Research and Conference travel grants

The Office of the Vice-Provost, Graduate and Postdoctoral Studies and the Institute of the Environment, Graduate Studies, recognizes that travel in the pursuit of research for your thesis can be necessary and important. For this purpose, we may offer grants for travel outside the National Capital Region when circumstances require it. Travel that allows the direct collection of data for a thesis in progress will be considered. Students may conduct interviews, perform archival research or consult documents or works unavailable in the region, or may further develop their research processes by visiting a foreign lab (university or government).

Up to 550$

Prior to leaving

Send us a completed application form.

Eligibility conditions are detailed below.

Students enrolled in full-time studies in a Master’s with thesis program at the University of Ottawa when the research stay takes place are eligible. A single grant for the duration of the studies is allowed. At least two terms but less than six terms must have been completed when the travel takes place.

Nota Bene: All terms count including terms with leaves of absence, except for approved leaves of absence for medical, maternity or parental reasons.

Grants may only be used to cover either travel expenses (train, plane, bus or other) or accommodation expenses (accommodation and meals). Other travel- related expenses will not be reimbursed. The maximum grant is $550.

The student must:

• Be studying full-time in a Master’s with thesis program when the travel takes place;
• Complete the form and the required estimated budget;
• Clearly indicate how the research stay is related to the thesis in progress;
• Ensure that the research director or the program director indicates his or her support in a detailed recommendation in the space provided for this purpose on the application.

Applications must be submitted before the travel takes place (no grants will be considered after the fact).

Applicants must:

• Submit your application by sending the scanned documents by email.
• Or submit the application form and any supporting documents to 1 Stewart room 301, Ottawa, Ontario, K1N 6N5.
• Wait for the acceptance or refusal letter from the Institute of the Environment, Graduate Studies, by email (copies will also be sent to the supervisor, Human Resources Service and the GSAED).
• Upon returning from the conference, complete the Request for Reimbursement of Travel Expenses form and return it with the original receipts to the Institute of the Environment, Graduate Studies.
• Where applicable, it is the student’s responsibility to ensure that ethics approval for the research project is obtained prior to the Research travel.

Download the form: Master's with thesis students (PDF)

Send us a breakdown of your travel expenses and the accompanying documents.

Download the following form: Request for reimbursement of travel expenses (.xls)

Send us an email.

The Institute of the Environment recognizes the importance of sharing the research findings of master's students, P.hD students. and fast-track students with the broader scientific community. To this end, they award travel grants to these individuals so that they can present the results of their research at major conferences. The program also provides an opportunity to exchange ideas with other researchers in one's field.

Consult the relevant section below for more details on eligibility criteria, conditions and deadlines for the travel grant.

• Master's students: Maximum amount of $500
• Ph.D. and fast-track students: Maximum amount of $750

Eligibility

Master's students applying for a conference travel grant must:

• Be registered full time in either the thesis or research paper option of our Master’s of Environmental Sustainability program at the time of the conference;
• Present their research at the conference within the first nine terms from their initial registration in the Master's program.
• *If you are a Master’s student applying for a travel grant during CO-OP, you may need to provide additional documents.

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/or accommodation, and at the most economical rate possible. No other travel expenses are eligible;
• Conferences taking place in the Ottawa-Gatineau area are not eligible;
• The publication and presentation must deal with research results obtained during the current program;
• 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 supervisor.

Eligibility

Ph.D. students applying for a conference travel grant must:

• Be registered 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 two grants can be awarded to a student in a regular Ph.D. program through the duration of their program;
• A maximum of two 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;
• This grant can only be used to cover the cost of transportation (train, plane, bus, taxi, kilometers or other), or accommodation, and at the most economical rate possible. No other travel expenses are eligible;
• Conferences taking place in the Ottawa-Gatineau area are not eligible;
• The publication and presentation must deal with research results obtained during the current program;
• 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 supervisor.

• All applications must be submitted 30 days before the first day (official date) of the conference. No application will be considered eligible if received by the Institute of the Environment 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 refused, the student has the possibility to resubmit a second complete application.
• Students can submit only one application per publication and per conference.

1. Submit the complete and signed application form and all supporting documents to the Institute of the Environment, Stewart Building, 1 Stewart (room 301) Ottawa, ON, Canada K1N 7M9. You can also submit your application by email by sending clearly scanned documents.
2. Wait for the acceptance or refusal letter from the Institute of the Environment (copies will also be sent to the supervisor, Human Resources Service and the GSAED).
3. After the conference, complete the request for reimbursement of travel expenses form and return it, along with original receipts (including boarding passes) and a proof of attendance at the conference, to [email protected]. Include a proof of exchange rates used if appropriate.
4. The applicant will receive the reimbursement. The amount awarded is the lowest between:
   1. the actual cost of the transportation; or
   2. accomodation​​​​​​

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);

If you are a Master’s student applying for a travel grant during CO-OP, you may need to provide additional documents.

• Master's Student Travel Grant Application Form (PDF)
• Ph.D. and fast-track Students Application Form (PDF)