Conference Travel Grants (Fall 2013)

Conference Travel Grants (Fall 2013)

Department Deadline: TBD (mid-Sept)
External Deadline: TBD (mid-Sept)
See: http://www.grad.illinois.edu/general/travelaward
        http://www.grad.illinois.edu/policies/travelgrant/app.pdf

Description

The Graduate College will provide awards, not to exceed $350, for students to travel to professional conferences. These conference travel awards are intended to support students who will be presenting papers, posters, or creative work at the conferences they attend.  Conference Travel Awards are supported by Students for Equal Access to Learning (SEAL) fees.  CS may submit the maximum number of applications (five).

Award amounts are based on the distance to the conference location from Champaign, IL:

Eligibility requirements

Following are the requirements for consideration of an application:

• The student must be registered and in good academic standing during the term the award is received.
• A student is eligible to receive only one Conference Travel Award per academic year.
• Non-degree students are not eligible.
• The department in which the student is enrolled must endorse and approve the student's participation in the conference. The statement on the bottom of the application form will serve as the department's statement of endorsement.
• Students must have paid the SEAL fee for the current semester in order to be eligible to receive an award.

Application Procedure

The application may be electronically completed and then printed from: http://www.grad.illinois.edu/policies/travelgrant/app.pdf.

Students may not submit applications directly to the Graduate College. All applications must first be submitted to the department. Please direct all questions to colinr@illinois.edu or call 265-6403.

Checklist of Required Materials for CS Department Review:

Incomplete application packets will NOT be considered

Materials should be submitted as hard copies to Kathy Runck, 1210 Siebel Center (the Academic Office), 333-4197. Questions may be directed to Colin Robertson (colinr@illinois.edu).

Documents:

1) Conference Travel Support Application. Please do NOT have your adviser sign as Department Representative. This will be done if you are selected as one of the nominees to be forwarded to the Graduate College.
2) Letter/statement from adviser endorsing and approving your participation in the conference and explaining why it is important that you attend the conference.  The letter should be specific about whether or not funds will be supplied to support your travel.
3) Proof that you will present at the conference. For example, a notice that your paper has been accepted to the conference.  In addition, please indicate specific information regarding the number of papers submitted for the conference review and those accepted for presentation (i.e., the acceptance rate).  This information will assist the department review committee in the selection of nominees to be forwarded to the Graduate College.  This may require you to make inquiries to whomever contacted you about the acceptance of your paper at the conference.
4) Your up-to-date CV.  Be sure to include as complete bibliographic information as possible about the paper or poster which will be presented at the conference.  In addition, please be sure to include your expected graduation date.

Important Notes for Students:

1) Remember to supply all information requested on the application form, e.g., titles (Ms./Mr.), department address and mail code, phone number, and location of conference.
2) In the Department Support section (Part II) please indicate the amount of money, if any, to be provided by the thesis adviser. The Academic Office will print the name and secure the signature of the Department Representative if forwarded to the Graduate College.
3) PLEASE type (preferred) or legibly print the information on the form. Neatness Counts!
4) All unsigned or otherwise incomplete applications will not be processed.

Submission of Receipts

Students who are awarded a Conference Travel Award are required to submit to their department receipts supporting travel. The Graduate College does not require these receipts; however, the department should keep copies of the award letter, relevant vouchers, and receipts on file for audit purposes.

Payment Procedure

If travel is primarily for the University's benefit, payment will be processed as a reimbursement.  If travel is primarily for the student's benefit, payment will be processed as a travel grant (usually to the student's university account).