1.1 Eligible Expenses include for example:
- Conference registration fee;
- Transportation costs only at the most economical rate – outside Ottawa-Gatineau;
- Accommodation and meals;
- Cost of printing poster or other promotional material.
1.2 Maximum Grant
Up to $1,000 available.
MSc Students - One single grant for duration of studies.
PhD Students – One grant per year for duration of studies.
1.3 Eligibility
MSc Students:
- First author or co-first author;
- Material presented must be directly related to the student's thesis or research paper and must have been obtained during the student's period of study;
- Enrolled full-time in the Master's program at the time of the conference; and
- Present at the conference within the first six terms from the initial registration in the Master's program.
PhD Students:
- First author or co-first author;
- Material presented must be directly related to the student's thesis or research paper and must have been obtained during the student's period of study;
- Enrolled full-time in a PhD program at the time of the conference;
- Completed at least two terms in their PhD program; and
- Present their research at the conference within the first 15 terms from their initial registration in the PhD program and have successfully completed their comprehensive examination at the time of application.
1.4 Additional Funds from the Graduate and Postdoctoral Studies Office (GPSO)
The GPSO has additional funds which can be used to cover transportation expenses to conferences only. The maximum amount varies according to the conference location.
Please refer to the GPSO Conference Travel Grant web page for more information.
1.5 Application Process:
Submit the following by email to the SEPH ([email protected]) at least 30 days prior to the conference start date. No application will be considered if incomplete or received after the beginning of the conference:
- An email indicating if you are applying to the SEPH Conference Travel Funds and/or the GPSO Travel Grant (both applications are to be submitted to [email protected]).
- A signed (by supervisor) Conference Travel Grant form that corresponds to your status:
- A completed Request for Authorization to Travel Form (Excel format).
- Please leave accounting key field blank, as this will be completed by the Administrative Officer; and
- Meal per diem may be used only if all other expenses total is less than $1000. Please email the Administrative Officer at [email protected] to receive per diem amounts should you wish to use them. Per diems amounts are not reimbursed for meals that are provided with the accommodation or conference.
- An abstract of the publication to be presented with formal indication of the list of authors; and
- Written proof or email issued by the conference confirming that the publication has been accepted for presentation at the conference.
The SEPH Administrative Officer will review and submit your completed documentation to the appropriate authorities for final approval. They will notify you by email if your application(s) has been approved.
No cash or credit card advances will be provided.
1.6 Reimbursement
- During your trip, keep copies of all receipts (boarding passes, taxi receipts, hotel receipts, etc.), as well as a copy of the conference program or meeting agenda to submit with your travel expense claim upon your return; and
- Submit the completed travel reimbursement form by email to the Administrative Officer at [email protected] within 10 working days following your return.
