ILCC Travel Support Policy

The procedure that ILCC staff and students should follow when seeking support from ILCC for conference attendance.

The guiding principles are: (a) that ILCC funds are a limited resource, which needs to be conserved and distributed fairly; and (b) that it is in the end the responsibility of the author of a paper to ensure that they will be able to fulfill their obligation to present it.

The procedure for ensuring this is as follows:

If the expenditure can be covered by a grant, then it should be. ILCC funding is a hardship fund for those times when there is no applicable grant.

A lot of conferences provide travel stipends for students.  These should always be applied for in parallel with any application to the Institute.

Any request to ILCC for support to attend a conference must be made as soon as the paper is accepted, so that in the event of ILCC being unable or unwilling to support, and there being no alternative source, the paper can be withdrawn in a timely fashion.

The latter rule is particularly important to follow in the case of conferences that are unusually expensive, say by reason of being in a very distant and/or exotic locale.

To apply for travel support, the supervisor should email level3admin@inf.ed.ac.uk with the following information:

  • name, date, and location of the conference
  •  type of presentation (paper or poster; in main session, workshop, student session, etc.)
  • any other support secured (e.g., from conference organizers)
  • estimate of total amount requested, broken down by: transport, accommodation, registration

 

Please also refer to the Informatics new expense policy for futher information.