FGSR Graduate Travel Awards

The Faculty of Graduate Studies and Research (FGSR) offers graduate travel awards to financially support graduate students who travel in the interests of disseminating their research results or developing their research.

Graduate students undertaking research abroad are required to follow the process established by the Field Research Office.

Travel award funding is not a guaranteed source of funding for students and is subject to availability. This offer of financial support is intended to assist with the cost of travel expenses for students' active participation at a conference or research trip. Students should not make travel plans with the expectation that funding will be available.

Allocation: The FGSR will offer awards until allocated funding is expended in the specified periods below:

For travel which starts between:
 Applications will be accepted beginning:
 Travel Award Application Closed date:
June 1, 2022 - August 31, 2022  June 1, 2022 -
September 1, 2022 - October 31, 2022

July 31, 2022 -
Click on '+' to expand information.
Value
Variable, up to a maximum value of $1,500 depending on the estimate of eligible expenses provided by the student.
Eligibility

All applicants must meet the following Eligibility Requirements and one of the two Travel Categories.

1) Eligibility Requirements:

  • Be registered full-time in their program at the time of application and at the time of proposed travel.
  • Have a GPA of 2.7 or higher, based on the most recent 15 credits of graded coursework (or closest approximation thereof) in their current program at the time of application.
  • Receive only one graduate travel award during their graduate program. This includes master’s students planning to transfer (fast-track) or who have already transferred to a PhD program.
  • Students in a master's degree program must have completed no more than four years in the master's program at the time of travel. At the time of application and by the time of travel:
    • Thesis-based students must have completed their preliminary course work and other prerequisites (approximately the first two terms of the program and all grades must be final). Students must be actively engaged in thesis research by registering in full time thesis credits.
    • Course-based students must have completed at least two university terms of full-time coursework (grades must be final) in the program. Course-based students are required to be registered full-time in each Fall and Winter term; spring/summer term registration is not required if full-time coursework was completed in the preceding Fall and Winter terms.
  • Students in a doctoral degree program must have completed no more than six years in the doctoral program at the time of travel. This includes master's students who have transferred to a PhD program. At the time of application and by the time of travel:
    • Students must have completed their preliminary course work and other prerequisites,
    • completed their candidacy examination,
    • be actively engaged in thesis research (registered in full time thesis credits).

2) Travel Categories:

Only one of the two categories will be considered for funding. Students including more than one conference, or both conference and research travel on their application may be rejected and required to resubmit their application.

a) Conference Travel

A conference trip eligible for FGSR funding should be a highlight of a student's program. Travel will involve the student's attendance and active participation - by presenting a paper or poster, exhibiting their work, or participating in a panel discussion at a major national or international research gathering.

b) Research Travel

Students must be actively engaged in research related activities at the designated location, and the nature of the trip must be to develop their own research (not their supervisor's). Active participation is required during the specified time of travel, and is to include collection, analyzation, or gathering of information/data for your research. Internships, exchange programs, and attendance in credited and/or non-credited courses are not eligible for research travel funding. Research travel funding is fiscal-year dependent. Students may only submit a travel award application for travel expenses incurred between April 1 and March 31 of the current fiscal year.

The following are examples of travel that would constitute a research trip. Research travel within the City of Edmonton limits is not eligible for travel award funding:

  • Trips to field sites
  • Visits to off-campus research stations
  • Visits to archives, museums and exhibits
  • Participation at a research workshop; the workshop must be interactive with other researchers and/or participants and teach relevant skills related to your research
  • Participation at a research training institute; the institute can be a wide variety of experiences related to your research, and be comprised of events, seminars, workshops, etc.
  • Travel to performance venues for performing art students to present their pieces, or to attend performances relevant to their research
Application Procedures

Applications must be submitted through the GSMS Awards Portal. FGSR will only accept complete applications prior to the departure date.

  • Submitting an application package does not denote acceptance of the application, nor guarantee available funds.
  • Students will be notified through the portal once the application has been processed and a decision has been made.
  • Incomplete applications will be rejected and students will be required to re-apply once the application is complete.
  • It is student's responsibility to review their application for completeness and eligibility before submission.


1) GSMS Online Submission

Search for "Travel Award 2022/23". The award will only be viewable during the open application dates:

  • Follow the GSMS Awards Student Training Document\Apply for Awards to submit an application (available in GSMS or on FGSR's website under Award Resources).

2) FGSR Graduate Travel Award application form and Supporting Documents

Upload the FGSR Graduate Travel Award application form and applicable Travel Category Supporting Documents as one PDF: 

  • Application fields must be completed in their entirety; missing information will result in the application being deemed incomplete and will be rejected.
  • For general allowable travel expenses guidelines that FGSR follows, please refer to the University's Travel Expense Procedure. Note that not all expenses listed within this document are acceptable for FGSR Graduate Travel Awards.
  • Supporting documents must be copies of originals.
  • Documentation sent by email must be the original print out from student's ualberta.ca email account; information copied from the body of an email and pasted into word or excel will not be accepted.
  • Confirmation letters received as an email attachment must include the organizations' particulars (organization logo, contact information, signatures, etc).
  • Copies of flight, hotel, car rental receipts, and copies of the conference program are not required.
  • Screenshots, JPEG, or PNG images of the application form or supporting documents will not be accepted for submission.

a) Conference Travel Supporting Documents

  • Documentation from the conference organizers confirming student's poster or paper has been accepted for presentation OR a letter of invitation to participate in a panel discussion or to exhibit their work.
  • Documentation from the conference organizers confirming student's registration; the document should outline the cost for registration and what items are included in the registration fee (meals, accommodation, etc.). Students must still send confirmation of registration if there is no registration fee.
  • Documentation confirming student's acceptance/invitation and registration must be in the student's name. If student's supervisor has submitted on their behalf and subsequently the documentation has been sent in their name, the supervisor must provide an explanatory memo to be included with the application.

b) Research Travel Supporting Documents

  • Documentation from the organizers that confirms student's participation to a data collection site, workshop, summer institute, etc.
  • Documentation that the associated expenses (eg. registration fee), if any, have been paid. 
  • If the above documentation is not available, students are to provide a letter of support from their University supervisor commenting on the significance of the trip for their research program. The letter must outline the specific dates and location in which the student is undertaking their research, and must be written and signed on faculty/university letterhead.

3) University Academic Supervisor Approval

Student's must send a request to their Supervisor through the GSMS Awards Portal to sign off and approve their application. 

  • The Supervisor response must have a "Complete" status in order to submit the application.

4) Submit the Application in GSMS

The Submit button will not be visible until all mandatory areas of the application are complete.

Adjudication Procedures
The FGSR will offer as many travel awards as the annual budget will support. Once funding in a certain section is expended, no more applications will be accepted.
Additional Information
Students who are offered a FGSR graduate travel award are not required to submit a Graduate Award Acceptance Form; payment will be initiated automatically. Students who do not participate in the travel/conference that the graduate travel award was approved to fund, or if their status as a graduate student changes, it is students' responsibility to notify the FGSR immediately, in writing. Students may be required to repay any travel funds received.