SGS Research Travel Grant

Award Overview

• Award Category: Doctoral Awards, Financial Assistance, In-Course Awards, International Awards, Travel & Conference Awards
• Student Deadline : March 31, 2023
• Application Dates : Fall / Winter / Summer
• Value & Duration : Value dependent on destination and duration of travel
• Level of Study : Doctoral
• Required Legal Status : Domestic / International
• Results : Late - April, Late August, Late December.: SGS Travel Grant results will be sent via email to student's U of T email address

Student Deadline

Value & Duration

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.

Purpose

The SGS Research Travel Grant provides financial support to eligible students who are registered 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.

Funding for this competition is supported by the School of Graduate Studies, 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.

Eligibility

Preference will be given to first-time applicants in the latter stages of their program (i.e. have achieved candidacy) and planning to conduct research abroad that is necessary for the completion of their thesis. Students may apply to fund one return trip per application cycle and may not receive funding for the same trip twice. The following students are ineligible for funding through this program: i) first-year students; ii) flexible-time PhD students; or iii) students travelling for conferences, exchange programs/courses or seminars.

Applicants must:

• Registered with the Safety Abroad Registry and complete the Safety Abroad requirements
• Be registered full-time in a PhD or SJD program within the Humanities (Division 1)​ or Social Sciences (Division 2):
  1. ​at the time of application;
  2. for the duration of research travel; and
  3. at time of grant payment
• Be conducting research abroad that is necessary for the completion of their thesis; and
• Propose, or have taken a single research trip where the duration is no fewer than 7 days and no more than 12 months; and
• Depart for research travel no later than five (5) months after the SGS Research Travel Grant deadline and no earlier than one (1) month before the SGS Travel Grant cycle opens; and
• Have completed the required Safety Abroad requirements and necessary approvals prior to travel (see below).

Note: SGS Research Travel Grant offer may be revoked if a recipient fails to meet the above eligibility requirements.  SGS Travel Grants will not be honoured to support travel outside of Canada, without prior authorization by Safety Abroad.  ​

U of T Safety Abroad Requirements

Before travelling on university activity abroad, there are certain steps that you must complete.

1. Review the Safety Abroad website for University pre-travel requirements
2. Add your trip to the Safety Abroad Registry 
3. Complete a Safety Abroad pre-departure workshop
4. Review your destination’s Global Affairs Canada Travel Advisory*
5. Secure appropriate and sufficient travel health insurance

Application Process

​Please note:​

• The applicant will be required to use their UTORid and password for the application process;
• The application will time out after two hours but can be saved in draft form after saving the second page; and
• The application cannot be modified after submission. If an error is discovered once it has been submitted, please email travelgrant@utoronto.ca​ to request the application to be unsubmitted.

Applicants are encouraged to:

• Notify their supervisor/adviser that they will be submitting an SGS Research Travel Grant application which will require their approval and advise them of the deadline;
• Confirm their supervisor/adviser’s correct email address to ensure the supervisor/adviser section of the application is sent to the correct email address for completion; and
• Be mindful of the deadline date to ensure their supervisor/adviser to complete their portion on time.​

Supervisor/Adviser Information

For the purposes of this competition, the supervisor/adviser 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 their program.

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” link. Sign in using your UTORid.

You will be brought to a “Dashboard” page. Using the left-hand side menu, click on “New Form,” and select under the Award Forms section “SGS Research Travel Grant Application/Deferral”.

Complete all pages, review and click the “Submit” button at the bottom of the last page​.

You will be asked to provide the following information:

• Supervisor/adviser’s 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 (1,500 characters max).​​

Step 2: Supervisor Portion

Once submitted, the identified supervisor/adviser 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, support/endorse the travel if outside of Canada, that the proposed travel is appropriate and necessary at the current stage of the applicant’s program, and confirm any departmental/advisor funding available.
• If the supervisor/advisor does not receive the email invitation, the applicant may click the “Resend” button for the Supervisor/advisor form in their application to resend the invitation email with the link.

Step 3: Confirmation Email

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

Applicants are strongly encouraged to review the details of their supervisor portion within the confirmation email.
If the supervisor needs to make a correction to their portion of the form after submission, they may email travelgrant@utoronto.ca ​to request SGS to unsubmit their form.
Technical difficulties with the application must be reported immediately to travelgrant@utoronto.ca.

Online Application Form

Results

All applicants will receive an email with their results via their U of T email address as per the timelines table above.

Successful applicants will receive information regarding the offer amount and the terms and conditions of the grant. Successful applicants can request to defer or apply their grant to a different destination after receiving the results of their application – full details regarding deferrals and requests for changes are provided on the Award Holder Information section.

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

NOTE: Once results have been distributed, the value of an offer cannot be increased.

Additional Info

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 or SJD student in Division I or II, and b) requesting funds to support travel directly associated with the completion of their thesis (see Eligibility section above).

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

A: No, flexible-time students are not eligible. Flexible-time students are meant to be self-funded (see Eligibility section above).

Q: Why are Safety Abroad procedures mandatory?

A: The U of T Safety Abroad works with various U of T offices (including the High Risk team), students, staff and faculty to minimize risk by:

• Offering a Safety Abroa​d Database​ to track where and when students are abroad so that they can be offered emergency assistance
• Providing Safety Abroad Workshops​
• Offering a 24-hour emergency line​
• Monitoring international security situations​

Safety Abroad procedures are mandatory for all U of T students travelling outside of Canada, including to the U.S.A., and must be completed before the travel occurs, regardless of receiving SGS Research Travel Grant support (see Safety Abroad section above).

Q: What if I don’t complete Safety Abroad procedures before my travel?

A:  An SGS Research Travel Grant offer may be rendered void if a recipient does not meet all of the eligibility and payment collection requirements (see Eligibility to Apply, Safety Abroad and Award Holder information sections).​

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 or SJD research (see Eligibility section above).

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 (see Eligibility section above).

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

A: Students who just started their program (in first year) are ineligible to apply as the Grant aims to assist students in the later stages of their PhD or SJD program (see Eligibility section above).

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

A: The application will be available on this webpage in the Application Process section (please see application periods in the Award Overview chart above).

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

A: Although having achieved candidacy is preferred, PhD or SJD students in Division I or II are eligible to apply for the SGS Research Travel Grant before achieving candidacy (see Eligibility section above).

Q: What is the deadline to submit my application?

A: Applicants & supervisors must complete and submit their portion of the form by the deadline in the Award Overview chart above. Supervisors are required to fill in a one-page application approval after applicants submit their portion. The application is only considered submitted after the supervisor portion has been submitted.

Q: What type of travel is eligible for funding?

A: The SGS Research Travel Grant is available for PhD or SJD students completing research in or outside Canada. Travel must be outside of commuting distance from the Greater Toronto Area (GTA), requiring separate accommodations. Travel must also be for purposes necessary to the student’s thesis research (see Eligibility section above).

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, which will be communicated in the offer letter.

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

A: Yes. 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 online SGS Conference / Research Travel Grant Payment Activation form, show proof of travel in the form of receipts (e.g., train ticket, airfare, boarding passes, hotel booking), and submit a report upon return. Scanned copies of receipts and boarding passes are sufficient. Once the appropriate documentation is received, payment will be issued via ACORN in two to three weeks (see Award Holder Information section).

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

A: The SGS Research Travel Grant does not cover multiple trips. However, a single trip with multiple stops may be eligible (see Eligibility section above).

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

A: If travel plans change, a completed Change/Deferral Request form must be uploaded to the online payment activation form with the other required documentation (please see Changing or Deferring my Travel Grant and Payment Activation sections).

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

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

​Q: Where can I find the Payment Activation Form?

A: The online Payment Activation Form is available via the SGS Portal. Please see the Award Holder Information-Payment Activation section for a direct link to the form.

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

A: Students who are awarded an SGS Research Travel Grant are required to depart as follows per application cycle: 

Summer Cycle: Between April 1st and Dec. 31st 

Winter Cycle: Between Dec. 1st and Aug. 31st 

Fall Cycle: Between Aug. 1st  and April 30th

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

A:  Yes, no fewer than 7 days (excluding travel dates) and no more than 12 months.

Q: A portion of my travel occurred before the application date. Can I apply for retroactive funding?

A: Some exceptions to travel dates may be made for students who departed prior to the application date. Please email travelgrant@utoronto.ca with your travel date inquiries.

Q: Can I defer my award to next application cycle?
A: Students who plan to defer their travel into the following cycle should decline their offer and apply for the next cycle

Award Holder Information

Changing or Deferring My Travel Grant

Successful applicants may request changes to or defer their proposed travel plans, provided that their supervisor/adviser approves and the travel occurs within the appropriate competition time frame. If your revised travel falls outside the allowable deferral period, you may cancel your grant and reapply to a future application cycle.

A completed Change/Deferral Request form must be submitted to travelgrant@utoronto.ca prior to travel for pre-approval or uploaded to the online Payment Activation Form with the other required documentation (please see Payment Activation section below). Please note that once offers have been distributed, the value of the offer, if deferred or changed, cannot be increased, but may be subject to a reduction due to significant changes to the destination(s) and/or duration of travel.

Payment Activation

To receive full payment, awardees must submit the required documents listed below within 30 days of returning from their trip. Failure to submit the required documentation by the deadline will result in the cancellation.

 Required documents:

1. A completed online SGS Research Travel Grant Payment Activation Form (review Payment Activation Instructions below​).
   • Awardees will be expected to confirm on this form that all Safety Abroad requirements were completed prior to travel outside of Canada. Research travel conducted without first registering with the Safety Abroad Office and completing all necessary pre-travel requirements may render students ineligible for the SGS Research Travel Grant.
2. Proof of Safety Abroad pre-departure workshop completion status (if travelling outside of Canada) by submitting a screenshot showing recipient’s name/UTORID and confirmation of completion.
3. ​Proof of transportation to the destination(s) (e.g., flight receipt showing itinerary (not booking confirmation), boarding passes, ​copy of bus ticket showing itinerary, or gas receipts).
4. Proof of accommodation(s) (e.g., copy of rental agreement showing address and dates of stay, copy of hotel or AirBnB receipt showing address and dates of stay, or confirmation from accommodation host with address and start & end dates of stay). Documents in a language other than English should be accompanied by an English translation.
5. A completed Final Report Form with supervisor signature.

Partial payment may be obtained in advance of the trip, depending on the materials submitted. In all cases, students travelling outside of Canada must have first received approval from and registered with Safety Abroad Office and completed any pre-travel requirements.

*In all of the above instances, $500 will be withheld until the final report is submitted

Payment Activation Instructions

Students awarded an SGS Research Travel Grant must complete and submit the online SGS Conference / Research Travel Grant Payment Activation Form in order to accept and activate their payment. Supporting documentation must be uploaded to the form before it is submitted. Once submitted, the form and documentation will be reviewed within two to three weeks. If further documentation is required, the recipient will be contacted through their U of T email address. Once all required documentation has been submitted to SGS, the payment will be processed through the recipient’s ACORN account. Any arrears (unpaid balance from the previous academic year) must be fully cleared in order for the grant payment to be processed.

Step 1. Access the SGS Forms Tool website

 SGS Forms Tool website

Click “Proceed to Login”, Select “Log in with UTORid / JOINid” button. Recipients must log on using their UTORid and password.

Step 2. Start a New Form

Select “New Forms” from the left hand menu if not already there, which should bring up a page of available forms. Select “SGS Conference / Research Travel Grant – Payment Activation” by clicking on the “Start Form+” button.

Step 3. Complete Form

The top portion of the “Award Holder Information” section will be pre-populated with your information from ACORN.

Note:

• The system will time out after 2 hours
• Click “Save” and you can return to at a later date through the “My Forms” link on the left-hand side menu

Change of Dates/Location Request Form

If applicable, recipients may request to change their travel dates and/or location from the one they initially proposed in their application.

If the travel dates and/or location of the proposed research travel has changed, a Conference/Research Travel Grant Change Request Form  must be completed and uploaded to the form.

Note: SGS Research Travel Grant offers cannot be increased and may be subject to a reduction, as per the revised travel dates and/or location.

• Correctly identify which grant is being activated! The SGS Research Travel Grant does not provide conference funding

After selecting the correct grant, information and questions specific to the SGS Research Travel Grant will appear.

Supporting Documentation

 The following supporting documentation will need to be uploaded to the online form in the appropriate sections.

Each document must be saved as a PDF and cannot exceed 4 MB.

1. Proof of Safety Abroad pre-departure workshop completion (if travelling outside Canada) 

Submit a screenshot showing your name/UTORid and confirmation of completion of the last module.

2. Proof of transportation

Acceptable examples of this type of proof are listed in the “Payment Activation” section above. This proof must be uploaded in the “Supporting Documentation” section.

3. Proof of accommodation

Acceptable examples of this type of proof are listed “Payment Activation” section above. This proof must be uploaded in the “Supporting Documentation” section.

4. Report detailing the research completed

After returning from a research trip abroad, a report must be submitted. The report form is in “Payment Activation” section above. This report must be uploaded in the “Supporting Documentation” section.

Once the documents have been uploaded and the form has been completed:

• Review the “Signature” section
• Select the “I confirm that the above information is correct” check box
• Click “Next”

Step 4. Review

 The completed version of the form and uploaded documents will be visible for a final review before submission.

Note: At this point, the online form has not yet been submitted to SGS.

If a change needs to be made, click the “Previous” link at the bottom of the page.

If no changes need to be made, click the “Submit” button on the bottom of the page.

Note:

1. 1. • The form cannot be modified after it has been submitted
      • If an error is discovered after submission or if you need to submit additional supporting documentation:
        • Email travelgrant@utoronto.ca to “unsubmit” or return the form to you
        • Edit the information, make a final review, and then click “Submit”

Step 5. Confirmation of Submission

After clicking “Submit,” a “Submission Confirmation” page will appear with a confirmation number.  Note this confirmation number for your records.

An email confirmation will be sent to your U of T email address from vpp.noreply@utoronto.ca, titled “Submitted: SGS Conference / Research Travel Grant Payment Activation Form.” Note: the confirmation number will not be specified in the email.

The submitted payment activation form can still be reviewed online by selecting the “My Forms” homepage on the left-hand side menu. A form with the Progress of “Submitted” and a Status of “Received by GAO” indicates that the form has been successfully submitted to SGS for processing.

Step 6. Processing and Payment

 Please allow two to three weeks for processing and payment distribution.

If the appropriate types of required documentation were not all uploaded to the submitted form, the recipient will be contacted via their U of T email address. This will result in a processing delay.

For payment distribution, students are strongly encouraged to set up direct deposit on ACORN to ensure that their payment is received quickly and avoid the risk of the cheque being lost in the mail. Cheques can take an additional 2 to 3 weeks to arrive.

To set up direct deposit:

1. 1. • http://help.acorn.utoronto.ca/how-to/
      • Go to section “Finances/Direct Deposit”
      • Follow the instructions listed

To “add new” mailing address:

1. 1. • http://help.acorn.utoronto.ca/how-to/
      • Go to section “Update address and contact information”
      • Follow the instructions listed

Attaching additional documents or Final Report Form

If you need to submit additional supporting documentation:

• • Email travelgrant@utoronto.ca to “unsubmit” or return the form to you
  • Edit the information, upload the additional documents, make a final review, and then click “Submit”

Contacts & Resources

Inquiries about this competition can be directed to:

SGS Financial Assistance
Graduate Awards Office
School of Graduate Studies
travelgrant@utoronto.ca
416-978-2839​​