Objectives
The Office of Graduate Studies recognizes the importance of sharing the research findings of master's with thesis students with the broader scientific community. To this end, we award 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
Master's with thesis students applying for a conference travel grant must:
- Be registered full time in a thesis program at the time of the conference;
- Present their research at the conference within the first six terms from their initial registration in the Master's program.
Conditions
- A student can only be awarded one grant through the completion of their program;
- 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 the map);
- 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 (see map);
- 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 the 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 Office of Graduate Studies after the beginning of the conference. It is recommended to submit the complete application 30 days prior to the conference in order to receive a decision prior to departure.
- 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 refused, the student has the possibility to resubmit a second complete application.
- Students can submit only one application per publication and per conference.
Procedure
- Submit the complete and signed application form and all supporting documents to the Office of Graduate Studies, Gendron Hall, 30 Marie Curie (room 181) Ottawa, ON, Canada K1N 6N5. You can also submit your application by email by sending clearly scanned documents to [email protected]
- Wait for the acceptance or refusal letter from the Office of Graduate Studies (copies will also be sent to the academic unit, the supervisor, Human Resources Service and the GSAED).
After the conference, log in your WorkDay account to create an expense report and to file your request for reimbursement of travel expenses. To learn more on how to create and submit an expense report on WorkDay, please refer to the online guide. You will need to provide copies of your original receipts (including boarding passes) and a proof of attendance at the conference. Include a proof of exchange rates used if appropriate.
You do not have access to WorkDay?You can submit your reimbursement request by completing the Request for reimbursement of travel expenses and attaching the original receipts (including boarding passes) and a proof of attendance at the conference. Include a proof of exchange rates used, if appropriate. Your request must be sent to the administration officer of your academic unit.
- The applicant will receive the reimbursement. The amount awarded is the lowest between:
- 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 publication 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 (issue by the conference organizers);
Download the form
| Zones | Regions | Max. amount authorized ($ Can) |
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| A | Mexico, Central America (including the Caribbean) and Western Europe | 500 |
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| B | South America and Eastern Europe | 500 |
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| C | Northern Quebec, Newfoundland and Labrador, Saskatchewan, Alberta and North Central US States | 350 |
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| D | United States (including Hawaii) and British Columbia | 500 |
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| E | Quebec, Ontario and northeastern US states | 250 |
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| Others | | 500 |
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In doubt, please contact our team.
