Participation Policy

• Attendance requirement

  Fellows are expected to participate in at least 80% of scheduled activities (live virtual and in-person training sessions).
• Mentor meetings

  Fellows are expected to meet with their assigned mentors approximately monthly.
• If you anticipate challenges

  If Fellows encounter challenges that prevent them from meeting the participation standard, they should notify program staff as soon as possible:

  • GWHR@nas.edu
  • lea-wh@rctp.or.ke
• Non-compliance

  Fellows not meeting the required standard for participation who have not notified program staff of their circumstances may be removed from the program.

How to Request Travel and Non-Travel Support

• What the forms require

  For the travel request form: event details, estimated costs, and a brief justification aligned with fellowship objectives.

  For the non-travel request form: explanation of expenses to be covered, estimated costs, and a brief justification aligned with fellowship objectives.

• Allow lead time

  Program staff from both KEMRI and NAM will review submissions and provide written notification of the decisions made. Allow plenty of lead time for approval and arrangement of logistics.
• Pre-approval required

  Only pre-approved expenses are eligible for reimbursement. Requests for retroactive reimbursement of expenses previously paid by the fellows or their institutions will not be considered.
• Do not purchase items directly unless authorized

  Fellows should not buy their own air tickets or pre-pay hotel expenses; program staff will pay those costs directly to service providers. For IP-related expenses, fellows must discuss the appropriate payment options in advance with staff.
• Reimbursement documentation

  Out-of-pocket reimbursement requires original receipts submitted within stated deadlines.

This process ensures timely support while allowing fellows to participate in events that advance their research and leadership development.