IGS PGR Student Travel and Conference Fund
The Informatics Graduate School has fund available to support PGR students’ travel and conference costs.
It is expected that the IGS travel and conference funding is used as top-up funding only; students and supervisors should try to obtain full or partial funds from other sources first.
The IGS Management Committee will decide on awards and all travel and accommodation is expected to be booked through the University's travel provider - Diversity Travel.
Non-CDT students should contact their Level Admin team for help with booking accommodation and travel via Diversity Travel.
To be eligible to apply for IGS travel funds:
- The student must be registered on an Informatics PGR programme lead by the University of Edinburgh (NB: PGR students on the RAS CDT where HWU are the lead institution are not eligible to apply)
- The student must be due to present a paper or poster at a conference or workshop;
- The Student’s supervisor must approve the trip but lack the funds to pay full costs;
- The student’s research institute (or CDT) must approve the trip, but be unable to resource full costs;
- The student must not have already received any IGS travel funds within the current academic year;
- The student must not be in receipt of a scholarship that provides funding for travel.
If you are a UKRI/EPSRC funded CDT student who is beyond their funded period, you may apply to the IGS travel fund to help support attendance at a conference due to take place after your funded period has ended.
In these cases, the following criteria also apply:
- Bids must be supported by the relevant CDT Director (or their Deputy) the paper must have been submitted to a peer-reviewed conference of high standing; the student must be first author and must be presenting the paper; and attendance and presentation must be a prerequisite for inclusion of the paper in the proceedings.
Funds will be disbursed on a first-come-first-served basis until the available annual budget is spent.
The maximum amount that can be applied and awarded is £500.
Where there is more demand from students than the budget can support, IGS will select applicants on the basis of the following factors, additional to the above eligibility criteria:
- The prestige of the conference
- The nature of the student’s contribution to the paper that's to be presented
- Whether the student has contributed to services to the School; e.g., supplying teaching support.
Under the Good Stewardship of Public Funds, students should be aware that if they fail to attend the event paid for by IGS travel funds (or any other source of School/University funding), the student will be personally liable to repay at least 50% (potentially 100%) of the funded and incurred costs.
Applications can be considered throughout the year. All applications should be submitted by the student through the online application form and will be sent to their supervisor for approval before review.
Students should ensure that they submit their application at least 2 months before the event (if not 3 months), to allow enough time to make travel bookings and take advantage of cheaper tickets/accommodation.
Where a student needs to apply for a visa to attend the event, they should apply for funding in enough time that the visa will be issued in time for the trip and ensure that there is sufficient time in advance of that to review the application.
PGR students submitting an expense claim against the School-IGS budget (budget holder - Lindsey Fox) must follow the offline process as described here:
Some PGR students are offered a scholarship called an "Informatics Global PhD Scholarship", which comes with an annual RSTG fund of £2000 PA (for 3 years). This funding can be used to support the purchasing of specialist equipment required for delivering research and/or conference attendance.
IGPS students need to seek pre-approval of this funding via submission of the Apply Now form (below). The form/request will go to the IGS Manager (as budget holder of IGS funds) and the request will be considered and (hopefully) approved. Approval will be communicated to the student via email and once this approval is given, spending of the funds can occur.
Conference registrations - It is usually easiest for conference registration to be purchased as a personal expense and then claim that back via an expense claim. However, personal costs that would put a student in a position of potential hardship whilst waiting for expense reimbursement should not be incurred.
Travel and accommodation - once approval of spend has been given, the Level Admin team can assist PGR students with making travel and accommodation bookings via Diversity Travel. When completing the LA travel requisition form, put IGS Manager as the budget holder / approver for the IGPS funding. Level Admin can then contact the IGS Manager for the P&M coding for the DT invoice once they have a travel / accommodation quote. (
Computing equipment - advise the Computing Support team that you have pre-approval of funding from the IGS Manager. The Computing Support person procuring the equipment will then contact the the IGS Manager for the P&M charging codes.
Things to note:
- If you are unsure if you have one of these scholarships, please check your original offer letter (which can be viewed via the EUCLID admissions portal). Unless the offer letter specifically states "Informatics Global PhD scholarship", then you do not have this award.
- No spend against IGPS allocations should be incurred until budget holder approval has been given. If spend occurs without budget holder approval, funds will not be reimbursed.
- All University procurement of travel and accommodation must go through DT. No funds will be reimbursed if travel and accommodation has been booked outside of Diversity Travel.
- IGPS RTSG funds do not carry over to future financial years if unspent.