Proposal Guidelines

  1. 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.
  2. Title and name of leader/applicant - Make it clear if the leader is not a student registered at Newcastle University during the expedition and give the name of a Newcastle team member as the applicant.
  3. Student number – 9 - digit number, appears on your smart card.
  4. School – please provide your full school name not an acronym.
  5. Degree programme/ year of study - Please state the name of your degree and year of study.
  6. Newcastle address - This should not be c/o a School in the University, and should be for the person named in 2 above.
  7. Telephone and mobile phone - These should be for the person named in 2 above.
  8. University email address - This should be for the person named in 2 above.
  9. Host country (ies) - The name of the country (ies) to be visited; only the UK is excluded.
  10. Departure date - In the case of undergraduates, do not plan to leave before the end of the third term.
  11. Return date - In the case of continuing undergraduates, plan to return in time to attend the whole of your School’s Welcome Week at the start of the next academic year.
  12. Names of Newcastle University team members - This should only include full team members (as opposed to advisors) and may include postgraduates. Please state if any members are related to the applicant and / or other Newcastle University team members.
  13. Number of host country counterparts and their roles (see also 28) - This is the intended number of full team members (as opposed to advisors) from the country you are going to visit. Please state if any members are related to the applicant and / or other Newcastle University team members.
  14. Number of other team members and their roles (see also 28) - This refers to people who are not covered under 12 or 13 above; they may or may not be from other UK universities. Please state if any members are related to the applicant and / or other Newcastle University team members.
  15. Total funds required - This is an estimate of your total costs, as detailed in 31
  16. Background (250 words) - Describe how your project has arisen, for instance through citations of earlier published work, or the recent activities of individuals or organizations mentioned in 24-26. 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.
  17. Aim (20 words) - What is the unifying ‘big idea' behind your plan?
  18. 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 aim in 17. 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.
  19. Study area (s) and map of study area (200 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 its attributes to your aim in 17 and/or objectives  in 18, by reference to previous or current work, or on the basis of literature consulted or contacts listed in 24-26 on such things as access, living conditions or safety issues.
  20. Methods and equipment (300 words) - Describe your research methods in sufficient detail to show how you are going to address your objectives in 18.  If possible do this by citing literature giving full details.   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 31.
  21. 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.
  22. Timetable (1/2 of A4 page) - 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.  Ensure you include a sufficient number of weeks to complete all your planned research.
  23. Expected outcomes (100 words) - Identify immediate outputs (e.g. local language pamphlets), local benefits (e.g. training, new opportunities, outreach activities), and contributions to wider agendas and/or larger ongoing projects in the host country. If the research will be used in a dissertation/assessed University work please also note this here.
  24. Literature cited - List all the literature sources (including authoritative websites) that you mention in 17-22. Do not list any that you do not cite and/or have not actually read.
  25. 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 28. Append copies of key communications that indicate the extent of local collaboration.
  26. 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.
  27. Host county 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 25. Append copies of key communications indicating any progress so far.
  28. Expedition members (200 words each) –see also 13 and 14 - Give relevant details for ALL expedition members, including the main applicant, and named host country counterparts if known: name, sex, age, occupation (i.e. 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. Use this section to emphasise experience and qualities relevant for your expedition and why the Committee should fund you/your team.
  29. Preliminary risk assessment (250 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, and any other emergency provision. Please also fill out the attached University Risk Assessment form in as much detail as possible. Note that if your proposal is given provisional endorsement in February, you will then be required to (i) attend a risk assessment briefing with the University Safety Office, (ii) prepare a full Risk Assessment document, and (iii) submit this for checking by both your School Safety Officer(s) and Expeditions Committee. Only after you have complied fully and satisfactorily with these formalities will you be offered University support in the form of a full expedition endorsement, funds and insurance cover.
  30. 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.
  31. Itemised budget - This should be a full list of the funds required under headings such as: pre-expedition, international travel (including freight/excess baggage, visas), local travel, accommodation, food, costs for counterparts/ translators/guides, equipment, insurance, consumables, post-expedition, and contingency. Where applicable include details.
  32. Fundraising plans - Indicate the extent of your personal contribution to expedition funds, and give a list of organizations and trusts and any other funding sources to which you are applying, including those within the University/your School. Where applicable include funding deadlines and when you expect to hear the outcome. Outline plans for any fundraising events with estimates of their potential value.
  33. Referees - One (or both) of your nominees should be able to comment on the quality and value of the research ead a team, relate to host country nationals, network with the research community, etc.
  34. All applications will be considered by members of the University Expeditions Committee and must be received by the last Friday in January.
  35. If there are no applications of sufficient merit in any one year, awards will not be made. 
  36. Successful applicants must submit an interim Expedition report in the form of an academic poster by 6th October in the year of the expedition and a final written report by 31st January of the year following their expedition.  In addition to production of an academic poster by 6th October the Expeditions Committee will expect an additional page to be submitted listing sponsors, the full expedition budget and expenditure and any specific changes from work originally approved by the Committee.  Funded expedition students are expected to participate fully in the ‘Celebrating Research Scholarships and Expeditions 2019’ presentations held during the November following their expeditions.