Sign Up to receive free weekly articles like these

Can I require two post-docs to share a hotel room?

Reader question: Two of my post-docs want to attend a major conference in our field. I barely have the funds to send them but could swing it if they agree to share one hotel room. Both are males but one now tells me he just can't psychologically handle sharing a room, even a twin-bedded one. So what's my solution? Choose just one to go? Or do I demand the finicky one get over it and send them both?

Expert comments:

You have a few choices:

• Ask the post-doc who “can’t psychologically handle” sharing a room to pay for his own room. He’s not required to attend the conference and is able go under certain circumstances (i.e., sharing a hotel room). If he’s uncomfortable with those circumstances, he has the option to use his own money to pay for a separate room.

You should note that this scenario would be different if the post-doc was required to attend the conference for certification to continue working at your institution. If not attending was going to affect him in a negative way — such as a mark against him for future promotions — the post-doc would also be in a strong position to file a complaint. In that case, you would have to find additional funds.

• You can also try to get additional funding for a separate room from another source. For example, you might approach an affiliated department to share the cost of separate rooms.

Let’s say I worked part-time in research and wanted to attend the conference, but I didn’t have enough money. You could ask my boss to allow me to go. My boss would then pay a portion of the cost, and you would pay for the remainder. Most departments will help with funding if they have the money available and if it will be a mutually beneficial opportunity.

Alternatively, you may be able to ask for help from a department funded by a larger institution. For example, if there are many departments within your institution that receive money from general funds, there’s a bigger pool of money to divide among them. Look for those areas that may have available funds, and find a connection between your department or the conference and that particular area. The connection is going to validate your request for assistance.

• Ultimately, if you can’t find a way to send them both with the available money and with lodging in separate rooms, then you should contact the human resources department. It may offer some guidance on working out a way to accommodate your needs.

• Ask the post-doc who “can’t psychologically handle” sharing a room to pay for his own room. He’s not required to attend the conference and is able go under certain circumstances (i.e., sharing a hotel room). If he’s uncomfortable with those circumstances, he has the option to use his own money to pay for a separate room.

You should note that this scenario would be different if the post-doc was required to attend the conference for certification to continue working at your institution. If not attending was going to affect him in a negative way — such as a mark against him for future promotions — the post-doc would also be in a strong position to file a complaint. In that case, you would have to find additional funds.

• You can also try to get additional funding for a separate room from another source. For example, you might approach an affiliated department to share the cost of separate rooms.

Let’s say I worked part-time in research and wanted to attend the conference, but I didn’t have enough money. You could ask my boss to allow me to go. My boss would then pay a portion of the cost, and you would pay for the remainder. Most departments will help with funding if they have the money available and if it will be a mutually beneficial opportunity.

Alternatively, you may be able to ask for help from a department funded by a larger institution. For example, if there are many departments within your institution that receive money from general funds, there’s a bigger pool of money to divide among them. Look for those areas that may have available funds, and find a connection between your department or the conference and that particular area. The connection is going to validate your request for assistance.

• Ultimately, if you can’t find a way to send them both with the available money and with lodging in separate rooms, then you should contact the human resources department. It may offer some guidance on working out a way to accommodate your needs.

Expert comments by Adriane Hoof,Human Resources Coordinator, Oregon Health & Science University, Portland, OR.

Sign Up to receive free weekly articles like these