SGS Research Travel Grant

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Award Overview

Deadlines

For travel occurring between May 1, 2017 and April 30, 2018

Online application opens: February 13, 2017
Online application closes: March 3, 2017 at 4:30 pm
Deadline for supervisors to submit online approval: March 10, 2017 at 4:30 pm

Value & Duration

Value dependent on destination and duration of travel

Level of Study

PhD or SJD (full-time)

Required Legal Status

Domestic or international

Results

May 2017


Purpose

The SGS Research Travel Grant provides modest financial support to students who are registered full-time in the Humanities or Social Sciences, in order to pursue research travel that is necessary for the final stages of their PhD or SJD program.

Applicants are expected to seek funding from various other sources in order to support their proposed travel.

Funding for this competition is supported by the School of Graduate Studies Travel Grant, the Faculty of Arts and Science, the Ontario Institute for Studies in Education (OISE), The Associates of the University of Toronto Travel Award, and The Edward W. Nuffield Graduate Travel Fellowship.​ Students applying for the SGS Travel Grant may be identified as being eligible for other research travel grants including the Canadian Queen Elizabeth II Diamond Jubilee Scholarships (QES). Learn more about the QES.


Eligibility

Applicants/grant recipients must be:

  • Registered full-time (flexible-time students are not eligible) in a PhD or SJD program in the Humanities (Division I) or Social Sciences (Division II) when: 

     

    1. Submitting the application;

       

    2. Conducting their research travel;

       

    3. Requesting payment of grant;

       

  • Planning to conduct research that is necessary for the completion of their program;

     

  • Travelling between May 1, 2017 and April 30, 2018; and

     

  • Compliant with all departmental and U of T Safety Abroad procedures prior to travel. Research travel conducted without completing all Safety Abroad requirements will cause automatic forfeiture of the Travel Grant. Please see the Safety Abroad section below.



Value

This grant aims to provide successful applicants with supplemental funding as applicants are expected to seek support from various other sources in order to support their proposed travel.

Amounts offered vary and are calculated using the following information:

  • Travel destination;

  • Duration of travel;

  • SGS Research Travel Grants previously received; and

  • Number of eligible applicants within the competit​ion.

Application Process & Instructions

Important Notes

Before beginning their applicatio​n, applicants should be aware of the following:

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

  • Both the applicant and the supervisor/advisor will be required to use their UTORid and password for the application process.

  • The application cannot be saved in draft form and will time out after one hour.

  • The application cannot be modified after submission.

  • Applicants should:

    1. close all Internet browsers (e.g., Internet Explorer, Google Chrome, Mozilla Firefox) and open only one browser—preferably Mozilla Firefox or Google Chrome—to access the application in order to avoid an early timeout;

    2. have access to a printer to print their completed application for their records before submitting; 

    3. notify their supervisor/advisor that they will be submitting an SGS Research Travel Grant application which will require their approval; and

    4. 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 competition, 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.

Online Application

Step 1

 Applicants will be asked to provide:

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

  • Details of the travel (e.g., destinations, duration of travel);

  • Proposed budget for the travel;

  • Purpose of the research (approximately 500 words).

Step 2

 Once submitted, the identified supervisor/advisor will:

  • Receive a web link (via the email address entered by the applicant) that must be used in order to review and approve the application;

  • Be asked to review the application and confirm that the applicant is in good academic standing and that the proposed travel is appropriate at the current stage of the applicant's program.

Step 3

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 should again review the details of their application within the confirmation email. Problems must be reported to travelgrant@utoronto.ca.

Safety Abroad

All U of T students receiving credit, funding, or sanctioning from the University for an activity conducted outside of Canada must complete the following steps before the travel occurs:

  • Complete the online registration request form. This should occur at least one month before departure. The Safety Abroad Office will register the student and send a confirmation email.

  • Sign on to the Safety Abroad Database and complete a profile, including emergency contact and passport and travel health insurance information.

  • Attend the appropriate Safety Abroad Workshop (valid for 1.5 years).

  • Sign and submit waivers to the Safety Abroad Office.

  • Submit a Safety Planning Record (if applicable).

  • Obtain supplementary health insurance (if not already covered).

For travel to a region designated by Global Affairs Canada as "Avoid Non-Essential Travel" or "Avoid All Travel," students must contact the Safety Abroad Office at safety.abroad@utoronto.ca as soon as possible to request special approval for the trip.

Research travel conducted without completing all Safety Abroad requirements will cause automatic forfeiture of the Travel Grant.

Please contact the Safety Abroad Office at safety.abroad@utoronto.ca for further information on this process and/or the requirements.

Results

All applicants will be notified through their U of T email address regarding their result at the end of May. Successful applicants will receive information regarding the offer amount and the terms and conditions of the grant. SGS Research Travel Grants cannot be deferred beyond a return date of April 30, 2018. Please see the Changing Destination and/or Duration section below for details regarding requests for changes on the SGS website.

Successful applicants must report any SGS Travel Grant funding received when applying for other sources of funding related to the same research travel.

Changing Destination and/or Duration

Successful applicants may request changes to their proposed travel plans, provided that their supervisor/advisor approves and the travel occurs within the appropriate competition timeframe, i.e. any changes to travel dates must still conform to the April 30th deadline mentioned above. Requests after this deadline will not be considered. If your revised travel will occur after April 30th of the following year, please cancel your grant and reapply to the following year’s SGS Travel Grant competition.

Please note that once offers have been distributed, the value of the offer cannot be increased. However, it may be subject to a reduction due to changes to the destination(s) and/or duration of travel. Please complete the Change of Dates/Location Request form to request approval for changes to travel plans.

Payment Activation

To receive payment, awardees must complete their research travel and submit the following required documents as a single PDF to travelgrant@utoronto.ca within 30 days of returning from their trip and no later than April 30, the year following the offer. Requests after this deadline will not be considered.

  1. A completed Payment Activation form.

  2. Confirmation of:

    1. registration with the Safety Abroad Database (Canadian destinations exempt); and

    2. completion of the appropriate Safety Abroad Workshop (Canadian destinations exempt).

  3. Proof of transportation to and from destination(s) (e.g. copy of flight receipt showing itinerary for both departure and return to Canada).

  4. Proof of accommodation(s) (e.g. copy of rental agreement showing dates of stay).

  5. One page report detailing the research completed during the trip.

These documents must be sent as a single PDF file to travelgrant@utoronto.ca

Full or partial payment may be obtained in advance of the trip, depending on materials submitted. Research travel conducted without completing all Safety Abroad requirements will cause automatic forfeiture of the Travel Grant. Failure to submit the required documentation by the above deadline will result in cancellation of the Grant. Arrears (from the previous academic year) must be fully cleared in order for the grant payment to be processed.


Frequently Asked Questions

Q: Who is eligible to apply for the SGS Research Travel Grant?

A: Applicants to the SGS Research Travel Grant must be: a) a registered, full-time PhD student in Division I or II, and b) requesting funds to support travel directly associated with PhD research.

Q: Are "flexible-time" students eligible for the SGS Research Travel Grant?

A: No, flex-time students are not eligible. Flex-time students are meant to be self-funded.

Q: If I am eligible, am I guaranteed the grant?

A: Eligible applicants are not guaranteed funding. Funding is contingent upon other factors such as the availability of funds, the number of applicants, and the relevance of the travel to the student's PhD research.

Q: I applied and received the SGS Research Travel Grant before; can I apply again?

A: Students are eligible to apply for the SGS Research Travel Grant more than once. However, preference will be given to those who are applying for the first time.

Q: I just started my PhD program; am I eligible to apply for the SGS Research Travel Grant?

A: PhD students are eligible to apply for the SGS Research Travel Grant at any stage of their program. However, preference will be given to those who are in the later stages of their program.

Q: Where can I find the SGS Research Travel Grant application?

A: The application will be available online on February 13, 2017 on the Travel & Conference Awards web page on the SGS website.

Q: If I have not achieved PhD candidacy, am I eligible to apply?

A: PhD students in Division I or II are eligible to apply for the SGS Research Travel Grant regardless of whether they have achieved PhD candidacy.

Q: What is the deadline to submit my application?

A: Applicants must complete and submit their portion of the form by 4:30 on March 3, 2017. Supervisors are also required to fill in a one-page application approval that is due by midnight on March 10, 2017.

Q: What type of travel is eligible for funding?

A: The Travel Grant is available for PhD students completing research in or outside Canada. Travel must be for purposes necessary to the student's thesis research.

Q: Is travel to conferences or courses/seminars covered by the SGS Research Travel Grant?

A: No, travel to conferences or courses/seminars is not covered under the SGS Research Travel Grant. Students who are seeking funding for conference-related travel should apply for the SGS Conference Grant.

Q: What level of funding can I expect to receive if my application is successful?

A: The funding provided by the SGS Research Travel Grant is not intended to cover all of the travel expenses associated with each application. The value of the grant will be based on the destination(s), duration, and funds available. The value will be communicated in the offer letter.

Q: Can I use other funding to conduct this travel?

A: Yes. Since this grant provides modest financial support, applicants are expected to seek funding from other sources in order to supplement their travel and related expenses.

Q: If I am offered an SGS Research Travel Grant, how do I collect my award?

A: Successful applicants are required to complete the Payment Activation form, show proof of travel in the form of receipts (e.g., train ticket, airfare, hotel booking), provide confirmation of registration with the Safety Abroad Office, and proof of completion of the Safety Abroad course prior to their travel (unless travelling within Canada). Students must email the Payment Activation form and supporting documentation to travelgrant@utoronto.ca. Scanned copies of receipts and registration with the Safety Abroad Office are sufficient. Once the appropriate documentation is received, payment will be issued via ROSI.

Q: Will the SGS Research Travel Grant cover multiple trips within the funding timeframe?

A: The SGS Research Travel Grant does not cover multiple trips. However, a single trip with multiple stops may be eligible.

Q: What if my travel plans change after I complete my application?

A: If travel plans change, students should send an outline of the new dates and/or location along with a brief rationale by email to travelgrant@utoronto.ca. For significant changes, the Change of Dates/Location Request form must be completed and submitted.

Q: Can I receive payment of my award before my departure date?

A: Yes, provided that you submit the necessary documentation including the Payment Activation Form, proof of transportation and accommodations, and Safety Abroad registration and training, as required.

Q: Where can I find the SGS Research Travel Grant Payment Activation Form?

A: The Payment Activation Form can be downloaded here.

Q: When can I travel with the SGS Research Travel Grant?

A: Students who are awarded a 2017-18 SGS Research Travel Grant are required to complete their travel (depart and return) by April 30, 2018. Students who plan to travel after May 1, 2018 should apply for the 2018-19 SGS Research Travel Grant competition.

Q: Is there a minimum or maximum length of time for travel?

A: No, there is no minimum or maximum length of time for travel, provided that it takes place between May 1, 2017 and April 30, 2018.

Q: My travel begins before May 1, 2017. Can I apply for retroactive funding?

A: Some exceptions to travel dates may be made for students who wish to depart in April 2017 and will be returning after May 1, 2017. Please email travelgrant@utoronto.ca with your travel date inquiries.

Q: Can I defer my award to next year?

A: No, the award is only valid during the competition timeframe in which it was awarded (May 1st of application year, to April 30th of the following year). If your revised travel will occur after April 30th of the following year, please cancel your grant and reapply to the following year’s SGS Travel Grant competition.


Contacts & Resources

Inquiries about this competition can be directed to:

Graduate Awards Office
School of Graduate Studies
travelgrant@utoronto.ca
416-978-8260