PhD - Guidelines for Conference Travel Funds

I. SUBMISSION DATES
Application deadlines are on October 15th, January 15th and April 15th each year (if these dates fall on a weekend, the deadline is extended to the following Monday).

Travel Fund applications can be submitted for an upcoming conference as well as for a conference that occurred after the previous application deadline.
Additionally, conferences that happened in the period immediately before the current submission date are eligible for consideration.

II. ELIGIBLILITY
Since the YSPH Conference Travel Fund is administered by the Graduate Studies Executive Committee and is funded by YSPH, only PhD students registered in the Graduate School of Arts and Sciences in the Department of Epidemiology and Public Health are eligible to apply. Professional students are not eligible (i.e., MPH students)

Preference will be given to doctoral students as follows:

• Graduate students beyond the third year who have not been to a conference and who are not supported by a Training Grant.
• Graduate students whose paper or poster has been accepted for presentation at conferences.
• Graduate students whose research was conducted while a Ph.D. student at Yale.

Graduate students who are organizing panels but are not presenting a paper or poster are not eligible for consideration.

Graduate students will only be allowed to receive this funding one time during the academic career.

Applicants must demonstrate that they have applied for other funds prior to applying to this fund. This includes (but is not limited to): training related expenses from training grant support, funding from their advisor, GSA Conference Travel Funds and scholarship funds from the conference.
All travel must be completed by June 30, 2013. Receipts must be submitted by July 15, 2013.

III. AMOUNT OF FUNDING
The maximum amount of the award to one applicant will generally be $400

IV. SELECTION PROCESS
1. Applications are submitted to Melanie Elliot, 47 College Place, Suite 108 by 4:00 pm on the deadline date.
2. The Graduate Studies Executive Committee meets to review all eligible applications. There are several factors taken into consideration including, but not limited to:
• amount of money a selection committee can allocate
• number of applications
• availability of funds from the applicant’s division/Advisor/PI
• total cost of the trip in relation to the potential maximum amount of money from the fund
• written comments provided by the Advisor/PI on the application form
• applicant’s year of study

V. DISBURSAL OF FUNDS
Approved applicants will submit receipts from the conference and be reimbursed shortly thereafter. All receipts should be submitted to Melanie Elliot within 14 days after the conference.

VI. RESPONSIBILITY OF YSPH CONFERENCE TRAVEL FUND RECIPIENTS
By accepting money from the YSPH Conference Travel Fund, a recipient agrees that the money will be used solely for the conference indicated on the original application form.

If there are any changes to the recipient’s plans to attend the conference, the recipient agrees to immediately notify the DGS, their advisor or Melanie Elliot in order to review the particulars of the case.

After returning from their conference, recipients are required to immediately submit a short (half page to one page) report of all activities undertaken with support from the YSPH Conference Travel Fund. This short report can include an abstract of a poster or platform presentation, a description of a panel of which the recipient was a part, and other professional development activities.

VII. NOTIFICATION AND PUBLICITY
Applicants will receive notification from the Graduate Studies Executive Committee via email.
YSPH may post the following information on the YSPH website: list of recipients, conference attended, title of paper or poster.
The amount awarded to a recipient will not be made public.

VIII. SUBMITTING APPLICATIONS
Applications are due by 4pm on October 15th, January 15th and April 15th.
If mailing an application, it is up to the applicant to ensure that all applications are received by 4pm on the day of the submission date taking into account delivery times and other contingencies.

If an applicant is not in residence, it remains the applicant's responsibility to submit all completed forms and supporting documents.
Email submissions cannot be accepted.

Late applications CANNOT be considered. To ensure fairness to all applicants and administrative efficiency, NO EXTENSIONS OR EXCEPTIONS can be granted.

COMPLETED applications should be submitted to:

Melanie S. Elliot
47 College Place, Suite 108
New Haven, CT 06520

Document Links