Request for ASHI Support Guidelines

Effective Date: June 27, 2025

Purpose

To ensure a transparent, consistent, and mission-aligned process for organizations seeking financial or logistical support from the American Society for Histocompatibility and Immunogenetics (ASHI).

Eligibility

• Applicant organization must have an active ASHI member affiliated with the initiative.
• Request must demonstrate alignment with one or more ASHI funding priorities.

Funding Priorities

Requests will be evaluated based on relevance to the following priorities, not listed in any particular order:

• Scientific advancement in HLA, immunogenetics, and transplantation
• Development and delivery of educational programs for HLA laboratory professionals
• Promotion of standards, quality improvement, and laboratory accreditation in histocompatibility testing
• Global and regional collaboration within the immunogenetics and HLA community
• Improved access and equity in transplant-related testing and histocompatibility services
• Early-career development and training for HLA technologists, trainees, and future laboratory directors
• Public and patient education related to HLA, histocompatibility, and transplantation
• Digital innovation to enhance knowledge sharing and laboratory efficiency
• Sustainability planning to ensure long-term impact in the field of immunogenetics and transplantation

Flexibility will be allowed for innovative projects that may not fit precisely within the listed categories but nonetheless support ASHI’s mission.

Submission Process

Complete the online Request for ASHI Support form by September 1st annually to be considered for funding during the following calendar year.

Late Submissions

Applications submitted after the September 1 deadline may be reviewed by the ASHI Board of Directors on a case-by-case basis, contingent on budget availability.

Late requests must be submitted at least 60 days prior to the event date to allow sufficient time for review, budgeting, and planning. Requests exceeding $5,000 will not be considered outside of the regular application cycle. Only those under $5,000 are eligible for off-cycle review.

Review Process

Step 1: Preliminary review by the ASHI Finance Committee for budget alignment and completeness.

Step 2: Initial review by the ASHI Board of Directors at the Fall Board Meeting. At this stage, adjustments or negotiations may be necessary, so the decision may not be final.

Step 3: Final discussion and vote of approval by the ASHI Board of Directors during their December ASHI Board Meeting, held virtually.

To ensure fairness and transparency, any board member with a personal or professional affiliation with an applicant must recuse themselves from decisions related to that application during the review process.

Approval Process

Applicants will be notified of the outcome by ASHI Headquarters via email to the contact person listed on the application. Notifications will be sent within one week following each Board meeting.

Expectations from Recipients

All recipients are required to submit a post-event summary. Additionally, upon request, some recipients may be asked to provide a budget reconciliation or deliver content to ASHI (e.g., educational materials, articles, social media posts) as specified in their application.

Administrative Support

ASHI will not provide blanket administrative support. If your organization needs ASHI to provide administrative support, details must be included on your Request for ASHI Support form. Administrative support is defined as, but not limited to, arranging the following:

• speaker airfare
• ground transportation
• hotel reservations
• meals/Per Diem