HCDE PhD Student Conference Travel Assistance
Policy approved January 2015; updated April 2021.
The HCDE student conference travel support program is intended to provide opportunities for HCDE PhD students to become familiar with, and participate in the life of, their academic field.
All PhD students who meet the following requirements can receive up to $1,000 of HCDE conference travel support per fiscal year (July 1 - June 30), based on the start date of the conference.
- the student is in good academic standing in HCDE (not on probation),
- the student is in their first six years of enrollment in the program,
- the student must have the support of their faculty advisor or the PhD chair to attend the particular conference,
- all conference travel and reimbursement will be completed while still enrolled in the HCDE program,
- the student has not received their maximum amount of HCDE student conference travel assistance in the current fiscal year (July 1 - June 30), and
- the student has submitted all conference experience reports from prior conference travel.
Below, find information about how to make requests and stipulations for the awarding of funds. Currently, HCDE master's and bachelor's students are not supported by this program.
Timing and Procedure
To request travel support, please do the following:
- Email the Student Travel Request Form and email it to Stacia Green, assistant to the chair, CC'ing the advisor or doctoral program advisor, who will then reply to the email to confirm their support. Please submit the request form as early as possible, but no later than the day before travel is initiated. If form is submitted one full month prior to travel, extra funding may be available (see paragraph 3).
- If this form is received at least one month prior to the start of the conference and the conference attendance involves giving a presentation, HCDE can request an additional $300 (domestic) or $500 (international) from the graduate school on the student’s behalf.
Before funding is requested, please be sure to consult the faculty advisor or PhD program director, who must provide an email to the assistant to the chair. The request will be reviewed and notification of approval/denial sent within 3-5 business days. Additionally, note that conference assistance:
- May be applied to a single conference or distributed across multiple conferences.
- Does not rollover/carry forward from year to year.
- May be used to support visa-related expenditures, if required for travel to a conference or meeting.
- In general, may not be used for courses or classes, in lieu of conferences or meetings. Travel support is meant to encourage and allow students to have the research community to engage with their work and/or for students to engage with colleagues in their field, so certain courses (e.g., a summer school to build a cohort of researchers in an area, a course or workshop at a conference) may be appropriate uses of this funding.
Reimbursement requests should be sent to the HCDE Fiscal Office, email@example.com, within 45 days of completion of travel:
- Reimbursement requests should include copies of receipts for transportation, lodging, conference registration and any incidentals greater than $75.
- To request reimbursement, please use the travel reimbursement form. HCDE student conference travel assistance will be handled as a reimbursement and will not be provided as a travel advance.
Within two weeks of conference attendance, students must submit a short, two–three paragraph, conference experience report for the news section of the HCDE website (photos from the conference are welcome!). The report should be submitted to the assistant to the chair, and may be shared with the College of Engineering's advancement team for reporting to the Department’s endowment funder. Students who do not submit the write-up will not be eligible for further travel funding from the Department.