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SBMS Postgraduate Student Conferences and/or Short CoursesÌý- Guideline

Objective

These grants are funded by the School of Biomedical Sciences (SBMS). The school recognises that presenting research results at National and International conferences, attending workshops,Ìýand/orÌýundertaking short courses is anÌýimportant part of development as research scientists. This scheme provides eligibleÌýSBMSÌýpostgraduate research candidates with the opportunity to apply for funding to assist with expenses for these types of research-related activities. The funds allocated towards this scheme are notÌýenoughÌýto support all candidatesÌýand are hence allocated competitively based on the guidelines and criteria described below.  However, the RSC strives to support research-related scholarships for asÌýmany PG candidatesÌýas possible.

Awards

Funding will support attendance of researchÌýconferences, workshops, short courses or related expenses, for example, travel expenses, registrationÌýand course fees, but not society memberships. Eligible candidates may apply for a maximum amount of $800. The actual amounts awarded are subject to the number of eligible applications receivedÌýand careful consideration of the budget submitted. Students whose scholarships come with embedded support packages for conference attendance and related activities will not be funded by SBMS. Ìý

PG candidatesÌýwill have to present evidence in the application form that they have actively sought funding from alternative sources, and DRTG support is not available for this purpose. TheÌýSBMSÌýawards will supplement funds obtained from these other sources to cover the actual conference costs. In case there is any surplusÌýleft from the SBMSÌýawarded funds, this will have to be returned to the RSC.Ìý

Candidates may receive a maximum of one grant per annum and a maximum of two grants over the period of their postgraduate research candidacy.

The policy requires candidatesÌýto submit their claims and reimbursement requestsÌýwithin one monthÌýafterÌýattending the online conference, workshop, or short course.Ìý

Please note that RSC funding is subject to availability each year.Ìý ALL funds awarded for the year must be spent (not just committed) before »Ê¹Ú²ÊƱ’s financial cutoff for the year in mid-November.ÌýNo claims will be allowable after the finance cutoff date.

Eligibility Criteria

1. PhD or Master’s by Research candidates who are currently enrolled in the School of Biomedical Sciences, provided their candidature is on track for completion (total EFTSL no greater than 4 for a PhD and no greater than 2 for a Master’s by Research at the time of application).ÌýConference attendance and reimbursement applications must occur while the candidate is enrolled. Applicants will only be considered if the candidate has demonstrated satisfactory progress at their latest Research Progress Review.
2. Students whose scholarships come with dedicated support packages for conference attendance and related activities will not be funded by SBMS.Ìý
3. Candidates presenting at international conferences, workshops, or other research activitiesÌý³¾³Ü²õ³ÙÌýapply for funding through: Other funding sources, such as through Professional Societies provided by the target conferences, if available. Students will have to present evidence that DRTG funding is not available or not sufficient to cover the costs. TheÌýSBMSÌýaward willÌý²õ³Ü±è±è±ô±ð³¾±ð²Ô³ÙÌýthe difference between the costsÌýof theÌýresearch conference, workshop or short courseÌýand the costs covered by other awards.ÌýA budget will need to be provided, and in case there is surplusÌýSBMSÌýaward funds, this will need to be returned to the RSC.Ìý
4. Funding will only be awarded where the primary purpose is to attend a conference or major scientific meeting and present a paper, poster or exhibition on the candidate’s research work, to attend a research workshopÌýor to do another research-related activity deemed eligible by the RSC Chair. Students who attend a conference without presentingÌýor presenting a paper or poster for which the student is not the author are not eligible to apply.Ìý
5. Candidates cannot apply for funds to attend a research conference, workshop, or similar event that is being held while they are on leave, or which takes place after they have submitted their thesis. The conference must occur while the student is enrolled.Ìý
6. Awardees will have to finalise claims and reimbursement of their conference costs up to 1 month afterÌýtheÌýresearch conference, and before the »Ê¹Ú²ÊƱ financial cutoff for the year in mid-November. Any reimbursement requests submitted later than that will not be considered by the RSC.Ìý

If conference falls after the »Ê¹Ú²ÊƱ financial cutoff date and before the next year’s budget is released, and thus support cannot be allocated, the candidate must register Notice of Intent (NOI) before the conference to be able to apply for the support for this conference, workshop, Ìýor short course in the next budget year if the funding will be available. Availability of funding is not guaranteed. Applications with NOI are not given any advantage over regular applications, and thus, an award cannot be guaranteed. The applicant must satisfy all eligibility criteria at the time of both the NOI and the grant application submission.Ìý

Application Process and Selection Criteria

1. Fill out theÌý 
2. Applications will be assessed by the Research StrategyÌýCommittee, and award recommendations made to the Head of School.Ìý
3. Successful applicants will be notified by email with the details of how to claim payment of the grant (which unless have NOI registered, is within a month ofÌýthe attendance of a research conference, workshop or short courseÌývia anÌýexpense re-imbursement form or a journal transfer to the grant account of the applicant’s supervisor if they paid for the conference).Ìý
4. The Research Strategy Committee will consider the following when adjudicating on awards:Ìý

• Preference for senior candidates, particularly forÌýonline conferences and workshopsÌý
• Preference to support candidatesÌýto attend a National conference in their 2nd year and then an International conference in their final year.Ìý
• Evidence of receipt of funds from external sources to support the current or previous conference will be positively consideredÌý
• The scheme aims to give opportunities for all candidatesÌýto gain exposure to theÌýInternational and NationalÌýresearch communityÌý
• Opportunities for research support available through the laboratory/research group and component covered by personnel expensesÌý
• Evidence of research progress and excellence as judged by awards, abstracts & publications, prizes,Ìýand postgraduate review commentsÌý
• TheÌýResearch Strategy CommitteeÌýendeavoursÌýtoÌýdistribute awardsÌýfairly toÌýonsite and offsiteÌýSBMSÌýstudentsÌý
• Other circumstances may beÌýconsideredÌýby the Research Support CommitteeÌý

Awards

1. The conference presentation must comply, or have complied, with  – see  - for any posters or PowerPoint presentations and must include the School of Biomedical Sciences affiliation. Any enquiries regarding branding guidelines can be directed to brand@unsw.edu.au.Ìý An A4 PDF colour copy of the poster presentation or the title slide for anÌýoral presentation must be submitted to the RSC either at the time of application, or before the funds can be claimed.Ìý

2.ÌýAwardsÌýcan be used towards conference registration fees,Ìýfees for workshops, fees for short courses, and travel expenses. The funds cannot be used to pay for Society memberships, etc.Ìý

3. Unless Notice of Intent has been registered, payments must be claimed and expended one month afterÌý the awardee attends the conference, workshop, or short course. The RSC will not consider any claims or reimbursement requests submitted later than 1 month after theÌýevent.Ìý

Enquiries should be directed to your Research Strategy Committee postgraduate candidates representative, or the RSC.Ìý