If you are planning to present a paper directly related to your thesis research at a conference, you may be eligible for a travel grant. Eligible students include students pursuing a Master’s with thesis option, doctoral students, and students enrolled in a “fast-track” program. See below for more detailed eligibility criteria.

Value

Master's with thesis: Up to $750

Ph.D. and fast-track: Up to $1,000

The grants may only be used to cover the cost of transportation (train, plane, bus, taxi, kilometers by automobile or other), and at the most economical rate possible. No other travel expenses are eligible. The maximum amount awarded varies according to the conference location. 

Deadlines

Applications must be submitted prior to leaving (no grants will be considered after the fact). The deadlines to submit a request are:

• September 15th
• January 15th
• April 1st
• June 1st

Only complete applications will be processed. It is the sole responsibility of the student to ensure that all the required documentation and all signatures are provided with the application. If the application is refused, the student has the possibility to resubmit a second complete application. If the application is approved, expenses will be reimbursed once the conference is completed. 

How to submit a reimbursement request

You must fill out the Request for reimbursement of travel expenses (Excel spreadsheet, 58 KB), and send it to your academic unit with accompanying documents. 

As indicated in the University's Procedure 16-11, you must submit the form and accompanying documents within fifteen (15) working days following the completion of travel.

Master's with thesis students

Objectives

The Faculty of Arts recognizes the importance of sharing the research findings of students pursuing a Master's degree (with thesis) with the broader scientific community. To this end, the Office of the Vice-Dean, Research awards travel grants to these students so that they can present the results of their thesis research at major conferences.

Eligibility

• Be registered full time in a MA with thesis program at the time of the conference;
• Present thesis research at the conference within the first six (6) terms of their initial registration in the Master's program.

NOTE: All terms count, including terms with leaves of absence. The exception to this rule are approved leaves of absence for medical, maternity or parental reasons. 

Conditions

• A student can only be awarded one (1) grant through the completion of their program;
• Conferences for which participation is restricted to graduate students are ineligible;
• Conferences taking place in the Ottawa-Gatineau region are ineligible;
• For students who are not departing from Ottawa to attend the conference (e.g. students who are on an exchange, internship, or in cotutelle at a host institution), the maximum amount awarded varies according to the distance travelled from the location of the host institution;
• The publication and presentation must deal with research results obtained during the current program and be related to the thesis;
• Students who are first author of a poster presentation are eligible;
• The applicant must present the conference paper or poster;
• MA candidates participating in a conference solely as a session discussant are ineligible.

NOTE: Students can't obtain a grant from both the Student Experience Fund and this research funding for the same conference. 

Procedure

1. Fill out the Conference Travel Grant Application (Microsoft Forms);
2. Upon returning from the conference, complete the Request for reimbursement of travel expenses (Excel spreadsheet, 58 KB) and return it with original receipts (including boarding passes) and a proof of attendance at the conference to your academic unit. If applicable, include proof of the exchange rates used. The amount reimbursed is the lowest between:

• The cost of the transportation; or
• The amount appearing on the geographic zone map.

Ph.D. and fast-track students

Objectives

The Faculty of Arts recognizes the importance of sharing the research findings of Ph.D. and fast-track students with a broad scientific community. To this end, the Office of the Vice-Dean, Research, awards travel grants to these students so that they can present the results of their thesis research at major conferences.

Eligibility

• Be registered full time in a Ph.D. program at the time of the conference;
• Present thesis research at a conference when at least two (2) terms in the Ph.D. program have been completed, but no more than fifteen (15) terms from their initial registration in the Ph.D. program (the first term of the transfer to Ph.D. is taken as reference for fast-track students).

NOTE: All terms count, including terms with leaves of absence. The exception to this rule are approved leaves of absence for medical, maternity or parental reasons.

Conditions

• A maximum of three (3) grants can be awarded to a student in a regular Ph.D. program over the duration of their program;
• A maximum of four (4) grants can be awarded to a student who fast-tracks into a Ph.D. program, including any conference travel grant received while registered in the Master's program;
• Only one (1) grant may be awarded per fiscal year (between May, 1 and April, 30);
• Conferences taking place in the Ottawa-Gatineau region are ineligible;
• For students who are not departing from Ottawa to attend the conference (e.g. students who are on an exchange, internship, or in cotutelle at a host institution), the maximum amount awarded varies according to the distance travelled from the location of the host institution;
• Approved travel can take place outside of Canada or the USA. However, only one trip outside of Canada or the USA will be funded up to the maximum value of the zone where the conference will take place (see map for details). All other subsequent approved trips in zones A or other will be funded up to maximum of $600;
• The presentation must deal with research results obtained during the current program and be related to the thesis;
• Students who are first author of a poster presentation are eligible;
• The applicant must present the conference paper or poster;
• Ph.D. candidates participating in a conference solely as a session discussant are ineligible.

NOTE: Students can't obtain a grant from both the Student Experience Fund and this research funding for the same conference. 

Procedure

1. Fill out the Conference Travel Grant Application (Microsoft Forms);
2. Upon returning from the conference, complete the Request for reimbursement of travel expenses (Excel spreadsheet, 58 KB) and return it with original receipts (including boarding passes) and a proof of attendance at the conference to your academic unit. If applicable, include proof of the exchange rates used. The amount reimbursed is the lowest between:

• The cost of the transportation; or
• The amount appearing on the geographic zone map.

Inquiries

[email protected]

NOTE: The information on this page is subject to change without notice and does not represent a commitment from the University of Ottawa or the Faculty of Arts.