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.
Labels: TRAVEL
