Travel grants

Value

The 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.

Deadline

It is important to submit your completed application to the Dean’s Office to prior your departure date, no grants will be considered after the fact. Incomplete applications will not be considered eligible.

Please allow a minimum of 5 business days for a response regarding your conference travel grant application. 

Eligibility Requirements

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

Conditions

• A maximum of one grant awarded to a student in a master’s with thesis program. At least two semesters but less than 6 semesters completed at the time of travel;
• A maximum of one grant awarded to a student in a Ph.D. program through the duration of their program. At least three semesters but less than twelve semesters completed at the time of travel;
• Only travel directly related to data collection for the current thesis are eligible

Procedure

Applicants must:

• Submit your application by email by sending the scanned documents to: fssvdetu@uottawa.ca
• Wait for the acceptance or refusal letter from the Dean’s Office, Faculty of Health Sciences, by email.
• Upon returning from the data collection, complete the Request for Reimbursement of Travel Expenses form and return it with the original receipts to the Dean’s Office, Faculty of Health Sciences.

*Where applicable, it is the student’s responsibility to ensure that ethics approval for the research project is obtained prior to the Research travel.

Forms

Master's with thesis students (PDF)

Ph.D. and fast-track students (PDF)

Request for reimbursement of travel expenses (.xls)

Inquiries

fssvdetu@uottawa.ca

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

Value

Master's with thesis: up to $550

Ph.D. and fast-track: up to $800

Deadline

It is important to submit your completed application to the Dean’s Office prior your departure date, no grants will be considered after the fact. Incomplete applications will not be considered eligible.

Please allow a minimum of 5 business days for a response regarding your conference travel grant application. 

Eligibility Requirements

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.

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 one grant can be awarded to a student in a master’s with thesis program;
• A maximum of three grants can be awarded to a student in a Ph.D. program through the duration of their program; a maximum of two grants per fiscal year (between May 1 and April 30);
• A maximum of four 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; a maximum of two grants 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, 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 maps);
• 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 thesis supervisor.

Procedure

1. Submit the complete and signed application form and all supporting documents listed in the section below by email to fssvdetu@uottawa.ca 
2. Wait for the acceptance or refusal letter from the Deans Office, Faculty of Health Sciences, by email.
3. After the conference, complete the Request for reimbursement of travel expenses form (.xls) and return it, along with original receipts (including boarding passes) and a proof of attendance at the conference, to the Deans Office, Faculty of Health Sciences. Include a proof of exchange rates used if applicable.  
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 map.

Supporting documents to be submitted with the application

• A complete and signed application form with confirmed financial contribution and a detailed recommendation from the thesis 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);

Forms

Master's with thesis students (PDF)

Form - Ph.D. and fast-track students (PDF)

Request for reimbursement of travel expenses (.xls)

Geographical zone – masters program

Geographical zone – doctoral and fast-track programs

Inquiries

fssvdetu@uottawa.ca

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

Graduate Student Virtual Conference Grant - Registration fees during the COVID-19 pandemic

Value

Master's with thesis: up to $550

Ph.D. or fast-track: up to $800

Deadline

Students who have participated in a virtual conference between May 1, 2021 and April 30, 2022 may submit their request with proof of payment. The deadline for submitting the request is April 9, 2021.

It is important to submit your completed application to the Dean’s Office. Incomplete applications will not be considered eligible. Please review the following information prior to submitting your request.

Eligibility Requirements

Master's with thesis students applying for a virtual conference grant must:

• Be registered full time in a thesis program at the time of the conference and
• Present their research at the conference within the first six terms from their initial registration in the Master's program.

Ph.D. students applying for a conference virtual conference 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; and
• 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 one grant can be awarded to a student in a master’s with thesis program;
• A maximum of three grants can be awarded to a student in a Ph.D. program through the duration of their program; a maximum of two grants per fiscal year (between May 1 and April 30);
• A maximum of four 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; a maximum of two grants per fiscal year (between May 1 and April 30);
• This grant can only be used to cover the cost of the registration fee to a virtual conference. No other expenses are eligible;
• The publication and presentation must deal with research results obtained during the current program and/or be related to the thesis; and
• The applicant must be the first author (as listed on the official publication or conference documents) and the presenter.

Procedures

1. Submit the complete and signed application form and all supporting documents listed in the section below by email to FSSVD.etudessup.et.bourses@uottawa.ca.
2. Complete the Request for reimbursement of travel expenses form. Add the virtual conference fee under the category of Frais d’inscription/Registration fees and return it, along with original receipt (payment of virtual conference registration fees) and a proof of presentation at the conference, to the Dean’s Office, Faculty of Health Sciences (FSSVD.etudessup.et.bourses@uottawa.ca). Include a proof of exchange rates used if applicable.
3. The applicant will receive the reimbursement. The amount awarded is the actual cost of the virtual conference registration fee.

Supporting documents to be submitted with the application

• A complete and signed application form and a recommendation from the thesis 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 virtual conference documentation or exchanges with the conference organizers that evidence the relevant publication and the list of authors); and
• A written proof that the publication has been accepted for presentation at the virtual conference (issued by the conference organizers).

Forms

Request for reimbursement of virtual conferrence

Application for a virtual conference grant (phd and fast-track students)

Application for a virtual conference grant (master’s with thesis students)