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SBMS Postgraduate Student Conferences and/or Short CoursesÌý- Guideline

Objective
These grants are funded by the School of Biomedical Sciences (SBMS). The school recognises that presenting research results at National and International conferences, attending workshops,Ìýand/orÌýundertaking short courses as anÌýimportant part of development as research scientists. This scheme provides eligibleÌýSBMSÌýpostgraduate research candidates with the opportunity to apply for funding to assist with expenses for these types of research-related activities. The funds allocated towards this scheme are notÌýenoughÌýto support all candidatesÌýand are hence allocated competitively based on the guidelines and criteria described below.  However, the RSC strives to support research-related scholarships for asÌýmany PG candidatesÌýas possible.

Awards

Funding will supportÌýonlineÌýresearchÌýconferences, workshops, short courses or related expenses including registrationÌýand course feesÌýonly, but not society memberships. Eligible candidates may apply for a maximum amount of $800. The actual amounts awarded are subject to the number of eligible applications receivedÌýand careful consideration of the budget submitted. Scientia scholars are typically not eligible forÌýthis scheme as they have annual Scientia support packages to fund their conference travel.Ìý

PG candidatesÌýwill have to present evidence in the application form that they have actively sought funding from alternative sources to supportÌýexpenses. TheÌýSBMSÌýawards will supplement funds obtained from these other sources to cover the actual conference costs. In case there is any surplusÌýSBMSÌýaward funds, this will have to be returned to the RSC.Ìý

Candidates may receive a maximum of one grant per annum and a maximum of two grants over the period of their postgraduate research candidacy.

The policy requiress candidatesÌýto submit their claims and reimbursement requests within one month afterÌýattending the online conference, workshop, or short course.Ìý

Please note that RSC funding is subject to availability each year.Ìý ALL funds awarded for the year must be spent (not just committed) before UNSW financial cutoff for the year in mid November.ÌýNo claims will be allowable after the finance cutoff date.
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Eligibility Criteria

1. PhD or Masters by Research candidates who are currently enrolled in the School of Biomedical Sciences, provided their candidature is on track for completion (total EFTSL no greater than 3.5 for a PhD and no greater than 2 for a Masters by Research at time of application).Ìý
2. Scientia scholars are not eligible forÌýthisÌýSBMSÌýPG award except under exceptional, well-justified circumstances. This decision to award to a Scientia scholar will be made on a case-by-case basisÌýand is at the discretion of theÌýResearch Strategy Committee.Ìý
3. Candidates presenting at international conferences, workshops or other research activities m³Ü²õ³Ù apply for funding through: Other funding sources such as through Professional Societies provided by the target conferences if available. Students will have to present evidence in the application form that they sought and applied for alternative funding. TheÌýSBMSÌýaward will ²õ³Ü±è±è±ô±ð³¾±ð²Ô³Ù the difference between costsÌýof theÌýonlineÌýconference, workshop or short courseÌýand the costs covered by other awards.ÌýA budget will need to be provided, and in case there is surplusÌýSBMSÌýaward funds, this will need to be returned to the RSC.Ìý
4. Applicants will only be considered if the candidate has demonstrated satisfactory progress at their latest Annual Progress ReviewÌýand have attended all mandatory seminars
5. Funding will only be awarded where the primary purpose is to attend a conference or major scientific meeting and present a paper, poster or exhibition on the candidate’s research work, to attend a research workshopÌýor to do another research-related activity deemed eligible by the RSC Chair. Students who attend a conference without presentingÌýor presenting a paper or poster of which the student is not the author, are not eligible to apply.Ìý
6. Candidates cannot apply for funds to attend an onlineÌýconference or workshop or similar that is being held while they are on leave, which takes place after they have submitted their thesis. The conference must occur while the student is enrolled.Ìý
7. Awardees will have to finalize claims and reimbursement of their conference costs up to 1 month afterÌýtheÌýonlineÌýconference, workshop,Ìýor short course. Any reimbursement requests submitted later than that will not be considered by the RSC.Ìý

Application Process and Selection Criteria

1. Fill out theÌý 
2. Applications will be assessed by the Research StrategyÌýCommittee and award recommendations made to Head of School.Ìý
3. Successful applicants will be notified by email with the details of how to claim payment of the grant (which is within a month ofÌýthe attendance of an online conference, workshop or short courseÌývia anÌýexpense re-imbursement form or a journal transfer to the grant account of the applicant’s supervisor if they paid for the conference).Ìý
4. The Research Strategy Committee will consider the following when adjudicating on awards.Ìý

• Preference for senior candidates, particularly forÌýonline conferences and workshopsÌý
• Preference to support candidatesÌýto attend a National conference in their 2nd year and then an International conference in their final year.Ìý
• Evidence of receipt of funds from external sources to support the current or previous conference will be positively consideredÌý
• The scheme aims to give opportunities for all candidatesÌýto gain exposure to theÌýInternational and NationalÌýresearch communityÌý
• Opportunities for research support available through the laboratory / research group and component covered by personnel expensesÌý
• Evidence of research progress and excellence as judged by awards, abstracts & publications, prizes,Ìýand postgraduate review commentsÌý
• TheÌýResearch Strategy CommitteeÌýendeavoursÌýtoÌýdistribute awardsÌýfairly toÌýonsite and offsiteÌýSBMSÌýstudents.Ìý
• Other circumstances may beÌýconsideredÌýby the Research Support Committee.Ìý

Awards

1. The conference presentation must comply, or have complied, with  – see  - for any posters or PowerPoint presentations and must include the School of Medical Sciences affiliation. Any enquiries regarding branding guidelines can be directed to brand@unsw.edu.au.Ìý An A4 pdf colour copy of the poster presentation or the title slide for anÌýoral presentation must be submitted to the RSC either at the time of application, or before the funds can be claimed.Ìý

2.ÌýAwardsÌýcan be used towards conference registration fees,Ìýfees for workshops and fees for short courses. The funds cannot be used to pay for Society memberships, etc.Ìý

3. Payments must be claimed and expended one month afterÌýawardee’s attending the conference, workshop, or short course. The RSC will not consider any claims or reimbursement requests submitted later than 1 month after theÌýevent.Ìý

Enquiries should be directed to your Research Strategy Committee postgraduate candidates representative, or to the RSC.Ìý