Name of expedition
This should make the destination, aim and year of the expedition explicit in a few words. Do not include Newcastle University in the title at this stage.
Title and name of leader/applicant
Make it clear if the leader is not a student registered at Newcastle University and give the name of a Newcastle University team member as the applicant.
Newcastle University address
This should not be care of a school in the University, and should be for the person named as the leader/applicant.
Telephone/ mobile numbers, e-mail addresses
These should be for the person named as leader/applicant.
Host country
The name of the country to be visited; only the UK is excluded.
Departure date
In the case of undergraduates, do not plan to leave before the end of the third term.
Return date
In the case of continuing undergraduates, plan to return in time to attend the whole of induction week at the start of the next academic year.
Number of Newcastle University team members This total will only include postgraduates if they are full team members (as opposed to being advisors).
Number of host country counterparts
This is the intended number of full team members (as opposed to advisors) from the country you are going to visit.
Number of other team members
This refers to people who are not covered under the two sections above. They may or may not be from other UK universities.
Total funds required
This is an estimate of your total costs.
Background (250 words)
Describe how your project has arisen, for instance through citations of earlier published work, or the recent activities of individuals or organisations alreday mentioned. If appropriate explain how your project fits into any wider agenda in the host country, and/or any larger research programme, which it is designed to complement.
Aim (20 words)
State the unifying idea behind your plan.
Objectives (60 words)
Describe here the precise questions or propositions that you intend to address through the collection of new data in the field. It should be obvious how the objectives relate to your stated aim. If they are to be tackled successively list them in order or, if appropriate, list them in order of their importance in achieving your aim.
Study area(s) (100 words)
Append maps on one side of A4 indicating the whereabouts and local geography of your study area(s) in the host country. Explain why you are going to work there, for instance by relating the area(s)' attributes to your objectives and/or aim by reference to previous or current work, or on the basis of information from contacts on such things as access, living conditions or safety issues.
Methods and equipment (300 words)
Describe your research methods in sufficient detail to show how you are going to address your stated objectives. Make sure your methods cover the collection of data necessary for each and all of these. Conversely, do not include any protocols that are not directly relevant to any of your objectives. Indicate your equipment requirements, and state whether you are able to borrow any items from the university and/or host country institutions. Major items requiring purchase should be specified individually in your budget.
Travel and accommodation (100 words)
Explain how are you going to reach and, if necessary, travel between or within your study area(s). Describe the accommodation arrangements for all phases of your trip.
Timetable
Give a plan of different phases of the expedition, from departure from UK to return, with dates. A chart with a calendar axis may be a useful way of doing this.
Expected outcomes (60 words)
Identify tangible outputs (eg dissertations, local language pamphlets), local benefits (eg training, new opportunities), and contributions to wider agendas and/or larger ongoing projects in the host country.
Literature consulted
List all the literature sources (including authoritative websites) that you cite in. Do not list any that you do not cite and/or have not actually read.
Host country contacts
Give the names, designations and organisations of local advisors, with a brief indication of their role in helping you with your plans. Be explicit on the actual or likely sources of counterparts, especially if you cannot yet name them in 25. Append copies of key communications that indicate the extent of local collaboration.
Advisors in UK/elsewhere
Give the names, designations and organisations of advisors in the university, the UK or further afield, with a brief indication of their role in helping you with your plans.
Host country permissions
State whether you need special visas or research permits, and from where, in order to carry out your work or any particular parts of it. Explain how you are going about obtaining these, either directly or via people mentioned in your list of expedition members. Append copies of key communications indicating any progress so far.
Expedition members (50 words each)
Give relevant details for all expedition members, including named host country counterparts if known: name, sex, age, occupation (ie degree programme and stage for students), previous travel, expedition or field research experience, language proficiency, first aid qualifications, etc. Your counterparts are likely to be crucial in acting as translators of national or local languages, as well as for logistics.
Risk assessment (100 words)
List the main personal risks you are likely to encounter. Comment on how you intend to minimise each one, and take the action necessary in case of a mishap. You should refer to your team's first aid capabilities, casualty evacuation plans, any other emergency provision. Note that if your proposal is given provisional endorsement in February, you will then be required to:
attend a risk assessment briefing with the University Safety Office
prepare a full Risk Assessment document
submit this for checking and signing off by both the responsible person in your School and the Expeditions Committee. Only after you have complied fully and satisfactorily with all these formalities will you be offered University support in the form of a formal expedition endorsement letter, funds and insurance cover
Social and environmental impacts (150 words) Expeditions with cultural or sociological aims are particularly difficult to implement because groups of people and/or political issues are often the subjects of study. The ethical and methodological issues raised by such situations are discussed further in guidelines for proposals in the social sciences. Most expeditions have the potential to be socially intrusive or disruptive at the local level, and you are expected to show that you have some insights into the social and cultural norms in your study area and the host country in general. Your physical presence in the study area for a period of weeks could also have environmental consequences. You should indicate how you expect to be able to minimise such effects.
Itemised budget
This should be a full list of the funds required under headings such as: pre-expedition, international travel (including freight/excess baggage), local travel, accommodation, food, costs for counterparts/ translators/guides, equipment, insurance, consumables, post-expedition, and contingency.
Fundraising plans
Indicate the extent of your personal contribution to expedition funds, and give a list of organizations and trusts to which you are applying. Outline plans for fundraising events with estimates of their potential.
Referees
Give the names and contact details for two people, who can be approached by Expeditions Committee for confidential statements on behalf of you and your team in early February . One (or both) of your nominees should be able to comment on the quality and value of the research work you have proposed, but we also need comments on your personal capacity to undertake an expedition, lead a team, relate to host country nationals, network with the research community, etc.
