Conference Information & Travel Application
Information about upcoming conferences and meetings.
Conference Bulletin: Annual Conferences Dates 2008-2009
Scholarly Societies Project - Link to Psychology related associations
Other Travel Awards:
http://www.psych.ucla.edu/graduate/current-students/funding .
How to present a talk
http://www-psych.stanford.edu/~lera/290/lecture5.html
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2009-2010 Graduate Division and Quality of Graduate Education Conference Travel Grants
APPLICATION AND REIMBURSEMENT POLICIES
It is clearly to your advantage to purchase airline tickets early, in order to take advantage of low rates so you spread your travel funds over as many conferences as possible. To assure your eligibility for these funds, familiarize yourself with this material well in advance of applying for these funds.
APPLICATION DEADLINES
Fall: 11/6/09 Winter: 2/5/10 Spring: 4/2/10
Submit applications, receipts, and all other documentation to Steve Herbert by the deadlines indicated above.
RESOURCES
Annual list of research conferences: http://www.psych.ucla.edu/Grads/Current/conference_information.pdf
Other Travel Awards: http://www.psych.ucla.edu/Grads/Current/GradFunding/gradfunding2007.xls
How to present a talk: http://www-psych.stanford.edu/~lera/290/lecture5.html
General Travel and Conference Fee Award Guidelines
1. Overview
Graduate Division and Quality of Graduate Education (QGE) Conference Travel Grants help defray airfare, conference registration and poster expenses for registered graduate students presenting posters or papers on their own research. Awards can only be made during quarters in which the student is registered.
Applicants must be the sole author of the research to be presented, or, in the case of multiple authors, the student must be the presenting author. In the case of Psychonomics and SMEP (Society for Multivariate Experimental Psychology): exceptions will be considered for senior authors, since only faculty are permitted to present at these meetings.
Each student may receive a maximum of $1250 for airfare while in graduate school.
However, exceptions will be made for students presenting a paper or participating in symposia.
Applications for conference travel reimbursements will only be made when other sources of funding are unavailable. Applications for conference registration fee reimbursement, however, will be accepted even in cases where other sources of funding might be available, as this enables the department to track the number of conferences attended by our students.
2. Travel Reimbursements
Students presenting posters, talks, or symposia can expect to receive travel funding to attend at least one conference when other funds are unavailable. Awards will be made as follows:
a. Domestic Airfare (includes Canada and Mexico): 75% of actual airfare costs with a maximum airfare award of $375.
b. International Airfare: 75% of actual airfare costs with a maximum airfare award of $450.
3. Conference Registration Fee Reimbursements
A. There are no limits on the number of conference registration fee reimbursements that students may receive each year.
B. Conference Registration fees will not be applied toward the cumulative travel reimbursement limit of $1250.
C. Applications for conference registration fee reimbursement will be accepted even when other sources of funding are available, as reimbursement from our travel funds (rather than other funds) enables the department to track the number of conferences that our students present at.
D. Students will be reimbursed up to $100 for each conference registration fee when presenting a poster; students will be reimbursed up to $200 for each conference when presenting a paper or participating in a symposium.
4. Poster Cost Reimbursements
The cost of posters will be reimbursed up to $100 per conference when other sources of funding are unavailable. We will guarantee poster cost reimbursement for one conference per year, and will reimburse costs (up to $100) for a second poster if additional conference funding is available at the end of the year.
5. Frequent Flyer Miles, Mileage Plus Miles, etc.
Department travel funds permitting, students may be partially reimbursed for airfare charged to accounts such mileage plus miles, rapid rewards points, etc. In these cases students may request reimbursement of lodging expenses in lieu of the lowest airfare. The maximum reimbursement will be equivalent to what would have been reimbursed (including the % of reimbursement allowed) for a flight (see section 2 above for the percentages and limits of flight reimbursement).
A. The student must provide documentation to show that airfare was paid for with mileage plus miles, rapid rewards points, etc..
B. The student must research the lowest fares at least two weeks in advance of the conference, and must show proof of having located the lowest airfares by printing a list of the 8 – 10 cheapest flights through Travelocity. Although the student will not provide Steve Herbert with this list until the application and receipts are submitted, the printout must be dated at least 2 weeks prior to the conference.
6. Cumulative Travel Reimbursement Limits for students presenting posters
A. Maximum Travel/Airfare Awards:
Each student may receive a maximum of $1250 in travel reimbursements while in graduate school.
B. Conference Registration Fees:
Funding for conference registration fees will not be applied toward this limit, as the department wants to be able to track all the conferences attended by graduate students in psychology.
7. Reimbursements for Students Presenting Papers or Participating in Symposia:
Students presenting papers or participating in symposia will also be excluded from the cumulative travel reimbursement limits, as we wish to encourage students to go beyond poster presentations. Along those lines, here’s an excellent article that will help prepare you for presenting papers: http://www-psych.stanford.edu/~lera/290/lecture5.html
8. Funding for Multiple Conferences if Funding is Available at the End of the Year
If funds are available at the end of the academic year, we will strive to provide additional travel reimbursements to students who present at a second conference between July 1 and June 30 of the current academic year.
Given that the department has very little time to finalize allocations for additional conferences once the applications are in, your costs MUST be finalized by the travel grant conference application deadline.
The reimbursement scales are as follows:
a. Registration fees up to $100 for a poster and up to $200 for a talk/symposium for each additional conference students participate in (no limit on number of meetings as long as funding is available);
b. 50% to 75% of actual airfare costs to present a poster at additional conferences with a maximum airfare award of $375 for domestic travel, or $450 for international travel.
c. Up to 75% of actual airfare costs per conference to present a paper or to participate in a symposium at an additional conference this year.
d. Regarding poster costs: We do not anticipate there will be sufficient funds to assist with poster costs, but if your poster costs have already been determined by the application deadline, you may include them.
APPLICATION AND SUPPLEMENTAL MATERIALS
1. Please print CLEARLY.
2. Financial Forms:
A. Citizens and residents must complete a FAFSA form.
Submit a Financial Statement to the Student Support Office in 1228 Murphy Hall (instead of a FAFSA. )
Register with “Glacier” http://www.online-tax.net/. Passwords may be obtained by calling (310) 825-1025 or visiting 1228 Murphy.
Forms can be accessed as follows:
UCLA Financial Statement Instructions: http://www.gdnet.ucla.edu/gss/library/finstatementinst0708.pdf.
UCLA Financial Statement Form: http://www.gdnet.ucla.edu/gss/library/financialstatement.pdf.
FAFSA Form: http://www.fafsa.ed.gov/.
Conference Participation Documentation
Attach confirmation to show that you have been invited to present your research. This may be in the form of an email from a conference organizer, a written letter from a conference organizer, an official list of conference presenters, etc. Print your name in the right hand corner at the top of the document you provide.
Business Cards
Consider purchasing “business” cards to make networking at conferences easier. You may order 500 business cards from the Psychology storeroom for approximately $30.00.
OTHER TRAVEL AWARDS TO APPLY FOR
Check out travel awards that may be offered by the conference you will be presenting at. APA is just one of the psychology associations that offers travel awards to conventions. Start by reviewing the Conference Bulletin at http://www.psych.ucla.edu/Grads/Current/conference_information.pdf.
Check the Conference Travel section of the Graduate Funding Brochure/Spreadsheet for additional conference travel funding resources at http://www.psych.ucla.edu/Grads/Current/fundingbrochure.php.
Travel grants available through the Women’s Studies Center.
Award Amount: $400 maximum in any one year.
Eligibility: Applicants must be conducting research on women and gender.
Deadline: October and April, usually the middle of each of those months.
Website: http://women.ucla.edu/csw/gfunding.html
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APPLICATION CHECKLIST
Submit the following documents at the time of application (INCLUDING THIS CHECKLIST) to Steve Herbert in the following order:
This checklist
Application form
Abstract of your paper.
Faculty signature on verification form (attached).
Confirmation that you have been invited to present your paper or poster at a conference: This may be in the form of an invitation, a confirmation letter, an email, or a list of conference presentations/posters. Please print your name in the upper right hand corner of the document you provide. If using a conference list of presentations and posters, highlight your name.
A. Confirmation printout with the price of the ticket
B. Bank/credit card statement or cancelled check documenting the charge and method of payment.
C. Original boarding pass with your name on it.
Regular Airline Tickets:
A. Original airline receipts/tickets
B. Proof of payment (a bank/credit card statement or cancelled check documenting the charge and method of payment).
Original Conference Registration Receipts
Form A: When completing Form A, calculate costs at 75% of airfare, and cap your conference registration fees at $100.00 for a poster and $200.00 for a talk/symposium. If you are traveling to an international conference, advise Steve Herbert and leave the reimbursement cell on form A blank.
Getting your money! If the department awards you a Quality of Education (QGE) travel grant (as opposed to a Graduate Division travel grant), an “Offer of Support” from the Graduate Division will be emailed to you. This form must be signed and returned to the Grad Division within 30 days or your award will be cancelled.
A FAFSA for the current academic year for this academic year must also be completed for travel grants provided by QGE funds before funds can be released. International students: see note below.
International students receiving travel grants provided by QGE funds: Complete a UCLA Financial Statement for the current academic year, rather than a FAFSA. The Financial Statement should be submitted to 1228 Murphy Hall. In addition, be sure to register on GLACIER.
Do you have a travel award file for your own records, so you can keep track of the amount of travel funds you receive? You will need to have this information when submitting future travel applications.
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GRADUATE DIVISION CONFERENCE TRAVEL GRANT APPLICATION
Please type or print neatly.
Name:________________________________ _______________________________________________________
Last First
Address: ____________________________________________________________________________________________
Street Apt.# City State Zip
Phone #___________________________ S.I.D. # ____________________________ Are you currently registered? ______
California resident? _____ What is your current GPA?_______ Have you been Advanced to Candidacy? ________.
Conference you wish to attend______________________________________________________________
Are you the senior author on this paper/poster?_____________
Dates of travel: Depart on _______________ Return on ______________________________________
Date Date
Amount of lowest advance-purchase air fare ___________________. The amount of each award is based on the lowest available airfare to the city in question. Unrealistic estimates may be rejected altogether.
Amount of conference registration fees:
Have you already purchased your ticket? __________________
Complete this section if you are requesting funds for your first conference of the current academic year
_____ Check if this is your first conference grant application this year (July 1 through June 15).
_____ Check if you are presenting a poster.
_____ Check if you are presenting a talk or will be part of a symposium.
Complete this section if you have already applied for a G.D./QGE Conference Travel
Grant this year and you are requesting assistance to travel to another conference. Please note that the department is frequently (but not always) able to fund travel applications for multiple conferences. Funding availability for multiple conferences is typically announced in May of each year.
_____ Check if you are only applying for conference registration fee reimbursement to participate in another conference this year.
_____ Check if you are applying for a travel grant to participate in another conference this year.
_____ Check if you are presenting a poster.
_____ Check if you are presenting a talk or if you will be part of a symposium.
___________________________________________________ ______________________________________
Signature of applicant Date submitted
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FACULTY VERIFICATION FORM FOR GRADUATE DIVISION CONFERENCE TRAVEL GRANT
The purpose of Graduate Division Conference Travel grants is to help defray the conference travel costs of graduate students invited to present papers on their own research, when funds are not otherwise available.
I recommend _____________________________________ for a Graduate Division Conference Travel Grant.
This student is the presenting author* on the paper to be presented at:
______________________________________________________________________________
(Name of Conference)
Please indicate the type of presentation your student will be giving:
Poster Presentation _____ Symposium _____ Talk _____
_____ Check here if your student is the senior author of a paper to be presented at Psychonomics or SEP.
______________________________________________
Name of faculty advisor
____________________________________________________ _________________
Signature of faculty advisor Date
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FORM A: CONFERENCE/TRAVEL & RESEARCH (CTR) Receipt Form
This CTR Receipt Form must be submitted with travel receipts. Follow instructions below:
- Reimbursement is restricted to airfare. Receipts for food or lodging will not be accepted.
- Only legible photocopies of receipts, ASAP notices, and PAC travel transactions will be accepted. Faxed copies of receipts will not be accepted.
- Attach and number the receipts in the same order as you itemize them on this Form.
- Using a highlighter marker, HIGHLIGHT relevant dates and amounts on your receipts.
- If a receipt is smaller than 8 ½” by 11”, please tape it to an 8 ½” by 11” piece of paper.
- Staple this form to the collated receipts.
- Calculate reimbursement at 75% for travel expenses, and with a cap of $100 for conference fee registration.
- Attach letter of invite for conference/travel awards or a list of conference presentations/posters with your name printed in the upper right hand corner and your name highlighted in the text.
Student information:
Student Name (Last, First): _____________________________________________
Student UID: _____________________________________________
Application Quarter: Fall _____ Winter _____ Spring _____
Receipt # Transportation Costs Registration Costs Poster Costs
1. __________________ _______________ ___________
2. __________________ _______________ ___________
3. __________________ _______________ __________
Please remember to attach the receipts in the same order as they appear above.
Total: __________________________
