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Travel & conference funding

FGS continues to follow the recommendations set out by The Office of Global Engagement, in consultation with Risk Management and the Student Mobility Recovery Team (SMRT). SMRT recommends students adhere to UVic’s Off-Campus Activity Risk Management Policy, which will allow students to travel without requiring special authorization to most countries as a result of GAC’s removal of the blanket avoid non-essential travel advisory.

Although FGS is now approving international travel grants, the pandemic continues, and students are reminded that the possibility remains for travel disruption and to be prepared for the potential logistical and financial risks that may suddenly occur. FGS will not honour travel grants to students who face a travel disruption or cancellation due to their own non-compliance of travel requirements (vaccinations, COVID tests, etc.). It is also highly recommended that prior to travel, students complete the Travel Safety Self-Assessment Tool COVID and follow the steps for travel safety on UVic’s Travel Safety for Students site.

Online conference grants

The Faculty of Graduate Studies (FGS) and the Graduate Students’ Society (GSS) developed a grant for students presenting at or attending online conferences.

FGS will reimburse students for online conference fees after completing the conference. Funding is distributed on a first-come, first-served basis to eligible graduate students.

Priority is given to first-time recipients (including recipients of an FGS travel grant), if their applications are received at least two months before the conference and they meet the other eligibility requirements at the time notices are sent.

Eligibility

  • You are registered full-time in the term in which the conference takes place
  • You do not owe outstanding fees to the university

  • You have not yet received a FGS online conference (or travel) grant for the current fiscal year (April 1 - March 31)
  • Your supervisor or advisor has approved the grant application
  • You have confirmed your conference registration

Award Amounts

Up to $200 to present or attend conferences online.

How to apply

Complete the application and submit it by email no more than 4 months before the conference date.

  *Please note, please apply at least one-month in advance of your conference to ensure your application will be processed prior to your conference. We do not guarantee your application will be processed in time of the conference if your application is submitted less than one month before your intended conference.

We will not consider incomplete applications or those submitted after a conference.

Travel grants

FGS and GSS offer grants to support travel to conferences, meetings, workshops, or research activities. This grant is not available for course-required travel.

Funding is distributed on a first-come, first-served basis to eligible graduate students.

Priority is given to first-time recipients as long as their applications are received at least two months before the month of travel, and they meet all the other eligibility requirements at the time notices are sent.

Please see the Travel Grant FAQ for details on notice timing.

Eligibility

  • You are registered full time in the term in which you plan to travel 
  • You do not owe outstanding fees to the university
  • You have not yet received a FGS Travel (or online conference) Grant for the current fiscal year (April 1 - March 31)
  • You have received confirmation of your travel, eg. acceptance to present at a conference, confirmed registration for conference.

Award amounts

  • Up to $800 to present or attend conferences/workshops or do research outside of Canada.
  • Up to $600 to present a paper/poster at a conference outside BC or Alberta.
  • Up to $400 to present a paper/poster at a conference outside of Vancouver or Vancouver Island, but within BC or Alberta.
  • Up to $300 to be used to attend conferences/workshops, or to conduct research outside of Vancouver or Vancouver Island.
  • Up to $200 to present or attend conferences/workshops or do research in Vancouver or on Vancouver Island.

How to apply

  1. Complete the Travel Grant Application
    • include confirmation of your travel i.e. conference acceptance/registration
  2. Submit your application to FGS by email. Applications received more than four months before the travel date will not be accepted.
  3. About one month before your month of travel we will contact you via email to advise you if your grant application is approved. We will also contact you if your grant application was not approved.

  *Please note, please apply at least one-month in advance of your conference/travel to ensure your application will be processed prior to your travel. We do not guarantee your application will be processed in time of travel/conference if your application is submitted less than one month before your intended travel/conference.

We will not consider applications submitted after travel. You will be reimbursed for expenses when you return from your travel (up to an assigned maximum).

Note: travel advances are not available.

When submitting your travel claim, we require scans of original receipts and boarding passes for any flights. You must include original signed documents with your travel claim. 

Note: all funds from the Travel Grant program are paid directly to students. We will not reimburse departments and faculty members.

Travel grants for distance programs

The GSS, with the support of FGS, established a special travel grant to assist graduate students in distance programs. The goal of the fund is to support students in financial need to attend the on-campus residential workshops or off-campus practica requirements of many distance education graduate programs.

Eligibility

  • You are registered full time in your program
  • You do not owe outstanding fees to the university
  • You have not yet received a FGS travel grant (or online conference grant) for the current fiscal year (April 1 - March 31)
  • You have financial need and have included a statement of estimated travel costs and budget
  • You are travelling to Victoria to attend courses/workshops at the UVic which are a required part of your program of study, or
  • You are travelling off-campus for a practicum that is required as part of your distance education graduate program.

How to apply

Complete the application and submit it by email. Applications for the Distance Graduate Student Travel Grant will be considered on a first-come first-served basis, with priority given to first time applicants.

We will not consider incomplete applications or those submitted after travel.

Award amounts

  1. A maximum of $100.00 for travelling from on Vancouver Island
  2. A maximum of $200.00 for travelling from within British Columbia
  3. A maximum of $300.00 for travelling from outside British Columbia

Cancellations

If you are unable to use the travel grant, please contact us.

We will cancel your application and re-establish your eligibility to receive a Travel Grant.

Student International Activities Fund

The Office of Global Engagement offers the Student International Activities Fund. This fund assists full-time students at UVic with international activities that are not funded by other sources. Three competitions for the grant are held each academic year.

Eligible activities include:

  • unpaid international internships and co-op placements
  • field schools
  • volunteer programs
  • exchange or study abroad programs organized by UVic

Visit the International site for more information.

Contact us

If you have questions about travel grants, the application form, regulations, cancellations, or UVic’s Travel Safety for Students site, send us an email.

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