Travel Grants

 

The Summer 2016 Application is now open.

Please follow all directions when applying.

We have to disqualify a number of excellent applications each quarter due to small errors.


 

What is a Travel Grant?

In an effort to help improve graduate and professional student life at the University of Washington, the GPSS Travel Grants Program contributes funds to qualifying individuals’ travel expenses for active conference participation in the US and abroad. This is done in an effort to facilitate and promote the intellectual and professional development of graduate and professional students at the University of Washington, but also to encourage mutually beneficial interaction among students and GPSS senators. GPSS travel grants further contribute to the strengthening of the University and its increased prominence in the greater scholarly community through the broadening of students’ personal and academic development through exposure to the work of others elsewhere. Students whose conference participation might otherwise be unfunded, have strong academic credentials and are making fair progress towards their respective degrees are encouraged to apply. Recipients will receive awards up to $300 for domestic conferences and $500 for international conferences.


Eligibility

UW (Seattle) graduate and professional students enrolled and in good standing may apply for this travel grant. Active participation (presenting a paper or poster, chairing a session or panel, etc.) at an academic conference is required and proof of acceptance is required with this application (see below). Applicants must have a cumulative GPA of at least 3.2 to be considered.

Students may apply for this grant up to one term before participating in the conference event, during the term of participation.  Students may not apply for funding if their conference/event will occur before the quarter deadline. Only one application per conference event/presentation is permitted, however. Though students may apply only once per conference event, one may apply many times as they like during their UW student career for different events/presentations. One may only receive GPSS travel funding once every three years (with a maximum of two awards during one’s UW student career).


The Application

Application materials will be available the first day of each quarter. All items must be submitted for an application to be considered complete. Applications missing any component below will not be considered.

What the Student Must Submit:

  1. Online Application
    • The application is completed via Google Form and cannot be saved. Please be prepared to complete it in one sitting, or to view it, write you answers in another document, and then paste them into the form before submitting.
    • To access the application, you will need to be logged into your UW Google Apps Account. There are instructions on how to do this below.
    • The application asks questions related to both merit and financial need - Financial Assessment and Student Self-Assessment.
    • On the last page of the application, please be prepared to copy and paste into the Google Form:
      • The abstract of the paper you are presenting
      • Your conference acceptance letter or email (with header).
  2. Transcript
    • Please email a pdf of your Unofficial UW transcript to gpssbudg@uw.edu
    • You can obtain a pdf of your transcript using teh MyUW website.

 

APPLICATION LINK HERE

 

What the Faculty Recommender Must Submit:

  1.  Online Recommendation
    • The recommendation is completed via Google Form and cannot be saved. We recommend being prepared to complete it in one sitting, or to view it, write you answers in another document, and then paste them into the form before submitting.
    • To access the recommendation form, you will need to be logged into your UW Google Apps Account. There are instructions on how to do this below. 
    • The recommendation form asks questions related to both the student's merit and financial need.

 

RECOMMENDATION LINK HERE

 


Important Dates | Deadlines and Eligible Travel Dates

2015-2016 Deadline Dates:

  Application Opens  Application Deadline Eligible Conference Dates Hear-by Date   
    Early Regular Early Regular Early  Regular
Summer 2015 May 5, 2015 Rolling August 3, 2015 July 15 - November 6, 2015 Rolling
Fall Quarter September 30, 2015 n/a apply for Summer deadline October 23, 2015 November 7, 2015- February 5, 2016 Passed
Winter Quarter December 11, 2015 January 4, 2016 January 29, 2016 January 16 - February 12, 2016 February 13 - April 29th, 2016 January 20, 2016 February 18, 2016
Spring Quarter March 11, 2016 March 28, 2016 April 22, 2016 April 9- May 6, 2016 May 7 - August 31, 2016 April 14, 2016 May 12, 2016
Summer 2016 April 29, 2016 Rolling August 1, 2016 July 15 - November 4, 2016
 
Rolling

Applications are due by midnight on the date specified.  Late applications will not be considered.

 
"Early Application" Deadline
The GPSS Travel Grant Committee realized that there are some applicants who have been ineligible in the past if they receive less than three months notice for their conference. This application period is intended to accommodate those whose conference occurs within the three weeks prior to the deadline or two weeks following the deadline. Please turn in your application by the first day of the term to receive early consideration. This will not apply to the fall term, as the Travel Grants Committee is not formed until later in that term. Please see summer term application procedures below.
 
Applying Over the Summer Term
Though the application process will remain the same, deadlines over the summer will operate differently. A separate committee will handle Travel Grant applications over the summer. To ensure this committee will have sufficient time to review applications, there is a rolling application deadline that requires submission of applications at least four weeks prior to the date of the conference. This committee is able to review applications up to the first week of August.
 
Summer 2016 will only be the second year of operation for this program . Please keep this in mind as there may be unexpected impediments in the execution of this plan due to limited availability of senators over the summer. Apply as early as possible to minimize chances of missed funding opportunities. 


Frequently Asked Questions

  • How do I log into my UW Google Apps Account?
    1. Go to www.google.com
    2. Click on the incon in the upper right hand corner
    3. If you are currently signed into another Google Account, click "Sign out"
    4. If needed, on the next screen click "Sign in with a different account"
    5. If needed, on the next screen click "Add Account"
    6. Type your UW email address into the field marked "Enter your email"
    7. Click Next
    8. You will be re-directed to a page managed by UW. Enter your UW NetID and Password here
    9. From there you will be re-directed back to the Google homepage
    10. Open a new tab and paste the link to the Application or Recommendation Form into that tab
    11. From here you should be able to access the application
  • Can I obtain a copy of my electronic application?
    • Yes. To do so, select this option on the last page of your application before submitting.
  • Can I submit my faculty recommendation?
    • The faculty recommendation must be completed by a faculty member. The online form collects UW NET IDs which will be checked against the UW Directory.
  • My faculty recommender is struggling with the online application form, can they submit in a different way?
    • No. Unfortunately we have found that allowing recommendations to be submitted externally from the form increases the chance of human error and incorrectly disqualifying applications. 
  • Will you notify me when my recommender submits my recommendation?
    • As a courtesy, three days before the application is due, the Budget Specialist sends an email to any individual who has submitted a partial application and informs them of which piece they are missing - main application, transcript, or recommendation. For applications submitted after this time, it is the responsibility of the applicant to confirm all pieces are submitted by the deadline.
  • I just received a notification that I was accepted to a conference, but it occurs before the first date in the eligibility range for the next cycle, can I still apply?
    • Unfortunately, no. The committee has a set schedule for when it will review applications and cannot fund any conference retroactively. The first date of travel must occur after the committee votes whether or not to fund the conference. The first date in the eligibility range is the day after the committee votes, and therefore conferences with earlier dates cannot be considered. 
  • How is it determined who will receive travel grants?
    • The Travel Grants Committee, which is composed of approximately ten members, reviews each application and scores it according to a rubric that places equal weight on merit and financial need. Each application is scored by at least three committee members. The committee then meets, reviews teh scores assigned, and determines which applications will be funded.
  • Are travel grants awarded based solely on financial need?
    • Travel grants are not awarded based solely on financial need, however the degree of financial need is heavily considered when scoring the application.
  • Can I obtain a copy of the rubric before I submit my application?
    • No, the Travel Grants Committee voted during the 2015-2016 Academic Year not to make the rubric public. 
  • Once I have been awarded a travel grant, how will I receive the funds?
    • The funds will transfer, via Transfer & Authorization form, to the budget number provided in your application. The form will have a purpose line that reads "Purpose:  Provide Funding for YOUR NAME", followed by a description that states the conference name, date, and location.
  • Where can I find the budget number required by the application?
    • The application requires a budget number so that it can transfer awarded funds to your department. Therefore, it is best to talk to your department to determine which budget number they would like you to use.
  • I didn't receive a travel grant, can I receive feedback on my application?
    • The Treasurer's office is happy to provide feedback, just email gpssbudg@uw.edu. However, please note that it is a competitive process and that the priorities of the committee change each year, depending on who is on the committee, therefore, there is no guarantee that the feedback received will ensure an award in future quarters or years. 
  • What constitutes active participation in a conference?
    • GPSS considers active participation to include presenting a piece of work, sitting on a panel, planning a portion of the event, and competing in a competition as well as other similar activities. 
  • Can multiple people from the same lab or project team apply for travel grants?
    • Only one person from a lab or project team is typically chosen, but you are welcome to submit multiple applications. In this situation, it is highly recommended that each application is unique.

 

Additional Questions? 

Please contact your GPSS Senator or the GPSS Treasurer Kerstin Hudon at gpsstres@uw.edu.