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. Consult the relevant section below for more details on eligibility criteria.

Value

Master's with thesis: Up to $750

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

Deadline

The students must submit their application prior to leaving. The deadlines to submit a request are:

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

Before the conference

Send us a completed application form and all required documentation (note: forms are different for Master’s and Ph.D students). Eligibility conditions are detailed below.

Master's with thesis students

Objectives

The Faculty of Arts recognizes the importance of sharing the research findings of students pursing 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 terms of 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, kilometres 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 (see the map. PDF, 281 KB);
• Conferences for which participation is restricted to graduate students are ineligible;
• Conferences taking place in the Ottawa-Gatineau region are not eligible;
• 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 (see map. PDF, 281 KB);
• 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.

Deadline

Applications must be submitted before the travel takes place (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.

Students can submit only one application per conference.

Procedure

1. Submit by e-mail the complete and signed application form and all supporting documents (clearly scanned) to the Office of the Vice-Dean Research. Illegible documents will cause the application to be rejected.
2. In event that an award is made, funds will be reimbursed after the conference.
3. Complete the Request for Reimbursement of Travel Expenses form (Excel spreadsheet, 58 KB) and return it, along with original receipts (including boarding passes) and a proof of attendance at the conference, to your Academic Unit. Include a proof of exchange rates used if appropriate.
4. 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 zone map.

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

• A complete and signed application form, including the recommendation from the supervisor;
• An abstract of the paper or poster to be presented;
• A formal indication of the list of authors (an extract from the conference program or exchanges with the conference organizers that reference the relevant presentation and the list of authors). The MA candidate receiving the travel grant must be first author of the presentation;
• Proof that the paper or poster was accepted for presentation at the conference (issue by the conference organizers).

Download the form

• Master's with thesis students (PDF, 81 KB).
• When completing the form, you will also have to identify your geographical zone (PDF, 281 KB).

After the conference

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

Download the form Request for Reimbursement of Travel Expenses form (Excel spreadsheet, 58 KB)

As indicated in the University's Procedure 16-11, you must submit the form and accompanying documents within ten (10) working days following the completion of travel. 

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

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 the 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 over the duration of their program;
• A maximum of four 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;
• 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, kilometres 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 (see the map of geographical zones. PDF, 281 KB);
• Conferences taking place in the Ottawa-Gatineau region are not eligible;
• 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 (see map. PDF, 281 KB);

• 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.

Deadline

Applications must be submitted before the travel takes place (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. Incomplete applications will be rejected. 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 rejected, the student has the possibility to resubmit a second complete application.

Student can submit only one application per conference.

Procedure

1. Submit by e-mail the complete and signed application form and all supporting documents (clearly scanned) to the Office of the Vice-Dean Research. Illegible documents will cause the application to be rejected.
2. In event that an award is made, funds will be reimbursed after the conference.
3. Complete the Request for Reimbursement of Travel Expenses form (Excel spreadsheet, 58 KB) and return it, along with original receipts (including boarding passes) and a proof of attendance at the conference, to your Academic Unit. Include a proof of exchange rates used if appropriate.
4. 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 zone map.

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

• A complete and signed application form, including the recommendation from the supervisor;
• An abstract of the paper or poster to be presented;
• A formal indication of the list of authors (an extract from the conference program or exchanges with the conference organizers that reference the relevant presentation and the list of authors). The MA candidate receiving the travel grant must be first author of the presentation;
• Proof that the paper or poster was accepted for presentation at the conference (issue by the conference organizers).

Download the form

• Ph.D. and fast-track students (PDF, 83 KB)
• When completing the form, you will also have to identify your geographical zone (PDF, 281 KB).

After the conference

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

Download the form Request for Reimbursement of Travel Expenses form (Excel spreadsheet, 58 KB)

As indicated in the University's Procedure 16-11, you must submit the form and accompanying documents within ten (10) working days following the completion of travel. 

Inquiries

[email protected]

* The information on this page is subject to change without notice and does not represent a commitment from the University of Ottawa.