College of the Environment policy for contribution to student/postdoc meeting attendance

The College of the Environment (UW Environment) supports undergraduate, graduate students, and postdoctoral fellows in furthering their careers, and in particular in making connections to networking opportunities afforded by the presentation of their original work in meeting venues. UW Environment supports two types of student attendance at meetings — individual student travel to meetings and funding for student-organized meetings.

Submission process

Funding proposals, whether individual or from a student organization are reviewed on a quarterly basis, according to the following table. Submissions should be planned such that travel can be accomplished within six months of the date of the award, otherwise the award may be retracted. Awards will not be granted retroactively for travel that has already been completed, so please plan accordingly and apply for funding by the submission deadline prior to your conference or meeting. Submissions outside of these dates will not be considered.

Submission deadlines

  • Autumn 2016: 10/21/2016
  • Winter 2017: 1/13/2017
  • Spring 2017: 3/31/2016

Types of funding

Individual student/postdoc travel to meetings

The College realizes that presentation of original work at national or international meetings hosted by scientific/academic societies can truly accelerate the career of a student/postdoc. Because grant and contract funding, unit-based funding sources and/or individual resources are occasionally not enough to cover travel expenses, UW Environment will competitively award travel grants to individual applicants to attend meetings to present their original work.

Eligibility

Applicants must be matriculated students  within the College of the Environment, or postdoctoral fellows employed on a UW College of the Environment budget and with a CoEnv advisor. Undergraduates pursuing a minor in the College, but not a major, are not eligible to apply. Graduates pursuing a Graduate Certificate in the College, but not a UW Environment graduate degree, are not eligible to apply.

Students or postdocs who are giving oral presentations of their original work (including co-authored work where the applicant is first author) are eligible to receive funding once per degree (students) or position (postdocs). In special circumstances, funding may be available for poster presentations (e.g., the conference only features poster presentations). If you are applying for funding for a poster presentation, you will be asked to describe the special circumstances in your application and should ask your faculty advisor also to do so in the letter of support. Without this explicit additional documentation, your application will not be considered.

Funding

Maximums of $500 for North American travel and $750 for international travel. The award amounts are modest to enable the College to provide funding to a greater number of applicants. You are expected to seek and receive funding from other sources, and those who do so will receive funding priority. Postdoctoral fellows are required to have additional travel support from grant or contract sources on which they are supported.

UW Environment Individual Student/Postdoc Travel Funds can support:

  • conference registration fees
  • airfare, bus, and other transportation costs
  • lodging and meals (NOT to include alcohol), up to per diem for the city of travel

UW Environment will not provide support for:

  • alcohol
  • accommodation or food expenses above per diem
  • stipend or salary payments
  • attendance to local chapter meetings of national/international organizations
  • attendance to student-organized meetings

For questions about what expenses funds may cover, please contact the College’s Financial Administrator, Caroline Feng (cfeng@uw.edu).

To Apply

To apply for funding for individual student travel to meetings:

  • Complete the online individual student travel to meetings application
  • Submit the following to the Student/Postdoc Travel and Meeting Fund Dropbox
    • Detailed budget proposal, using the Student/Postdoc Travel & Meeting Fund Budget Template template
      • Budget guidelines
        1. Use the template to provide detail about your total estimated budget and funding sources. Where applicable, use UW meal and lodging per diem rates. To reduce costs, consider cost-saving measures such as sharing a room with a fellow student/colleague attending the conference or only requesting the amount necessary for meals or lodging (rather than the full per diem amount). The strongest applications will show requested or approved support from several sources. If you are only requesting funding from the College, please state the reasons why you have not applied elsewhere.
        2. Name your budget file using the format “LAST NAME, FIRST NAME Budget Proposal” before uploading to the Dropbox.
    • Letter of support from your faculty advisor
      • Faculty advisor letter guidelines
        • Please alert your faculty advisor of these required elements to ensure a strong letter of support:
          • why this applicant’s participation in this conference should be supported by the College of the Environment – that is, why this conference is seminal in advancing the applicant’s career, and why this particular applicant deserves College support
          • why grant/contract support is not available to cover all expenses
          • for students only: how many currently active students are in your lab/research program, and the estimated annual amount of travel funding you are able to provide
        • Save the letter as a PDF and name the document using the format “STUDENT LAST NAME, STUDENT FIRST NAME_ADVISOR LAST NAME_SupportLetter” before uploading to the Dropbox

Your application is not complete until you have submitted all materials. Incomplete applications will not be considered.

Meeting Synopsis

Within one month of the meeting, awardees must submit a brief synopsis to coenvaa@uw.edu. Your synopsis should:

  • Document how meeting attendance advanced your career
  • List any awards/honorable mentions you received
  • Highlight connections you made at the conference that are already making a difference for you academically or professionally
  • Include one or more photos highlighting your conference and/or research experience
  • Include final budget documentation and receipts if not already submitted (see above). Please copy Caroline Feng (cfeng@uw.edu) if submitting receipts.

Failure to submit a timely report will result in further student travel awards to current/future members of your laboratory being suspended.

Student-organized meetings

The College supports a range of student organizations that organize and host meetings attended by UW Environment students where central goals of the meeting include linking science (natural and/or social) to policy or real world application; and interdisciplinary attendance realized within UW Environment as meeting organization, attendance and presentation by students from multiple units within the College.

Eligibility

The College will competitively award grants to student organizations for partial funding of interdisciplinary, student-run meetings at which UW Environment students are centrally involved in meeting organization, and are also presenting original (including co-authored work where the student is first author) work. The College also supports diversity-oriented student meetings.

Funding

Maximum of $1,500 or 20% of total expenditures, whichever is smaller; one per organization annually; maximum of four awards given out annually.

To Apply

  • Complete the online student organized meeting funding application
  • Submit the a detailed budget proposal using the Student Organized Meeting Budget Template to the Student Travel and Meeting Fund Dropbox
    • Budget guidelines
      • The strongest applications will show requested or approved support from several sources (with can include registration fees). If you are only requesting funding from the College, please state the reasons why you have not applied elsewhere.
      • UW Environment will not provide support for
        • alcohol
        • non-student (including keynote or plenary speaker) attendance
        • conference-organizing contractors
        • within-unit annual student symposia
        • individual travel
      • If you are requesting funding for catering or food, expenditures must be within per diem and a list of all attendees must be provided with receipts.
      • Name the file using the format “MEETING NAME Budget Proposal” before uploading to the dropbox.

Meeting Synopsis

Within one month of the meeting, a brief report documenting total expenditures, total attendance, a list of all event attendees, with UW Environment students highlighted and a list of any UW Environment student winning presentation awards, must be submitted. Organizations failing to submit reports will not be funded in the future.

Application review process

All complete applications will be reviewed by the College of the Environment Student Scholarship and Funding Committee, comprised of faculty and staff who are advisory to the Associate Dean of Academic Affairs. The Committee will submit recommendations, together with a brief explanation, to the Associate Dean of Academic Affairs, who will make the final funding decisions. Because of the continuing nature of this funding cycle, the Associate Dean reserves the right to sub-select from highly ranked applications in any single quarter, to balance out awards annually.

The Committee will score each application as follows:

Individual travel grants

  • Statement of how this specific meeting will help further career (50%)
  • Faculty advisor recommendation (20%)
  • Budget and need (20%)
  • Diversity and security of additional funding sources; has applied for funding from additional sources, or can explain why not (10%)

Student-organized meetings

  • Interdisciplinarity (25%)
  • Number and academic diversity of anticipated UW Environment attendees (20%)
  • UW Environment students centrally involved in meeting organization and planning (15%)
  • Linkage of science to policy and/or real world application (10%)
  • Statement of how meeting will help further student careers (10%)
  • Budget and need (10%)
  • Diversity and security of additional funding sources (10%)

Questions? Contact the Student Services team at coenvaa@uw.edu.

Additional sources of travel funding