronomical Union, with copy to the Vice-Chair of the Programme Group.
John Percy (Chairperson), jpercy@utm.utoronto.ca
Kam-Ching Leung (Vice-chairperson), kleung@unlserve.unl.edu