Anthony Koelmeyer International PhD Excellence Award
Financial assistance for international conference attendance and laboratory visits
MBio recognises the value that post-graduate students gain from presenting their work in the international
arena, either through conferences or lab visits. Consequently, we are pleased to announce a new travel grant
which is available exclusively to MBio students.
The Anthony Koelmeyer International PhD Excellence Award provides up to three MBio candidates annually
with $1500 towards travel expenses incurred as a result of international conference attendance and/or lab
visits. This grant can be used in addition to funds provided by MRGS and will be offered according to selection
criteria outlined in the section below. Candidates who are successful in securing this award will be required to
lodge a formal report to MBio by the 15th December in the year that the award is offered.
Instructions to candidates
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Check eligibility criteria below.
Complete application form (Appendix 1) and return to Dr Shae-Lee Cox by August 15th. Ensure that you have also
satisfied university requirements by submitting the International Travel Plan available from
http://www.adm.monash.edu.au/human-resources/forms/travel-plan.doc.
Await confirmation of successful application.
Collect relevant receipts (see below) and submit claim form (Appendix 2) for reimbursement (no later than 4
weeks from return from travel).
Submit report (Appendix 3) to Dr Shae-Lee Cox within 4 weeks of return from travel (But before 15th December).
Eligibility for Anthony Koelmeyer International PhD Excellence Award
To be eligible the applicant must:
 be currently enrolled, either as a doctoral or Masters candidate through MBio at Monash University.
 have successfully completed the confirmation of candidature process.
 be presenting a paper or poster at a conference OR conducting research/fieldwork within the calendar year that the
application is submitted.
 be principal author of the paper being presented, which must cover original, ongoing research, be largely the
postgraduate’s own work, report recent findings and be directly related to the applicant’s thesis topic.
A candidate will be deemed ineligible if they are:
 on intermission from candidature for the period of the proposed conference/research travel.
 have submitted their thesis for examination.
Selection criteria
Successful candidates will be selected for this award based on:
 the outlined opportunity that international travel to a conference and/or laboratory visit will enhance their PhD
experience.
 progression through candidature.
 evidence of previous research excellence (manuscripts, publications, conference attendance).
 contribution to the paper or poster which is being presented.
Reimbursement of expenses
Applicants will receive confirmation specifying if their application has been successful. Following approval, successful
candidates will be reimbursed once they have submitted relevant receipts (ie those for travel, accommodation or conference
registration) and a completed claim form (Appendix 2) to Dr Shae-Lee Cox. Submission of receipts should occur no later than 4
weeks following return of the candidate from their travel.
Report
A student report must be submitted to Dr Shae-Lee Cox at MBio within 4 weeks of his/her return to Monash (and no later
than the 15th December) of the year in which the award was granted. Please find the report template in Appendix 3.
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Appendix 1
Anthony Koelmeyer International PhD Excellence Award
Financial assistance for conference attendance or lab visits outside of Australia
Closing date: 15 August, 2011
Please submit your application and all supporting documentation to Dr Shae-Lee Cox (room 104, level 1, bld 77, School
of Biomedical Sciences) prior to the closing date.
Section A: To be completed by all applicants
Please read the guidelines before completing and submitting this form.
ID No:
Department:
Family Name:
Title:
Given Names:
Mailing Address:
Telephone (Home):
(Work):
Email address:
Scholarship (if applicable)
Have you previously received a grant under this scheme?
Yes
No
Candidature Details:
Candidature
start date
/
/
Candidature
end date
Has your candidature been confirmed?
/
Total months of candidature
FT equivalent at time of travel*
/
Yes
No*
* NOTE: Candidature must be confirmed to be eligible for a travel grant.
Thesis working title
Department:
Main supervisor
Other supervisors

Purpose of trip:
Conference attendance
Lab visits
(tick both if applicable)
Other (Please specify)
In the event that your travel grant application is not successful,
will you still be undertaking the travel?
Yes
No
Name of conference:
2
Dates of conference:
/
/
to:
/
/
Location
My paper/poster has been accepted.
Yes
No
I will be presenting this paper/poster.
Yes
No
IMPORTANT: You must attach a copy of your accepted abstract, clearly stating your name as the author. You
must also attach a written statement from the conference confirming that your abstract has been accepted for
presentation. APPLICATIONS WITHOUT THESE SUPPORTING DOCUMENTS WILL NOT BE CONSIDERED
AND WILL BE RETURNED.
Location of lab visit:
Lab visit start date:
/
/
Lab visit end date:
/
/
IMPORTANT: You must attach an itinerary of the proposed lab visits and activities, as well as any email
confirmations exchanged between you and a third party. APPLICATIONS WITHOUT THESE SUPPORTING
DOCUMENTS WILL NOT BE CONSIDERED AND WILL BE RETURNED.
State the theme of the conference and relevance of the conference to your thesis topic; or
specify dates and locations of intended lab visits and the nature/relevance of the activities you anticipate to
undertake while visiting other laboratories.
This conference/lab visit is an integral and essential part of my study for the following reasons (attach additional
documents if necessary):
Candidate’s Signature:
Date:
/
/
Section B: To be completed by all applicants travelling overseas
As part of this application, you are required to complete the following section and attach the Staff/HDR Candidate
International Travel Plan available from http://www.adm.monash.edu.au/human-resources/forms/travel-plan.doc.
The Staff/HDR Candidate International Travel Plan is in line with the University’s policy for international travel. The
Travel Plan is designed to ensure the protection of students while travelling overseas. You are reminded that a pretravel health check is an important part of planning any international travel. Refer to:
http://www.adm.monash.edu.au/workplace-policy/international/procedure-staff-international-travel.html
Current DFAT Warning Level for Destination/s:
Refer to http://www.smartraveller.gov.au/
I have attached the Security/Safety Plan
Yes
No
Not applicable
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Section C: To be completed by all international applicants travelling overseas
International students must seek advice from Health and Wellbeing (HUB) with regard to the visa implications for
study away overseas. International students should not leave Australia prior to an application for study away being
approved by the Research Graduate School Committee, as this may result in a cancellation of their student visa.
I have discussed my study away plans with Health and Wellbeing.
Yes
Candidate’s Signature:
Date:
/
/
Health and Wellbeing Verification
Contact name:
Signature:
HWD stamp
Telephone:
Date:
/
/
Section D: To be completed by supervisor
I certify that this work is an integral part of the candidate’s research program
Yes
No
The attached timetable for this period of leave is accurate and achievable
Yes
No
The candidate has made adequate preparation for the conference/lab visits,
including making necessary appointments and bookings
Yes
No
Provide a detailed written statement indicating the significance of the conference/lab visit to the overall
research project (ie relevance of the conference to the thesis topic, content of conference paper, authorship;
relevance of the proposed period of fieldwork/research to the applicant’s overall research program)
Supervisor’s full name:
Email:
Supervisor’s signature:
Date:
/
/
Section E: Endorsement by the MBio Graduate School
This application is approved for a Travel Grant in the amount of
$
Study Away Approved / Not Approved
MBio GSC nominee
signature:
Date:
/
/
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Appendix 2
Claim Form - $50 minimum
(Supporting documentation must be attached)
(Financial Services Use Only)
SUPPLIER NUMBER
DOC.
TYPE
DOCUMENT
NUMBER
CURR.
CODE
POSTING
DATE
Leave blank
for AUD
(Leave blank for
today’s date)
(Record SAP generated Document Reference)
DOCUMENT REFERENCE
DOC. DATE
(Centres to Complete)
|__|__|__|__|__|__|__|__|
Personnel No./ Student No.
|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
Title
Given
Name(s) |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
Surname |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
Street
|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
City
|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
Region |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
Country |__|__|__|__|__|__|__|__|__|__|__|__|__|__|__|
/
/
/
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/
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CLAIM ALLOCATION:
Account*
AMOUNT
CURR CODE
PARTICULARS OF SERVICE
DATE
Post Code |__|__|__|__|__|__|__|__|__|__|
Attachment must be forwarded with Cheque (tick as required)
TOTAL
Fund
Centre
* Substitute Asset Number
where applicable
Tax
Code
Amount
TOTAL
(optional – max. 50)
Vendor Text
_____________________________________________________________________________________________________________________________
(Text will appear on AP Reports and, where pre-fixed by *, will also appear on Supplier Remittance)
Line Item Text
(optional – max. 50)
___________________________________________________________________________________________________________
(Text will appear on GL Reports)
________________________________________ Ext. ________
CLAIMANT’S SIGNATURE
______________________________________________
AUTHORISED BY CLAIMANT’S SUPERVISOR
I, being the person whose name and signature appears above or the person
having an account paid on his/ her behalf, certify that 100% of the above claim
is for University purposes, and that the claim has not been claimed elsewhere.
I certify that I am the person to whom the claimant reports and that
I have checked the contents of this claim and can confirm that the
expenditure has been incurred for appropriate University purposes.
Date
VERIFIED BY:
ACTIONED BY:
/
Ext. ________
/
______________________________________________
AUTHORISED FOR PAYMENT BY DELEGATED
OFFICER
I, as the authorising officer have checked the contents of this claim
and believe it to be in line with the University Policy.
Ext. ________
___/___/___
(Date)
IAS005-06/00
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Appendix 3
FINAL REPORT
Anthony Koelmeyer International PhD Excellence Award
Year of Award:
ID Number:
Family Name
Given Names:
Department:
Email Address:
Dates of travel overseas:
from:
to:
What were the main objectives that you hoped to achieve by travelling overseas?
Locations visited for the purposes of lab visits/conference attendance:
Name(s) of institutions and conferences attended:
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Name(s) of academics/experts with whom you met and discussed your field of expertise and/or
your research and brief comments on the outcome of this (these) meeting(s):
Describe briefly what you achieved/what data you obtained by attendance at the
conference/other research facilities listed above:
Outline briefly any new procedures/methodologies that you encountered, new techniques that
you studied, what new data you collected (if you were undertaking research):
Did your period of lab visit/conference attendance contribute new ideas, research directions?
Did you obtain feedback/advice which will affect the preparation of your final thesis?
I hereby give my consent to Monash University to use
material stated in this report for advertising or
reporting purposes.
Yes
No
Signed:____________________________________________Date:____________________
This completed form should be submitted to:
Dr Shae-Lee Cox
MBio Graduate School
Rm 104, bld 77
School of Biomedical Sciences
Shae.cox@monash.edu
Phone: 9902 9418
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