The Vietnam Education Foundation 2011 Annual Report

Page 220 Annual Report 2011
3.11.6.1. Communications. Inform each VEF Fellow/VEF Visiting Scholar about the
procedure to use to obtain the PDG funds, providing a copy of the procedure to
VEF.
3.11.6.2. Academic Standing (for Fellows). Ascertain that the VEF Fellow is in good
academic standing and making satisfactory progress in their program of study
prior to disbursing the PDG.
3.11.6.3. Use of Funds. Require written evidence from the VEF Fellow/VEF Visiting
Scholar regarding the use of PDG funds, which must relate to his/her
professional development in his/her field of study.
3.11.6.4. Records. Keep records of the use of funds, which would be supported by the
written evidence provided by the VEF Fellow or VEF Visiting Scholar, and, if
requested by VEF, summarize the use and payment of the PDG funds.
3.11.6.5. Taxes. Process documentation, if any, related to taxes that might be owed by
the VEF Fellow/VEF Visiting Scholar when disbursing the PDG funds to the
VEF Fellow/VEF Visiting Scholar.
3.11.7. Accumulation of PDG Funds (for a Fellow). The PDG funds can be accumulated and carried
over from one year to the next for a VEF Fellow. However, at the time that the VEF Fellow
completes his/her approved VEF academic program and/or departs from the School, any
unused PDG monies for that VEF Fellow must be returned to VEF.
3.11.8. Criteria for Use of PDG Funds. The criteria for the use of PDG funds are as follows:
Use of the funds is limited to professional development purposes in one's field, defined as
follows: conference attendance and/or presentations; training workshops or seminars;
books 1 , journals, and publications; computer hardware or software; professional
memberships or subscriptions; travel to Vietnam to work, teach, or do research (for
Fellows); courses to improve English speaking, listening, reading, or writing; equipment
needed to do research for one's thesis or dissertation (for Fellows); hiring a statistician;
and hiring an English language expert to edit one's thesis, dissertation, or publishable
article. PDG funds cannot be used for non-professional purposes, such as living
expenses, costs for dependents, travel for pleasure, medical or health expenses, and
entertainment.
3.12. Payment Schedule. After notification by VEF and upon receipt of the confirmation from the School
of the amounts due for VEF Fellows and VEF Visiting Scholars as also confirmed by VEF, or upon
receipt of the required forms from the VEF U.S. Faculty Scholar or his/her School, VEF, or its
appointed agent, shall pay to the school the annual Grant amount within approximately 2 weeks in
lump sum for each VEF Fellow and for each VEF Visiting Scholar. For the U.S. Faculty Scholar, the
U.S. Faculty Scholar shall designate whether the total approved Grant amount shall be paid directly to
the U.S. Faculty Scholar or to the School. The School holds the responsibility of assuring that the
money is disbursed to the VEF Fellow, VEF Visiting Scholar, and VEF U.S. Faculty Scholar in a
timely fashion. If there are any delays associated with the payments, the School will make an advance
payment to VEF Fellows and to VEF Visiting Scholars, as appropriate, the tuition/fees, health
insurance, and stipend and will not place any holds on enrollment/registration and will not drop
classes for non-payment.
3.13. VEF Fellows and Scholars Conference. VEF pays for all travel and lodging and provides a fixed
conference grant for VEF Fellows, VEF Visiting Scholars, and VEF U.S. Faculty Scholars to attend
an annual VEF Fellows and Scholars Conference in the U.S. during the Grant periods.
1 The intention of the term "books" refers to publications above and beyond required classroom textbooks.