This document sets out the terms and conditions relating to the Tolkien Society Bursary (“Bursary“).

  1. Introduction
    1. The Tolkien Society (“Society”) is a charity registered with the Charity Commission for England and Wales under charity number 273809. Its registered address is 3 Tithe Barn, Merton, Bicester OX25 2NF, United Kingdom.
    2. All queries concerning the Bursary should be directed to the Society’s Education Officer. Email: education [at] tolkiensociety [dot] org.
  2. Administration
    1. The Bursary is administrated by a sub-committee comprising the Education Officer and such other members as the Trustees of the Society shall identify.
  3. Eligibility
    1. The Bursary is open to graduate students pursuing an MA, MSc, MRes, MSt, MPhil, DPhil, PhD or equivalent degree from a recognised higher education institution, who have submitted a paper to be presented at the Tolkien Society Seminar, Oxonmoot, or a special Tolkien Society event with a conference component.
  4. Application
    1. The application window for Bursaries to support each event will be announced on the Tolkien Society website.
    2. Applications must be submitted in line with the published process by midnight UK time on the closing date. Late applications will not be considered.
    3. Applicants will be required to provide:
      1. Details of the paper they have submitted to the relevant event
      2. Justification of why they should be awarded a Bursary
      3. A copy of their Curriculum Vitae/Resume
      4. Evidence of their enrolment for a qualifying degree
    4. A candidate may only submit one application per year.
  5. Allocation of Awards
    1. Allocation of an award is subject to the paper being accepted for presentation at the relevant event.
    2. Bursaries will be allocated to presentations at specific events at the discretion of the Bursary Sub-Committee. There is no guarantee that any Bursaries will be allocated to any specific event.
    3. Decisions on each application will be made by the Bursary Sub-Committee.
    4. Applicants will be notified whether they have been successful by email. The timing of the decision will be announced with each call for proposals.
    5. No correspondence will be entered into regarding the reasoning for decisions.
  6. Award
    1. Up to four Bursaries will be awarded each year.
    2. Each Bursary comprises two parts:
      1. A grant of up to £500 (GBP) to cover the cost of travel to the event and accommodation at the event
      2. The waiving of the registration fee for the event.
  7. Payment 
    1. Payment will only be made after the successful applicant has arrived and registered at the event.
    2. All claims must be supported by receipts.
    3. Accommodation Costs: Where accommodation is available as part of the event booking, it is expected that this will be used.
    4. Travel Costs: The Bursary will cover travel by 2nd class train or economy class air, or mileage cost for use of a private car at the rate defined in the Society travel policy.
    5. Registration Fees: Applicants will be required to submit all the required information to support their registration for the event. Should a successful applicant have already registered for the event prior to their being awarded a Bursary their fee will be refunded at the rate which applied at the time they registered.
  8. Publicity
    1. Applicants agree that, should their application for a Bursary be successful, they will provide a photograph and brief biography for publication on the Tolkien Society website.
  9. Governing Law and Jurisdiction
    1. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.
    2. Any dispute arising under these terms and conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
    3. If you have a complaint, please contact the Society in the first instance (see section 1.2 for contact details). Please note that disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform: http://ec.europa.eu/consumers/odr.