Mini-Program Addendum

This Addendum applies to those programs lasting 3 – 4 weeks.  

This is intended as a supplement to the primary policy guide. If you have not already done so, please read the Prologue and the Policy Guide for Program Coordinators before referring to these sections.

Length of Visits
Even though this is a short program, we still encourage program participants to be in residence as long as possible, ideally for the full term of the program. Shorter stays should be given relatively low priority. Visits of fewer than 3 workweeks are strongly discouraged. In the case of observers/experimentalists or special seminar speakers, a visit of one workweek or less is acceptable and can be reimbursed at a higher daily rate, the amount of which is seasonal up to a maximum set by GSA regulations. All of these expenses are charged to the program budget.

Per Diem
Seasonal factors can have a significant impact on lodging costs for shorter programs.  This is factored into your budget, but your participants will need to be encouraged to pursue low cost lodging. For most visitors we provide reimbursement toward local expenses at the same rate as we do for longer programs. Our present rate is $85 per day for individuals coming alone and often a bit higher for couples. For those coming with children, the amount depends on many factors, including the cost of their housing, the length of their stays, the ages of their children, etc. For families staying for four weeks or longer, there is the possibility of supplementary financial assistance from the Rice Family Fund.

Salary Support
No salary support is available for organizers or participants in miniprograms.

Information for Mini-Program Participants
Everyone who is invited to the program will be sent information that will help with planning a visit.  You should familiarize yourself with this site so that you understand what your participants are being told and to help you plan your own visit.

Addendum: MiniPrograms in Biological Physics

In addition to the information above, please note:
 
Speakers
We recognize that the presence of a substantial contingent of experimental biologists is crucial to the success of biological physics programs, and we realize that they often cannot stay for longer than one week. At a minimum, those invited for very short stays should stay at least one day beyond the day of their seminars in order to have an opportunity to interact informally with others.
 
Affiliates
In biological physics programs, unlike most other programs, KITP is often able to provide limited financial support for local expenses for affiliates from special grants for this purpose.  The amount is less than the per diem amount for senior participants.  We occasionally allow graduate students to attend even without their advisors, although arrangements are made for another participant to serve as an ersatz mentor.  Preference however is given to those whose sponsors are long-term visitors, and the visit of an affiliate is generally restricted to coincide with some part of the sponsor’s stay at the KITP.  We expect the affiliate’s airfare to be paid by the sponsor or home institution.