GSE HDRS Conference Support Policy
Introduction
The Graduate School of the Environment (GSE) encourages the active participation of research students in national and international conferences which are directly relevant to their field of expertise or research.
Conference participation provides:
- Access to the latest information on research trends
- The opportunity to establish and renew contact with eminent colleagues in the field
- The opportunity to promote the GSE and its courses, in a targeted manner, to appropriate contacts
- The development of the GSE as an internationally recognised Environmental Institution
In order to encourage conference participation, the GSE will fund costs associated with travel, accommodation and sustenance according to the stated policy. This policy was formulated in an attempt to achieve a level of equity among students and relates the level of support to projected costs and level of participation.
Whilst every effort will be made to provide the level of support indicated, a situation may arise where budget restrictions and high demand may mean that the maximum amount allowable must be reduced with subsequent reduction in other entitlements.
Policy
Support will be provided only to research students who deliver a paper or poster or are invited to chair a session. Support will NOT be given to students to attend conferences if they are not presenting a paper or poster, unless they have been requested to attend by the GSE.
Applications for conference support are due annually by 30th April.
PhD students will be allocated a maximum of $3,000 over the period of their candidature, with a cap on the allocation for Year 1 of $500.
MPhil students will be eligible for a maximum of $1,000 over the period of their candidature.
Students who have a thesis under examination may still be permitted to request conference support.
Supervisors will be required to make a statement of support for their research student's conference support applications indicating the value of the conference for the student, the school, and the research area.
Students are encouraged to avail themselves of alternate sources of funding:
Conditions
It is a condition of receiving financial support that conference attendees should actively promote the GSE by distributing advertising and promotional material at the conference.
It is expected that students invited to participate in conferences, should in the first instance, approach the conference organisers for financial assistance. If no support is forthcoming, then a submission may be made to the GSE, and/or to the Macquarie University Postgraduate Research Fund.
How to Apply for GSE Conference Support
A Step-by-Step Manual for GSE Students compiled by Nina Lansbury Hall, August 2005
Forms
There are several forms for this process. Links are provided to each of the forms so that they can be downloaded if required. You also need to attach additional paperwork to your application, which is listed in Step 2.
Step 1: Apply to present a paper or poster at a conference
Review with your supervisor the conference you wish to attend, as you need to have your supervisor's approval. Apply to present a paper or poster at the conference following the steps that the conference organisers provide on their website or pamphlet. When you receive the acceptance letter/email, make a photocopy to attach to your conference support application.
Step 2: Prepare your GSE Conference Support Application
Email or call STA Travel in the SAM building, or Campus Travel for quotes for your flights. STA Travel and Campus Travel are the only "Approved Travel Suppliers" for the university, so you cannot book your travel by any other means.
Get a copy of the conference brochure showing the dates of the conference and cost of registration.
Look at the per diem rates [PDF] for your destination, and calculate the length of time to the hour, that you will be at your destination. You are eligible to apply for a per diem for any overnight (or longer) stay at destination. The per diem rate is for 24 hours at destination and this needs to be factored into your calculations i.e. if your flight arrives at 12.00 noon on the first day, you may only claim 50% of the per diem for the first day. You can choose to forgo claiming the full amount of the per diem you are eligible for if you want to conserve funds.
Complete the GSE Conference Support Request Form [Word] and attach the:
- the travel quote and itinerary
- conference pamphlet showing cost of registration
- acceptance letter/email
Have your supervisor sign the form and then hand it along with your supporting documentation to the Executive Officer who will check it and forward it to the Head of Dept. for authorisation. The Executive Officer will advise you when your application has been approved.
Step 3: Book and arrange for payment of your travel
You can now book your flights directly with STA or Campus Travel. Ask them to fax your travel itinerary and statement of cost to the GSE on 9850 7972. Complete an Airline Booking Approval Form, noting the account name and number that the travel costs should be charged to. This form will be used by ELS Centre staff to authorise payment of your travel costs. The following documents need to be attached to the Airline Booking Approval Form:
- an authorised Absence on Duty form [PDF] (make a copy of this form as you will need to attach it to your per diem claim)
- a signed ELS Travel Compliance Statement [PDF]
- your itinerary and statement of cost from the travel agent
Your documentation must be checked by the Executive Officer before you deliver it to the ELS Centre (ground floor of E7A) for priority processing - note that all bookings for domestic travel must be paid for within 24 hours to avoid cancellation.
Step 4: Arrange payment of your conference registration
Ask the Executive Officer to assist you to arrange payment of your conference registration. This can usually be done on-line or via fax using a university credit card.
Step 5: Order business cards if required
If business cards are required, they can be ordered online at the university printery website. The proofs will then be electronically sent to the Executive Officer for approval prior to printing. Allow at least three weeks for production.
Step 6: Claim your per diem 2-3 weeks prior to departure
Reimbursement for accommodation (for conferences in Australia only), food and drink, and expenses incidental to travel may be claimed using the travel allowances (or per diems) set by the Australian Tax Office (ATO). You should complete a non-order payment request for your per diem 2 to 3 weeks prior to travel. A sample per diem non-order payment request form [Excel] can be downloaded (you will need to personalise the form). Also, if you haven't previously done so, complete and attach a banking authority form so that your per diem can be paid directly into your bank account by Accounts Payable. Finally attach the copy of your Absence on Duty form showing you have permission to be away during the specified time period. The Executive Officer must check your non-order payment request prior to your submitting it to the ELS Centre.
Step 7: Promote the GSE at the conference
Take copies of GSE brochures and other material promoting the GSE, to display and distribute at the conference.
Reporting Back
A short report on the highlights of your conference attendance is required on your return, for tabling at the monthly GAF (GSE Academic Forum) meeting. Submit your report to the Executive Officer within two weeks of returning from the conference. Access to subsequent conference support will be conditional upon compliance with the reporting requirement.