Conference Travel Grants and Instructions
Below you will find instructions regarding what expenses are eligible for reimbursement, as well as reimbursement instructions for both student and non-student recipitents. Information regarding the travel grant itself, can be found here.
Eligible Travel Expenses:
Lowest reasonable economy travel costs (flight, train, bus)
Accommodations in Ottawa for April 26, 27, 28 in association with attendance at the conference. It is strongly recommended that you stay at the conference hotel, The Lord Elgin during your stay in Ottawa. Staying at The Lord Elgin Hotel is both convenient for presenters to be located on site and decreases our overall conference costs.
Public Transportation to/from airport or train/bus station (taxis charges are not eligible expenses.) For information on public transportation in Ottawa see the conference website.
Eligibility for Travel Grant:
If you do not meet these criteria please contact us immediately.
Grant recipients must provide a written copy of the paper to conference organizers by April 10, present their paper at the ECSA-C Biennial Conference 2012, and attend the conference.
You must be a registered as a full-time student during the time of the conference.
You must register for the biennial conference, and pay the ECSA-C membership fee no later than March 23rd, 2012. The travel grant that we are providing may NOT be used to cover the conference and membership fees (i.e., are not eligible for reimbursement).
Travel Grants will be issued in the form of a reimbursement of expenses; submissions for reimbursement must be received at the address indicated below, with all original receipts, boarding passes and invoices, by June 15, 2012.
All receipts must be: original, dated, and itemized
Proof of full time student status must accompany your claim by including a confirmation letter from your department of enrolment (on letterhead) or a Certification of Enrolment.
Include the attached signed declaration, which includes a list of your claimed expenses, with your reimbursement request.
Non-student repicitents must follow the instructions as indicated above. Except proof of academic status is not required.
All recipitents should keep a copy of all documents and send originals to:
Ms. Brigid Bedard, ECSA-C Biennial Coordinator
Centre for European Studies
1103 Dunton Tower
1125 Colonel By Drive
Ottawa, Canada K1S 5B6
Subject to final approval of funding, ECSA-C hopes to make available approximately 25 conference travel grants. These grants are primarily targeted at graduate students; a few grants might also be made available for scholars with a demonstrated economic need. These grants will only cover a portion of conference expenses and in no case more than two thirds of eligible expenses, which normally comprise lowest available economy travel costs and accommodation. Grants will be issued in the form of a reimbursement of expenses; for those awarded a grant, submissions for reimbursement must be received with all original receipts, boarding passes and invoices by June 15, 2012.
Full-time graduate students who have submitted a paper or paper proposal by the conference deadline will automatically be considered for a conference grant, provided they have indicated their student status with their proposal. Other applicants for a grant should clearly state they would like to apply for a conference grant when they submit their paper proposal, and also detail the grounds for applying for a grant. It is the task of students who are accepted on the program through a panel proposal submission to verify whether those who proposed the panel clearly indicated their status as a student.
Scholars who have access to other sources of funding will normally not be eligible for a conference grant. In light of limited funding, we also request that graduate students indicate it if they have another source of funding for conference travel.
Sujet à l’approbation finale de son conseil, ECSA-C espère offrir environ 25 bourses de voyage pour aider des étudiants et, dans certains cas exceptionnels, des chercheurs qui n’ont pas les ressources financières suffisantes pour participer au congrès. En aucun cas, les bourses ne couvriront plus des deux tiers des dépenses admissibles, qui comprennent normalement les déplacements en classe économique et l’hôtel. Les bourses serviront à rembourser les dépenses des gagnants, qui devront soumettre les originaux de leurs factures, reçus et cartes d’embarquement avant le 15 juin 2012.
Les étudiants inscrits à temps plein à un programme d’études supérieures qui ont soumis une proposition de communication sont automatiquement admissibles à une bourse, pourvu qu’ils indiquent leur statut d’étudiant au moment de soumettre leur proposition. Pour les autres personnes qui désirent être considérées pour l’obtention d’une bourse de voyage, ils doivent clairement indiquer cette intention lors de la soumission de leur proposition, en plus de fournir les raisons pour lesquelles ils font la demande d’une bourse. Pour ceux dont la proposition d’une communication s’effectue dans le cadre d’une proposition de séance, ils doivent s’assurer que la demande de bourse de voyage et les informations nécessaires pour être admissibles à l’obtention d’une bourse se retrouvent dans la proposition de séance.
En raison de la disponibilité limitée des fonds pour l’octroi de bourses, nous demandons aux étudiants qui ont d’autres sources de financement pour participer au congrès de l’indiquer lorsqu’ils soumettent leur proposition de communication.