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UBC Okanagan Travel Grant (Student)
Research Services Office UBC Okanagan
Research Services Office
Library Room 307
Phone: (250) 807.9658
Value: Up to $500 (Canada & Continental USA), up to $1000 (International)
Application Deadline Conference Held Between
February 15 4:00 PM April 1 – December 31
April 15 4:00 PM June 1 – February 28
August 15 4:00 PM Oct 1 – June 30
October 15 4:00 PM December 1 – August 31
Travel Grant Details (Student)
Purpose: This internal UBC Okanagan Graduate Student Travel Grant is intended to subsidize
travel to conferences for full time graduate students in Master’s or Doctoral thesis programs only.
In order to be eligible, students must present a poster or paper based on the results of their
graduate thesis research at a national or international scholarly meeting or conference.
Adjudication: Grant applications will be assessed by the Internal Research Grant Committee
members. The Committee will make recommendations to the Provost (Okanagan), who will make
the final decisions. It is expected that the competition results will be announced approximately six
weeks following the competition deadline.
Award Criteria: Applications will be judged on the basis of the following criteria:
• The purpose of the research
• The potential impact on the field
• Methods used to address the research question
• Clarity of application (written for a non technical audience)
• The student’s role in the authorship of this presentation (contribution to the idea, funding,
data collection, analysis, writing etc.)
Eligibility: Any full time graduate student who is presenting a paper/poster at a conference is
eligible to apply in the term in which you plan to travel.
• Applicant must be included in the conference program agenda and the agenda must be
appended to the application.
• Travel must occur after the date of the competition results to be eligible.
• The research for this presentation must have been done while you were a student at
UBC Okanagan
• Student must be registered in a graduate program at the time of the application and at the
time of the conference.
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• Applications may be made to two of the four travel competitions per year but each applicant
can only be awarded one Travel Grant on an annual basis. Applicants may receive funding
once every two years.
Non Eligible: Members of the UBC Okanagan Travel Grant Committee, reviewers and other
related volunteers may not apply. Co authors may not apply for funds for travel to the same
conference to present the same paper.
How to Apply
Application Procedure:
1. Fill out the Travel Grant Application Form.
2. The application must be the original copy, single sided and not stapled, and must contain
copies of all required documentation, including the following attachments:
a. Letter of Invitation/Acceptance that describes the nature of your participation in the
conference (with translation if the letter is not in English). If the letter of confirmation
is not available by the competition deadline, it must be submitted as soon as it is
received by the applicant.
b. Descriptive material about the conference that explains the purpose
c. Call for Paper
d. Conference Program
e. Abstract
f. Preliminary Brochure (a print out of the web information is acceptable)
g. List of all funding held
h. Airfare Quotes from a web source or a travel agency with the lowest available airfare.
(Travel arrangement may be made through one of the two travel agencies
recommended by the University: The Vision 2000 Travel Group or North South Travel
and Tours (ubc@nstravel.bc.ca).
If any of this documentation, including the letter of acceptance, is unavailable by the competition
deadline, a letter of explanation must be included with the application. In the case of an
incomplete application, a committee decision to award a Travel Grant will be made on a
provisional basis only, pending receipt and review of the necessary documentation.
Signatures: All applications must have the original signature of the applicant, Department/Unit
Head (for faculties with departments) and Dean or Dean Designate.
Application Submission
When the application is fully completed and signed, submit the original copy (including the required
attachments) of the application to the Research Services Office at UBC Okanagan. The application must be
received by 4:00 pm on the deadline day.
UBC Okanagan Research Services Office
3rd Floor, Library Room 307
PLEASE NOTE: Supplementary documentation will not be accepted after the application has been
submitted, unless requested by Research Services.
Late applications will NOT be accepted.
The application must contain original signatures – photocopies and facsimiles will NOT be accepted.
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Additional Information
Reporting: All grant holders are required to provide a brief report of their presentation/
conference attendance no later than six weeks after the travel is completed and in any
subsequent applications to the UBC Okanagan Travel Grant Program. Failure to do so will prevent
further acceptance of any future applications.
Eligible Expenses: Please see UBC Policy #83, Travel and Related Expenses, and the appending
travel policies and procedures guidelines for accepted subsistence costs Eligible expenses include
travel, meals, accommodation, and subsistence.
http://www.universitycounsel.ubc.ca/policies/policy83.pdf
Grant Administration: Individual P/G’s (research accounts) will be established for each grant-
holder under their faculty supervisor. Expenditures against this P/G will be processed through the
grant-holder’s Faculty/unit office. This award can only be used for that which is originally outlined
in the budget. No extensions or renewals will be permitted.
Budget: Under Budget Justification on the application form, please clearly identify exactly what
the budget will be used for. Attach additional budget details if necessary.
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