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Conference Funding
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Through a collaborative effort, the Office of Graduate Studies and Research (OGSR) and the GSA a limited number of awards to assist selected Arts & Sciences graduate students who are attending or presenting at a research conference.

Conference Funding is financed through the Office of Graduate Studies and Research. However, it is solely administered by the GSA. The goal of Conference Funding is to supplement other funding sources and to help offset the expenses that graduate students accrue advancing their scholarship and knowledge. Since conference experience and attendance are critical for the job market, Conference Funding is designed to encourage graduate student presence at conferences by addressing some of the limitations of other funding sources.

Please fill out an online application.  Reminder to print the confirmation webpage you will receive once your application has been submitted. You will not receive a separate email notification your application has been received.  

Eligibility Categories

Invited Speakers ($400 max award) **

Invited speakers are students who are initially contacted and issued a written invitation by a conference to speak or present notable research in their field of study at a conference or a student appointed by the President of the College's official delegate at a conference.

Please submit a letter of invitation or documentation of appointment with your application:

Accepted Presenters ($350 max award) **

Accepted presenters are those students who submitted papers or work that has been accepted for presentation at a conference.

If applying as an accepted presenter who has submitted a paper for consideration but confirmation has not yet been received, please go ahead and submit your application prior to the deadline date and forward you acceptance letter as soon as it arrives. Consideration is only given to applications received prior to the deadline date.

Representatives ($200 max award) **

Students who are attending a regional or national conference.

Recipients of Fall grants (only) who wish to receive consideration for full funding ($400 invited presenter or $350 accepted presenter) are required to submit an abstract for the Graduate Research Symposium (March 2018). If you wish to receive the $200 award to attend a conference, regardless of whether you are presenting, you are not required to submit an abstract for the GRS.

Deadlines

 

For conference dates between September 1 and December 31, the application deadline is September 8, 2017.

For conference dates between January 1 and April 15, 2018, the application deadline is December 8, 2017.

For conference dates between April 16 and August 31, 2018, the application deadline is March 30, 2018.

 ***Please be aware that award notifications will be sent approximately one month after the application deadline.

Funding Guidelines

Before applying online for OGSR/GSA Conference Funding, please take a moment to review the general eligibility requirements: 

Conference Funding may only be awarded to Arts and Sciences graduate students attending or presenting at a research conference.

Students attending International Conferences (i.e.: anywhere outside the 50 U.S. States and D.C.) will need to complete the International Travel waiver form as well as purchase the required CISI Travel/Medical Insurance prior to your departure. Coverage is provided at a flat rate of $170 per semester, or $65 for the summer.  It will be charged directly to your student account. Both the waiver form and a copy of the CISI insurance form must be submitted to your Department/Program prior to your departure. Information concerning the required CISI Travel/Medical Insurance can be found on the Reves Center web page. The CISI Insurance is coordinated through the Reves Center. 

Individuals can receive one award per calendar year (January-December).  However, you can apply again if you do not receive funding. 

Award recipients of Fall grants (only) who wish to receive consideration for full funding ($400 invited presenter or $350 accepted presenter) are required to submit an abstract for the Graduate Research Symposium (March 2018). If you wish to receive the $200 award to attend a conference, regardless of whether you are presenting, you are not required to submit an abstract for the GRS.

 

Students graduating must complete their travel BEFORE their actual graduation date.

 

Review Process

Applicant Selection Criteria

Awards are based upon a subjective review of the application by the GSA. Every effort will be made to preserve the integrity of the confidential, blind-review selection process. Applicants should clearly justify the need and importance of attending the conference. Applicants who apply for other funding sources are given priority. Other criteria that are considered include, but are not limited to, the applicability of the conference to the student’s research, scope and importance of the conference (small regional meeting v. international congress), the distance to the conference, and the cost of the trip. We encourage everyone to apply; however, we give special consideration to conference presenters.

Applicant Selection Timeline

The GSA Committee for Conference Funding will meet within one week of the deadline to consider applications. The students who receive awards will be notified in writing within ten days following the application deadline.

Committee

The GSA Committee for Conference Funding will consist of all GSA Executive Officers and Departmental Representatives in good standing. To avoid a conflict of interest, voting members of the GSA Committee for Conference Funding who apply for Conference Funding will recuse themselves.

Applicant Requirements

Award recipients of Fall grants (only) who wish to receive full funding ($400 invited presenter or $350 accepted presenter) are required to submit an abstract for the Graduate Research Symposium (March 2018). If you wish to receive the $200 award to attend a conference you are not required to submit an abstract for the GRS.

To receive Conference Funding, respective GSA Department Representative must be in good standing.

For Awardees

Congratulations on being awarded Conference Funding! 

Your Travel Award will be applied direclty to your student account and will be eligible to be refunded back to you via direct deposit or check http://www.wm.edu/offices/financialoperations/sa/refunds/.  Individuals can receive one award per calendar year (January-December).  However, you can apply again if you do not receive funding.

Award recipients of Fall grants (only) who wish to receive consideration for full funding ($400 invited presenter or $350 accepted presenter) are required to submit an abstract for the Graduate Research Symposium (March 2018). If you wish to receive the $200 award to attend a conference, regardless of whether you are presenting, you are not required to submit an abstract for the GRS.

Your award will be eligible to be refunded back to the student via direct deposit or check http://www.wm.edu/offices/financialoperations/sa/refunds/ only once the tax analysis has been completed. 

Federal regulation mandates that payments made to a Non-Resident Alien be analyzed for tax compliance. This process can take up to an additional 30 days for the award to be eligible for a refund. Please note that if an NRA is found to have a tax liaiblity, that tax amount is deducted from the award total and the student will receive the remaining amount of the award.  Non-Resident Alien students will be contacted direclty by email from Payroll concerning the Foreign National Information System (FNIS) and how they should proceed.  If you do not receive an email at least one week after your award notificaiton, please contact the Payroll Office directly at 757-221-2848.  

Your graduate program administrator can guide you through Commonwealth and institutional regulations if you have questions.  You will be required to keep original receipts for all expenses for one year for auditing purposes but are not required to submit them to OGSR. 

If you are eligible for any additional reimbursements from your department for this travel, you must work directly with your graduate program administrator.  Your Department will need copies of your receipts if you’re eligible for additional reimbursements. 

 

 

Contact Information

Contact GSA President Adrienna Bingham anbingham@email.wm.edu  with questions.