RESEARCH HIGHER DEGREE STUDENTS - TRAVEL AWARD POLICY
The Research Committee of the School of Dental Science will award bi-annual travel grants from the Dental Alumni Trust Fund and the School’s 2008 Research Committee Budget to PhD and Masters by Research students of the School to attend one (1) international and one (1) local (includes interstate and New Zealand) conference. A total of up to $2,000 per student per candidature may be awarded for attendance at an international conference and a total of up to $1,000 per student per candidature may be awarded for attendance at a local conference. The grants are to be used for travel expenses, accommodation and registration for such conferences. Sundry expenses (including food) are not included.
Should a student convert from a Masters by Research to PhD the above rules still apply i.e. a student will only be entitled to one (1) international and one (1) local conference during their entire candidature as a postgraduate student.
In order to attend a conference, applicants must either present a poster or give an oral presentation. Applicants must consult with their supervisor prior to submitting an abstract to the conference organizers. Applicants must also provide a copy of the conference program together with an abstract of their presentation when submitting an application.
*NB: Staff who are also Research Higher Degree students are not eligible to receive this funding.
It is expected that all PhD students should attend at least one international conference during their candidature. A Travel Grant Application form can be downloaded at http://www.dent.unimelb.edu.au/dsweb/current_students/student_forms.html - under Research Forms, Application for Travel Award. This form can be filled in electronically, printed and then checked and signed by the applicant’s supervisor. Electronic submissions will not be accepted.
The travel grants will be awarded on a competitive basis and will be judged on the basis of a summary of the proposed presentation. PhD students will receive priority for funding.
Closing dates for 2008
Round 1 – Friday, 18 April 2008
Round 2 – Friday, 5 September 2008
NB: If you plan to attend the IADR conference or any conference between August and December, it is suggested that you apply in Round 1. Round 2 would be for those wishing to attend conferences that take place between October of the current year and July of the following year.
Submission
Applications are to be submitted to the Research Administrator in room 4.408, 4th floor before close of business on the above dates.
Successful applicants
Successful applicants will be notified via email of the outcome of their application.
Travel insurance and reimbursement
Travel Restrictions
Applicants must ensure they are aware of the information on travelling off-campus found at http://www.pb.unimelb.edu.au/ehs/travel/index.php3 which includes DFAT warnings.
Insurance
University travel insurance fully covers travel which is fully-funded by the University/School. If an applicant receives part of the funding from a source external to the University/School, then university travel insurance will provide only limited cover. If an applicant wishes to be fully covered, they must take out their own travel insurance. See http://www.unimelb.edu.au/corposerv/insurance/student_cover.html for more details.
A copy of the Student Travel Ins - Registration Form (http://www.unimelb.edu.au/corposerv/insurance/forms.html) is to be submitted to the Research Administrator prior to departure.
Travel Suppliers
The University has preferred travel suppliers which applicants may wish to utilise (i.e. American Express Travel or Kistend Travel – see http://www.unimelb.edu.au/finops/resources/travel/index.html#suppliers). Applicants are encouraged to source alternative suppliers in order to purchase the most economical airfare. However, should applicants choose to book through the University’s preferred travel suppliers, a copy of the proprosed flight itinerary must be submitted to the Finance Officer, Colin Turner in room 4.410, 4th floor so that a purchase order may be raised and payment can be arranged on the applicant’s behalf.
Reimbursement of Cost
To claim expenditure up to the allocated travel grant, students should provide receipts/tax invoices (including air tickets if an alternative supplier is used) for all expenditure to the Research Administrator. All receipts must be provided at the same time, together with proof of attendance (copy of conference program/proceedings).
Travel Diary
A condition of accepting the grant is that the student must submit a travel diary upon their return. It is an Australian Tax Office requirement that students provide a travel diary for travel provided by University funds.