Graduate Student Council and Graduate Programs Office Funding
What is this all about?
The GSC has developed a policy for disbursing
conference travel support for graduate students in the College of
Computing (Masters and PhD students). The funding policy was
developed with the goal of ensuring funds do not run out early in an
academic year and to ensure students can apply for and be granted
funding in a fair way.
GSC in conjunction with the Graduate Programs Office
implemented this proposal in Spring 2007 to see how it worked in
practice. The system was found to be fair and just, thus the policy
continues this year to support travel for the CoC for graduate
students. Each year funds will vary according to the budget for that
fiscal year but the principles of disbursal will remain the same.
The details of the proposal are presented below.
**If you require funding, please familiarise
yourself with the application process below.**
Funds will be dispersed in two
Up to 50 small grants (up to $600 each) will be
given per year. Applications for these funds will be handled by the
Graduate Programs Office. Both Masters and PhD students in the CoC
are eligible for this type of funding. Up to 4 large grants (up to
$1000 each, two per semester) will be given out each
year. Applications for these funds will be handled by a GSC
subcommittee. Only PhD students are eligible for this type of
Both policies are subject to change at any time. If
you have questions about the funding policy, please email
firstname.lastname@example.org for questions about $600 grants or
email@example.com for questions about $1000 grants.
Application Rules for $600
Basically, to ensure even distribution of funds throughout the
year, funds have been divided into monthly pots. e.g. Jan, Feb,
March etc will each have a pot of money (minus the month of June
during which no travel will be supported). Money will be
essentially, the (total travel funds pots for the year minus the
money for the large grants)/(11).
- Students will only receive funding once per year – if a
student has already received funding s/he will be put on a
waitlist and if at the end of a month, there is money remaining
s/he will be granted the funds. (This is to ensure funds are not
- Students who are not presenting papers are given preference
(since if you are presenting your advisor will likely support
If you are presenting a paper and your advisor will not
support you, you can apply but must provide a letter from your
advisor or email saying they will not support you.
- Students should indicate if they have applied to other sources
- Funds will be given on first come first serve basis if there is
- Students will be allowed to apply from two months before the
month their conference is in right up until the month their
conference is in
e.g. If you have a conference in March
– you can apply in Jan and Feb or March.
- For each month if there is money left over it rolls over to the
next month (This will ensure money balances out over the months
where there are fewer conferences and months where there are more
conferences). Rollovers happen on the 1st of a month e.g. on Dec
1, the money for December rolls into January etc.
- Funds are deducted from the month in which the conference is
To apply - these are the documents and signatures required to
process application for CoC graduate student travel funds:
- Complete in full, Travel Authority (TA).
- Signed by student's Advisor or Division Chair.
- Complete in full, top portion Graduate
Student Travel Form.
- Trip dates; conference name; location; etc.
- The graduate programs travel form does not require Advisor or
Division Chair signature unless they provide funds for the trip.
- Signature of Division Chair or Advisor at # 1, 2, 3, or 4 at
bottom of form
- Graduate Programs staff will not accept a Graduate Student
Travel Form without a Travel Authority attached.
- Travel Authority and Graduate Programs Forms with signature(s)
and pertinent information should be submitted to Kemonta Gray
in CCB 110 for final processing.
Application Rules for $1000
For $1000 grants, GSC will handle the applications. All questions
should be directed to firstname.lastname@example.org.
- Application periods and bins are set here so that people can be
notified if they receive a large grant at least 1 month before
their conference (so they can plan to get other funding if they
don't get it)
- A GSC sub committee will accept applications, and rank them at
the end of an application period and send them to the CoC administrators who
will get the final word on who gets the $1000 awards.
- Only 1 $1000 grant can be awarded per area in an academic
calendar year for fairness (Areas are HCI, LST, IS, etc)
- $1000 grants are only for PhD students.
- The application periods are:
- For conferences in Sept 1 - Oct 31,
applications are accepted from Jun 1 - Jul 31;
notification is Aug 3
- For conferences in Nov 1 - Jan 31, applications
are accepted from Aug 1 - Sept 30; notification
is Oct 3.
- For conferences in Feb 1 - April 30,
applications are accepted from Oct 1 - Dec
31; notification is Jan 10
- For conferences in May 1 - June 30,
applications are accepted from Jan 1 - Mar
31; notification is April 3.
- For conferences in Jul 1 - Aug 31,
applications are accepted from Apr 1 - May
31; notification is Jun 3.
- If you are awarded the $1000 grant, you cannot apply for a CoC
- The GSC subcommittee for Spring and Fall 2011 is made up by Hrishikesh Amur and
Applications are evaluated on these criteria:
How To Apply:
- Preference given to people without papers (Reason: The GSC
created this award primarily for students without support. The
assumption is that advisors usually support students who have
papers at conferences.)
- Preference given to more senior PhD students
- Preference given to importance of conference to student's
- Preference given to students who have not received CoC funding
- Only one student per Area can be selected in a calendar year
(Areas are HCI, IS, etc)
- Only one $1000 grant is available for each application
To apply, the following information should be submitted to
email@example.com during the appropriate application
- Which conference are you applying for?
- What year are in you in the PhD program?
- What is the estimate for the total cost of the conference?
- How much money do you expect to get from other sources?
(e.g. advisor, scholarship, SGA funds, personal money)
- What external assistance will you be seeking ? (e.g. Student
Volunteer, student scholarships)
- Are you presenting a paper that will appear in the proceedings? Are you the first author on this paper? Is it a short or full paper? [Note: Currently preference is given to students not presenting
- Have you been funded by CoC money for another conference this
- What area in the College of Computing does this conference fall
into? What tier conference is this? How important is this conference
to your field/research area? How will it benefit you?
- Letter of Support from faculty saying he/she does not have the
funds to send you (if you are presenting a paper)
Rules for Automatic Waitlist:
- Has someone else from your area already received full funds this
calendar year? If Yes -> Waitlist
- Are you the main presenter a paper that will appear in the
proceedings? If Yes -> Waitlist
College of Computing and GT requirements for
No travel can be supported during June.
Before any GT travel, if you are granted a full or partial funding
award, you must complete a Travel Authority (TA). The Financial
Officer in your Area or Administrative point person can assist you
with the "TA". Once it is completed, David White must sign it
and you will be set to travel.
Once you return from your trip, you will have 15 days to complete a
Travel Reimbursement form and submit to your Area Admin. person or
Financial Officer with your "original" receipts, etc. to
receive your reimbursement.