SGS Conference Grant

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Award Overview

The SGS Conference Grant provides modest financial support to eligible students who will be actively presenting their research at an academic conference.

Two application cycles occur every year (Winter/Spring and Fall).

Winter/Spring Cycle:

Conferences occurring March 1, 2017 to September 30, 2017

Online application opens: March 13, 2017 (9:30 am)
Online application closes: March 27, 2017 (4:30 pm)
Last day for supervisors to complete approval: April 3, 2017 (4:30 pm)

Results: mid-May

Fall Cycle:
(CLOSED)

Conferences occuring between September 1, 2016 and March 31, 2017

Online application opens: October 31, 2016 (9:30 am)
Online application closes: November 14, 2016 (4:30 pm)
Deadline for Supervisors to submit online approval: November 18, 2016 (4:30 pm)

Results: mid-January

Value & Duration:

Variable (based on registration fee and location of event)

Level of Study:

Full-time master's and doctoral students

Required Legal Status:

Domestic or international


Eligibility to Apply

Preference will be given to students who are in the early stages of their academic career.

Students can apply for the grant before receiving acceptance to present at the conference.

Applicants must:

  • Be registered full-time in a graduate degree program (master's or doctoral) at the time of each of the following:

    • Application;

    • Conference presentation; and

    • Requesting payment of grant;

      • NOTE: Students are typically not registered during the session in which convocation occurs (e.g. not registered in May for June convocation).


  • Be actively presenting their research (relevant to their current degree program) at an academic conference that occurs between March 1, 2017 and September 30, 2017;


  • Be compliant with all departmental and U of T safety abroad procedures prior to all travel outside of Canada (see "Safety Abroad" below);

  • Have not received payment for an SGS Conference Grant during their current graduate degree program (NEW as of Fall 2014)


Safety Abroad

U of T's Safety Abroad Guidelines  are a shared responsibility with which all students are required to comply. Failure to complete the necessary procedures before travelling abroad may result in withdrawal of emergency support, funding, or academic credit.

All SGS Conference Grant applicants are required to review the Safety Abroad Office's web page on Student Responsibilities to ensure that their responsibilities will be completed before their travel occurs.

Students intending to travel to a region designated by the Department of Foreign Affairs, Trade and Development (DFATD) as "Avoid Non-Essential Travel" or "Avoid All Travel" must contact the Safety Abroad Office as soon as possible to request special approval to conduct the trip.

Please direct inquiries about the guidelines and/or procedures to:

Safety Abroad Office
Cumberland House
33 St. George Street
416-978-1148
safety.abroad@utoronto.ca

Value

This grant aims to provide successful applicants with funds to cover at least the minimum registration fee for the proposed conference as well as a modest top-up, when possible.

As this grant serves as supplemental funding for the proposed conference, applicants are expected to seek out additional funding from other sources.

Due to the high number of applications and limited amount of funds to allocate within each cycle: transportation, accommodation, and other related expenses are not taken into consideration when determining offers.

Successful applicants' offers are calculated using the following information:

  • Conference's registration fee;

  • Location of conference (modest top-up assigned);

  • Number of eligible applicants proposing eligible conferences.

Successful applicants who also receive funding from other sources (e.g., their Faculty, a supervisor's grant, an external award agency) related to the same conference/travel are responsible for ensuring that they adhere to the other source's expense-claiming policies.

Changing Conference

After receiving the result of their application, successful applicants may request to apply their grant to a different conference from the one they initially proposed, provided their supervisor/advisor approves and the conference occurs within the appropriate cycle's timeframe.

Please note that once offers have been distributed, the value of the offer cannot be increased and may be subject to a reduction, as per the new conference's registration fee and/or location.

The Change of Event/Location Request form must be submitted with the other required documentation. This form can also be found in the Payment Activation section below.

Application & Instructions

Applicants must review all of the information on this web page before accessing the online application at the bottom of this section.

Important Notes

Before beginning their application, applicants should be aware:

  • One application may be submitted per student in support of one conference

  • Successful applicants can request to apply their grant to a different conference, after receiving the result of their application (see Changing Conference section above);

  • Both the applicant and the supervisor/advisor will be required to enter their UTORid and password into the application;

  • Once the applicant passes page 2, the application is saved and may be returned to at a later date through the "My Forms" link on the left hand side menu. Each session times out after 2 hours;

  • The application cannot be modified after submission;

  • Applicants should notify their supervisor/advisor that they will be submitting an SGS Conference Grant application which will require their approval, and confirm their supervisor/advisor's correct email address (to avoid the risk of their application remaining incomplete).


Supervisor/Advisor Information

For the purposes of this grant, the supervisor/advisor identified on the application must be a faculty member who currently holds graduate faculty membership at U of T and is familiar with the applicant's current progress within his/her program.

Applicants who do not have a supervisor/advisor should ask their graduate unit for assistance in identifying an appropriate graduate faculty member who can fulfil this role for the approval process.

Online Application

Step 1 – Student Application

Be sure you meet all eligibility criteria before filling out the application form.

Click on the “Online Application Form” button. Sign in using your UTORid.

You will be brought to a “Dashboard” page. Using the left hand side menu, click on “Forms”, then “Form Library”, and “Conference Grant”.

Complete all pages, review and hit the “Submit” button at the bottom of page 6.

You will be asked to provide the following information:

  • Supervisor/advisor's email address (for the approval process);

  • Details of the academic conference (e.g., title, location, registration fee, website URL);

  • Details regarding the presentation (e.g., title, first author);

  • Proposed budget for the conference/travel (for information purposes only).

Step 2 – Supervisor/Advisor Portion

Once submitted, the identified supervisor/advisor will:

  • Receive an email with a web link that s/he must use in order to review and approve the application.

  • Be asked to review the application and confirm that the

    • applicant is in good academic standing

    • proposed academic conference is appropriate at the current stage of the applicant's program

    • Proposed funding from the applicant's department/Faculty (if any) is correct, to the best of his/her knowledge (for information purposes only)

Step 3 – Confirmation Email

Once the supervisor/advisor has submitted his/her portion, the system will send a confirmation email to both the applicant and the supervisor/advisor within 24 hours.

Applicants are strongly encouraged to review the details of their supervisor portion within the confirmation email.

Problems must be reported immediately to conferencegrant@​utoronto.ca.

Online Application Form

Payment Activation

Required Documentation

To receive payment, awardees from the Fall 2016 cycle must submit the following required documents within 14 days of the completion of their trip and no later than April 14, 2017 or by the end of your last registered session, whichever is earlier. NOTE: Students are typically not registered during the session in which convocation occurs (e.g. not registered in May for June convocation):

  1. A completed Payment Activation Form;

    1. Awardees will be expected to confirm on this form that all safety abroad requirements were completed prior to travel outside of Canada.

  2. Proof of conference attendance and active-participation; and

    1. Screenshot of, or URL to, webpage where online conference program, applicant's name and title of presentation are posted (title and location of conference must be visible); or

    2. Official certificate of attendance/participation from conference organizer listing conference's title and location, applicant's name and title of presentation

  3. Registration fee invoice.

    1. Receipt issued by the conference organizer showing the amount of the paid registration fee and the title of the conference

      • If the amount listed is significantly different from the proposed registration fee amount the applicant specified within his/her application, the value of the grant will be adjusted accordingly
      • If the invoice is in a currency other than Canadian dollars (CAD), the applicant must provide a conversion showing the foreign currency amount and its equivalent amount in Canadian dollars (CAD)
    2. If registration fee will be waived / covered by the conference organizer:

      • Applicants may enter the advertised registration fee amount (at the student-rate) into their application and receive an offer that consists of both the registration fee and location top-up amounts, if the applicant will also be able to provide the following items:

        • A screenshot from the conference organizer's website (title of conference visible) showing the advertised registration fee amount at the student-rate and
        • Email/letter from the conference organizer (title of conference mentioned) confirming that the applicant's registration fee will be waived / covered


These documents must be sent as a single PDF file to conferencegrant@utoronto.ca.​ Please allow two to three weeks for payment through ROSI.

Collection Deadline

Successful applicants will receive an email notifying them of the following:

  • Their offer amount.

  • Reminder that SGS Conference Grants are awarded once per graduate degree program (i.e., one during master's, one during doctoral) and collection of the offer will deem recipients ineligible to apply for future SGS Conference Grants during the same graduate degree.

  • Successful applicants are strongly encouraged to submit the required documentation to collect their offer within two weeks after the conference has occurred.

  • Uncollected grants will become void as per the appropriate deadline:

    • Winter/Spring cycle = October 15 or the last day of the applicant's last registered session, whichever is earlier

    • Fall cycle = April 15 or the last day applicant's last registered session, whichever is earlier

    • NOTE: Students are typically not registered during the session in which convocation occurs (e.g. not registered in May for June convocation).


Frequently Asked Questions

1. What is an "academic conference"?

For the purposes of this grant, an "academic conference" means that the:

Abstract/poster submissions are peer reviewed before acceptance is granted

Conference is sponsored by a scholarly association/society, university or institution

Due to the high number of applicants, a limited amount of funds to allocate within each application cycle, and to better manage expectations, only academic conferences are eligible for the SGS Conference Grant.

2. What does "active participation" require?

Successful applicants must actively present their research (relevant to their current degree program) as a poster presenter or speaker/member of a panel/roundtable.

3. When is the right time to apply?

Two application cycles for the SGS Conference Grant occur every year:

The Fall cycle is announced at the end of September and is for academi​c conferences occurring from September 1 to March 31

The Winter/Spring cycle is announced in March and is for academic conferences occurring from March 1 to September 30

Successful applicants must actively present their research at an academic conference within the appropriate cycle's timeframe.

4. If I am eligible, am I guaranteed the grant?

Due to the high number of applicants and limited amount of funds to allocate within each application cycle, and to better manage expectations, preference will be given to students who are in the early stages of their academic career (please see Eligibility to Apply section above).

5. Can I receive more than one SGS Conference Grant?

Eligible students may receive one SGS Conference Grant per graduate degree program (please see Eligibility to Apply section above).

6. What if I am attending multiple conferences this year?

Eligible students may submit one application in support of one conference.

After receiving the result of their application, successful applicants may request to apply their grant to a different conference from the one they initially proposed (please see Changing Conference section above).

7. What if the registration fee for my conference is not available yet?

Since the amount of the conference's registration fee is needed in order to calculate successful applicants' offers, applicants should try to obtain the previous year's registration fee as an estimated amount to state in their application.

In order to collect the payment, successful applicants will need to provide a receipt showing the paid registration fee amount, along with the other required documentation (please see Payment Activation section above).

8. Can I receive the payment before I attend the conference?

The payment may be collected in advance of the conference if successful applicants are able to obtain and submit all of the required documentation before the conference occurs (please see Payment Activation section above).

9. Can I use other funding to attend my conference?

As this grant provides modest financial support, applicants are expected to seek funding from other sources in order to supplement their travel and other related expenses (please see Value section above).

10. What if I can't attend the conference I proposed in my application?

After receiving the result of their application, successful applicants may request to apply their grant to a different conference from the one they initially proposed (please see Changing Conference section above).

11. Why is there a deadline to collect the payment?

As all available funding is allocated within each application cycle, required documentation must be submitted by one of these deadlines:

Winter/Spring cycle = documents must be submitted by October 15

Fall cycle = documents must be submitted by April 15

SGS Conference Grant offers that are not collected by the appropriate deadline​ will become void.

12. What if I don't know my UTORid and password?

UTORids are located on students' TCards. Students can activate their UTORid and/or reset their password through the UTORid Management web page.

The Information Commons Help Desk can also be contacted for further assistance.

Contacts & Resources

For more information, please visit the SGS Conference Grant webpage or contact:

Tara Lock
Awards Officer, Internal
Graduate Awards Office
School of Graduate Studies
conferencegrant@utoronto.ca
416-978-2386