The Graduate School
Conference Travel Grant 2010/11
Conference Travel Grant 2010/11
(For travel between Sept. 1, 2010 and Aug. 31, 2011)
Objective of the Grant: The Conference Travel Grant provides funds to assist PhD and MFA students traveling to conferences and/or seminars to make presentations on behalf of the University. The award is not intended to support attending courses at other schools, research or general educational travel.
Eligibility: Students are eligible to receive up to $500/$700 (depending on program -- see below) Conference Travel Grant per academic year (September 1 through August 31). This amount can be used towards one conference or multiple conferences. Students must have completed three quarters of full-time full-tuition registration both counting towards residency and toward the PhD/MFA degree in The Graduate School.Students therefore must provide an unofficial Northwestern transcript. Unofficial transcripts may be obtained from CAESAR. After logging in to CAESAR, you can view your unofficial transcript by selecting "For Students" then "Academic Information" then "View Unofficial Transcript." Select "Switch to printer-friendly view" at the top of the screen. To save your unofficial transcript as an electronic document, copy and paste the entire transcript into a Word (or equivalent) file.
Students who are registered and in good academic standing in PhD or MFA programs administered by The Graduate School are eligible to apply; students who are on an extension of the deadline for degree completion are not eligible. Applicants must have received commitments from other University sources (such as the home department or school) to partially cover the costs of the conference or seminar. In order to be considered,students must provide a copy of their invitation to present or other proof of their scheduled presentation with the application.
Students who are registered and in good academic standing in PhD or MFA programs administered by The Graduate School are eligible to apply; students who are on an extension of the deadline for degree completion are not eligible. Applicants must have received commitments from other University sources (such as the home department or school) to partially cover the costs of the conference or seminar. In order to be considered,students must provide a copy of their invitation to present or other proof of their scheduled presentation with the application.
Department/School Approval & Commitment: The graduate contact for your program will receive an automatic email once you complete the online application form. Program approval indicates that the department has vetted the application and committed financial support. The dollar amount of the department’s/school’s commitment should be provided on the application. We recommend that you coordinate approval of financial support with your program's graduate contact before submitting an online application form.
Questions: After consulting the FAQ, please contact gradfund@northwestern.edu or call 847/467-0843 with any further questions. Please include your name and department in all messages.
Questions: After consulting the FAQ, please contact gradfund@northwestern.edu or call 847/467-0843 with any further questions. Please include your name and department in all messages.
Grant Amount:The maximum Conference Travel Grant is:
- $500 for students in McCormick, Feinberg, WCAS Division I, NUIN, and related interdisciplinary programs
- $700 for students in all other schools and divisions
For a list of WCAS Graduate Programs by Division, see the web athttp://www.wcas.northwestern.edu/graduate.
Covered Costs: Conference Travel Grants will only cover the following items: early conference registration fees, transportation to/from meeting, lodging, food, and ground transportation while attending the conference. The cost of visas required to attend an international conference is considered a covered travel expense. Students are expected to find the most reasonable and economical lodging and transportation. For instance, students are encouraged to share a room, and it is expected that students partake of meals provided as part of the conference rather than incurring additional expenses. Examples of non-covered expenses include: proposal submission and optional pre-conference fees, poster printing, mailing expenses, and internet access while traveling. Do not include non-covered expenses in the application budget.
Air and rail fares and conference registration fees may be charged to a departmental account prior to travel; however, cash advances will not be provided. Expenses for hotel, food, taxis, etc., are to be paid with the student’s personal funds and will be reimbursed upon filing of a properly completed Travel & Entertainment (T&E) form with original receipts. Retroactive charges for expenditures incurred or committed prior to review and approval of this application will not be funded. You may review Northwestern’s travel policies at:http://www.northwestern.edu/finsys/ps/policies/travel.pdf
Application Deadline: Grants for travel from September 1 – August 31 are awarded on a rolling basis throughout the academic year, or until funds are depleted. Students should apply up to two months prior to the conference whenever possible. Under no circumstances will approval be given retroactively if an application is submitted after the conference has begun. The final deadline for receipt of all 2009/10 Conference Travel Grant applications is Friday, June 10th, 2011.
Award Notification: Each student will receive an email notification both when the department approves the online application and when TGS gives the final approval. The entire process should take between 3-10 business days.
Reimbursement: Funds are transferred to departmental accounts for distribution to the student; sponsored project accounts may not be used for this purpose. Departments are expected to handle all reimbursements upon the completion of a student’s travel. Should the actual cost of the travel be less than that initially awarded, excess funding should be returned based upon the proportion originally awarded by each funding entity within two months after completion of the conference.
New Online Application and Instructions:
For Students:
2. Logon using your netid and password (if you cannot access the site, please click on “request an account”. This should automatically start a blank email to tgs-it@northwestern.edu with the subject line “Account Request”. In the body of the email please include your name, student number, and netid. Mention that you are trying to submit an online Conference Travel Grant request, and need an account. If an automatic email does not start, or you cannot send an email from the desktop email it interfaces, simply send an email to tgs-it@northwestern.edu with the subject line and information above. Please allow 3-5 business days for an account to be created.)
3. Once you’ve logged in, please be sure to review all of the required fields to make sure you have all the information you need on hand. You can only fill out and submit an application once.
4. Once you have all the information you need, please fill in all the required fields, and relevant unrequired fields. Upload a copy of your invitation to present, and a copy of your unofficial transcript (which can be either downloaded from Caesar as a .pdf, or you may cut and paste the information into a word document. Please note, the online application will change the name of your documents once you upload them. This is okay).
5. Hit “add Conference Travel Grant – Student”
6. An email confirmation will then be sent to you, and the appropriate department contact for your program.
*** If there are any problems with the submission of your application, or you receive an error message, please send an email to gradfund@northwestern.edu.
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