How to Apply

To apply for the Green & Gold Grant, log into BearsDen with your CCID. You will be able to save and edit your application before submitting it. A completed application includes:

  • applicant information
  • activity details
  • budget
  • short answer questions

The Green and Gold Grant funds up to 80% of the total cost of an activity, to a maximum of $1,500. You will be notified of the adjudication decision approximately eight weeks after the relevant deadline.

Some questions in the application form are used for grant administration purposes only. These sections are clearly identified in the application form.

Activity Details

Provide information about the purpose and value of the activity, including:

  • name of activity,
  • host organization,
  • location of activity,
  • website for the activity, and itinerary/schedule if available,
  • description of the activity in detail, explaining the purpose, scope, outcomes and timelines (up to 150 words), 
  • whether the activity is online, in person or hybrid, and
  • activity dates and travel dates.


Your application must include a detailed list and description of the costs associated with your activity. All expenses must be reasonable and show due regard for economy. Applicants are also encouraged to share expenses when possible.

1. How to complete the budget
  1. Research possible expenses associated with the activity. Expenses must be reasonable and reflect prudence, good judgement and due regard for economy.
  2. List all eligible expenses associated with the activity.
  3. Ensure expenses for which you are requesting funding are in alignment with the Green and Gold Grant's eligible expenses and University policy. Travel Reimbursement Procedure and Schedule of Allowable Travel Expenses.  
  4. List amounts in Canadian dollars.
  5. Provide a breakdown of calculations used and provide a written explanation in the budget. You may be asked to provide additional documentation to support your expenses.
2. Eligible expenses
    1. Registration:
      Ffees to participate in the activity. This can include professional association membership fees, if they are required in order to participate in the activity or provides a significant discount. List everything included in the registration fee i.e. meals, transportation to and from the activity, etc. if applicable.
    2. Airfare & baggage:
      Include how much flights will costs, including all fees (airline baggage fees and taxes).
    3. Vehicle rental:
      Costs of renting a vehicle, fees, and taxes. Include the reasons it is necessary to rent a vehicle instead of using other forms of transportation.
    4. Private vehicle: (as required)
      Include how much a vehicle rental will cost, including all fees. If calculating distances and mileage for use of a private vehicle, include the estimated kilometres. Estimated kilometers for your entire trip usingYou may use  a program such as Google Maps, Apple Maps, etc. It needs to show your start point, end point, and kilometers of the trip. for distance. and current mMileage costs amounts are calculated according to the Schedule of Allowable Travel Expenses. (e.g. Edmonton to Calgary: 298 kilometres x $0.50 per kilometre = $149).
    5. Other Ground Transportation:
      Estimated cost of public transit, taxis, Ubers, etc. during your activity.
    6. Meals:
      Estimated meals you will purchase. You can claim a combination of individual meals and/or full days depending on your activity. per diem (allowance for meal expenses) for an entire day or for certain meals. Per diem Meal amounts are set by the University and; calculated per diems according to the Schedule of Allowable Travel Expenses and include them in the budget. You cannot request funds for any meals that are provided as part of your event (e.g. if lunch is included as part of your conference registration fee, you cannot also claim a lunch meal per diem for that day).
    7.  Accommodation:
      Estimated cost of your accommodation. This may include one night before the proposed activity and one night afterward if necessary.
    8. Travel Insurance:
      Flight cancellation insurance Cost of additional travel insurance and/or flight insurance.
    9. Travel Visa:
      Required special visas and travel papers Cost of travel visa and costs associated with obtaining the visa.
    10. Other expenses:
      Any additional expenses not listed above. Please provide as much detail as possible.

If you are unsure if an expense would be eligible, please reach out to and we can provide additional information specific to your situation. Feedback must be requested at least five business days before the application deadline.

3. Ineligible expenses

Expenses should be related to the activity and necessary for your participation. If an expense is not necessary for your participation in the activity, it should not be included in your budget.

Ineligible activities include, but are not limited to: incidental allowance rates; personal travel before or after your activity, related to the activity; additional airfare fees to change flight times, travel date and/or destinations for personal reasons; additional fees to upgrade hotel rooms, etc.

Short Answer Questions

In your application, you must answer several short answer questions relating to the purpose and goals of the grant. Prompts related to the questions are included in the application form.

  • What are your leadership and/or professional interests? Please be specific. (max. 200 words)
  • How will participating in this specific activity help you learn more about your leadership and/or professional interests? How will this specific activity help you explore future career opportunities? Why this activity and not one in a different location? What relevance does this have to your leadership or professional interests? Who do you expect to meet through this event that will be a good networking contact (keynotes, facilitators, participants)? What opportunities are you learning about? (max. 300 words)
  • What knowledge, skills and abilities will you develop through this activity?, and how will you apply them after the activity? (max. 200 words)
  • [For applicants presenting research] How will the activity inform your professional development and practices, beyond just presenting your research? (max. 100 words)
  • Please list any additional information you would like the adjudication committee to know. (max. 150 words)