PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
Application to the Research Student Conference Support Fund
Please read the guidance overleaf before completing this form
Title:
Name:
Surname:
Student no:
School of study / Doctoral College Centre:
Conference title:
Conference organiser:
Conference website url:
Type of Conference:
(please refer to notes for applicants point 4) Stage 1: Nationally recognised
conference
Stage 2: European or internationally recognised
conference
Stage of Applicant:
Your conference role:
(Tick as appropriate)
YEAR:
Paper presentation
Delegate
Session Chair
RPA completed?
Y
N
Poster presentation
Other
(if you have ticked “other” above, please use this field to explain your role at the conference e.g. chair of
Panel discussion)
Title of your conference presentation / poster / other role:
If you are presenting a paper, will the paper be refereed?
(Please refer to notes for applicants point 23)
Do you intend to publish?
Y
Y
N
N
If yes, please provide further details i.e. where and when?
(You can still apply for the RSCSF if you have secured funding from other sources)
Have you explored securing funds from other sources e.g. sponsorship from employer or conference
organiser?
Y
N
Please explain further:
Please note students should liaise with their school where additional funding is required.
PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
Are you currently in receipt of a Research Council funded studentship e.g. AHRC, ESRC?
Y
N
Please state Research Council:
(Please refer to notes for applicants point 3)
Have you received previous funding e.g. University/RCUK studentship, grants, employer sponsorship since
enrolling on your research degree?
Y
N
If yes, please explain further:
Dates of visit:
Estimated
expenditure:
Conference location:
Registration fee*:
Accommodation:
Total:
Travel:
Other (please specify):
(please note that the fund does not cover subsistence)
* Please ensure you state the student/early bird conference fee rate
Funding:
(please refer to notes for applicants, point 4)
 Amount you wish to apply for from the Student Conference Support Fund: £
 Matched contribution secured from your School: £
 Contribution secured from other sources (including conference organiser): £
Please indicate why you wish to undertake this activity and what outcomes you expect. Your rationale
must be detailed and demonstrate: the added value of this activity towards your research, outlining the
‘fit’ between the activity and your research project; and how the proposed activity enhances the
development of your thesis. Is it essential this activity is funded?
Signature of applicant:
[complete before returning form]
[must be 8 weeks before conference]
Date:
PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
Lead Supervisor Statement of Support
Please explain why the university should support the applicant’s participation at this conference, outlining
the anticipated benefits, and whether there is anything not self-evident that would support the
application:
Signature/email confirmation of Lead Supervisor:
[complete before returning form]
Date:
To approve supervisor support of student activity
Signature/email confirmation of Director of Postgraduate Studies*:
[complete before returning form]
To approve academic rationale of request
Date:
*Please note: If you are supervising the applicant, you must nominate another DPS to sign off this form.
Signature/email confirmation of Head of School:
[complete before returning form]
Date:
To approve matched funds from School budget
Approved by Dean of the Doctoral College:
[Doctoral College office use only]
To approve RSCSF funds from Doctoral College budget
Date:
PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
Research Student Conference Support Fund (RSCSF) – notes for applicants
Scope of the Fund
1.
The Research Student Conference Support Fund is held by the Doctoral College Board and
managed by the Doctoral College Manager.
2.
All students registered as full members of the Brighton Doctoral College are eligible to
apply. Full members include MPhil/PhD, PhD by Publication and Stage 2 Professional
Doctorate students only. Research students attached to BSMS are also eligible to apply.
M Res and Stage 1 Professional Doctorate students are not eligible.
3.
Applicants will be eligible for only one grant in any one academic year and a total of two
throughout the duration of your research degree.
4.
Research student conference support is available for two different ‘stages’ of conference
activity;
i)
ii)
Stage 1: Internal University conferences and/or nationally recognised conferences
Stage 2: European or internationally recognised conferences.
It is expected that normally students will undertake ‘stage1’ before ‘stage 2’ conferences.
Exceptionally students may attend stage 2 conferences firstly, but where this happens it
should be noted that only one ‘stage 2’ conference during the total period of study can be
funded.
Support for research students in their development in these areas is now structured
around the following stages,
1)
2)
3)
4)
participation in URDF unit 5 (‘Disseminating your Research’)
presentation at internal student conference
presentation at nationally recognised conference (stage 1) and
presentation at internationally recognised conference (stage 2).
In order to gain funding from the research student conference support fund it is expected
that URDF unit 5 has been completed, it is however understood that for those students
who commenced their doctorates prior to October 2013 this may not be possible. As such,
pre-October ’13-starter applications to the fund will be considered on an individual basis.
5.
The Research Student Conference Support Fund is an agreed grant with a maximum
funding limit as follows;


Stage 1: Maximum £200 [RSCSF] matched by maximum of £200 [School]
Stage 2: Maximum £400 [RSCSF] matched by maximum of £400 [School]
A total award of up to £400 (Stage 1) and £800 (Stage 2) will be shared equally between
the Research Student Conference Support Fund and the School. Costs in excess of these
amounts are to be met by the students. However, we would encourage students to explore
and secure funds from other sources e.g. sponsored employers, conference organisers, to
help cover all costs (please refer to paragraph 12).
6.
The categories of expenditure covered by the fund are: conference registration fee;
accommodation and travel. The fund does not cover subsistence. Any other type of
expenditure must be justified on the application form.
7.
Awards will be made until the budget is exhausted. Awards are not a student entitlement,
but are based budget availability and support from Supervisors/Heads of School.
8.
Research Student Conference Support Grants are awarded for participation in research
conferences in any capacity, including presenting a paper/poster, lead a workshop or as a
delegate.
PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
9.
Late, retrospective or incomplete applications will be returned to applicants.
10.
In the event of a student not attending a conference, it would normally be expected that
any funds paid for in advance should be re-paid by the student.
How to apply
11.
Ensure that you are using the latest version of the application form. The latest version can
be downloaded from the ‘Student Conferences’ section in the Doctoral College area in
Student Central.
12.
Applications to the Research Student Conference Support Fund will be considered on a
monthly basis, with the last working day of each calendar month being the deadline date
for receipt of applications. Applications which are received after the end of the month will
be deferred to the next month.
Please ensure your application is submitted at least 8 weeks in advance of the
conference.
13.
As the demand for grants is high, you are asked to seek student/early bird rates for
conference attendance, plus competitive quotations for travel and accommodation, to
enable the maximum number of grants to be supported.
14.
The value of any contribution or waiver from the conference organiser, or any other source
should be indicated in the “contribution from other sources” field.
15.
Applications which meet the criteria may be considered with advice from senior colleagues
in the University.
16.
Students are responsible for sending completed and signed applications to include
signatures or email confirmation by:




Student
Lead Supervisor (and comments)
Head of School
Director of Postgraduate Studies (DPS)
to Fiona Sutton, (F.J.Sutton@brighton.ac.uk) Doctoral College, 132 Mayfield house,
Falmer, East Sussex, BN1 9PH. The Doctoral College Manager will sign off the application
of the final award.
17.
Applicants will be notified by email of the outcome of their application by the middle of the
following month. If successful, the notification email will incorporate the relevant claim
forms for completion.
18.
The student will be asked to provide the conference booking details so the Doctoral College
can set up an invoice with the Conference Organiser, avoiding upfront cost to the student.
19.
Successful applicants are asked to book their travel as early as possible, then complete a
T1 form for reimbursement. Students will be eligible to claim the full amount back from the
Doctoral College before they attend the conference, providing they supply original booking
references and the amount does not exceed the maximum grant as stated in paragraph 5.
After the conference, what to do next?
20.
Students should only claim back their accommodation costs after the conference event and
any other additional travel expenses using the T1 form, providing they supply original
receipts and the amount does not exceed the maximum grant as stated in paragraph 5.
21.
After the conference, the emailed award notification / award letter should be completed
and returned to Fiona Sutton F.J.Sutton@brighton.ac.uk
PLEASE ENSURE THIS APPLICATION IS SUBMITTED ELECTRONICALLY AT
LEAST 8 WEEKS BEFORE THE CONFERENCE
22.
The claim form must be submitted not more than two months after the conference date.
Any claims which are not submitted within this time will be deemed to have lapsed and will
not be paid.
23.
Submission of a properly completed claim form will trigger the transfer of funds from the
Research Student Conference Support Fund to the bank account specified by the claimant.
24.
It is a condition that students receiving an award upload papers and other outputs to the
‘Student Conference Paper/Posters’ section in the Doctoral College area of Student Central.
Successful recipients are also strongly encouraged to submit a statement on the benefits
and outcomes that have accrued from their attendance and contribution to the event. This
need be no more than 250 words. All activity will be reviewed by the Doctoral College
Board and possibly used in future marketing materials with appropriate consent.
25.
The Doctoral College Board will provide a summary of students and publications or other
outcomes from the Research Student Conference Support Fund applications that have
been supported at the end of each academic year.
26.
If you have any queries, please contact Fiona Sutton F.J.Sutton@brighton.ac.uk