Objectives

The Faculty of Engineering recognizes the importance of sharing the research findings of Ph.D. and fast-track students with the broader scientific community. To this end, the Faculty, awards travel grants to these individuals so that they can present the results of their research closely related to the thesis at major conferences. The program also provides an opportunity to exchange with other researchers in one's field.

Eligibility

Students applying for a conference travel grant must:

• Be registered in the Faculty of Engineering full time in a Ph.D. program at the time of the conference;
• Have completed at least two terms in their Ph.D. program;
• Present their research at the conference within the first 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).

Conditions

• A maximum of three grants can be awarded to a student in a regular Ph.D. program through the duration of their program;
• A maximum of four grants can be awarded to a student who fast-track into a Ph.D. program, including any conference travel grant received while being registered in a Master's program;
• A maximum of two grants will be provided per fiscal year (between May, 1 and April, 30)
• This grant can only be used to cover the cost of transportation (train, plane, bus,taxi, kilometers 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 (see map (PDF, 734KB));
• Conferences taking place in the Ottawa-Gatineau area are not eligible;
• For students who are not departing from Ottawa to attend the conference (e.g. exchange, internship, mobility, or in cotutelle at a host institution), the maximum amount awarded varies according to the distance travelled from the location of the host institution;
• Any approved travel can take place outside of Canada or USA (zone C, D or E). However, only one trip outside of these zones will be funded up to the maximum value of the corresponding zone where the conference will take place (see map for details). All other subsequent approved trips in zones A, B or other will be funded up to maximum of 550$.
• The publication and presentation must deal with research results obtained during the current program and be related to the thesis;
• The applicant must be the first author (as listed on the official publication or conference documents) and presenter;
• The applicant must obtain a financial contribution for the trip (a minimum of $100 is required) from their academic unit or supervisor.

Deadline

• All applications must be submitted before the first day (official date ) of the conference. No application will be considered eligible if received at the Faculty of Engineering Graduate Studies Office after the beginning of the conference.
• Only complete applications will be processed. Incomplete applications will be rejected. It is the sole responsibility of the student to ensure that all the required documentation, confirmation of financial contribution, and all signatures are provided with the application. If the application is rejected, the student has the possibility to resubmit a second complete application.
• Student can submit only one application per conference.

Procedure

• Submit your application by email by sending the scanned documents to: [email protected]. Use "Conference travel grants" as the email subject line.
• Wait for the acceptance or refusal letter from the Vice-Dean Graduate, Faculty of Engineering, by email (copies will also be sent to the academic unit and the supervisor).
• After the conference, complete the Request for Reimbursement of Travel Expenses form and return it with the original receipts (including boarding passes) and a proof of attendance at the conference, to your Academic Unit\Department.
  • Include a proof of exchange rates used if appropriate. The applicant will receive the reimbursement.
• the actual cost of the transportation; or
• the amount appearing on the geographic map.

Supporting documents to be submitted with the application (prior to the conference)

• A complete and signed application form with confirmed financial contribution and a detailed recommendation from the supervisor
• An abstract of the paper to be presented
• A formal indication of the list of authors (cover page of publication, or extract from the conference documentation, or exchanges with the conference organizers, that evidence the relevant publication and the list of authors)
• A written proof that the publication has been accepted for presentation at the conference (issued by the conference organizers)