Graduate Conference Fund
About the Graduate Conference Fund
The Graduate Conference Fund (GCF) is financed by the Office of Graduate Student Affairs. The goal of the fund is to enable graduate students to make presentations at key conferences/exhibitions in their fields and/or to attend conferences to learn more about their field of study.
The GCF should be considered a partial source of support. Applicants are encouraged to seek funds from all other sources, including the conference they where they will be attending or presenting, their advisor, their department, and/or their college. GCF awards range from $0 to $500 per student.
Terms and Conditions
Graduate Conference Funding is meant to defray the following costs only: transportation to and from the conference city (flight, train, or mileage reimbursement), transportation to/from the airport to your hotel (when applicable), conference registration (not to exceed the student member conference registration rate), and hotel accommodations (either the conference's recommended hotel or a hotel of equal or lesser value). Graduate Conference Funding will not cover costs for food, transportation within the conference city outside of arrival and departure, or any other expenses including car rental.
There are often reduced attendance rates for student members of professional associations that host conferences and professional associations often offer reduced conference registration rates for student members. Students are encouraged to join professional associations, at their own expense, for their professional development and to help defray the cost of conference participation. The Graduate Conference Fund will only reimburse for conference attendance up to the cost of student member registration rate.
Ph.D. students may apply for Graduate Conference Funding twice during their academic career at Stevens. Master's students may apply for Graduate Conference Funding once during their academic career at Stevens. Students can only apply for Graduate Conference Funding once per academic year.
In Order To Apply
(1) You must be a full-time matriculated graduate student paying the graduate student activity fee, (2) your Stevens account must be up-to-date with no outstanding balances, (3) you must have completed one full semester at Stevens with grades posted, (4) you must be in good academic standing with a minimum 3.0 cumulative GPA, and (5) you must be currently enrolled on the date of conference. If your conference is during the Winter or Summer, you must be fully enrolled for the following Spring or Fall semester.
Application Review and Award Process
Applications for conference funding should be received, in their entirety, no less than 30 days prior to the conference start date. No applications will be accepted less than 30 days prior to a conference start date. Funds are only granted pro-actively and will not be granted if students apply for funding after the conference has occurred.
Applications will be reviewed and funds will be awarded based (1) timeliness of submission, (2) completeness of application, (3) whether or not a student is presenting at the conference, and (4) the location of the conference.
Applications are reviewed on a bi-weekly basis. In addition to submitting this application online, students must submit all components of the application to the Office of Graduate Student Affairs before their application will be considered complete and ready for review.
Distribution of Funds
Students who have received Graduate Conference Funding will receive further instructions regarding distribution of funds.
Funds will be distributed to students via reimbursement check after the conclusion of the conference and once all original, itemized receipts are submitted.
All receipts and supporting documentation for reimbursement must be submitted within 14 days of the conference's end date. If receipts are not submitted within this time frame we reserve the right to remove all funding.
Students will receive their reimbursement check 3-4 weeks after they have submitted all documentation for reimbursement. Only approved expenses will be reimbursed (See: Terms and Conditions above).
How to Apply
Complete a the Graduate Student Conference Fund Application, including:
- Letter of support/recommendation from their advisor or department chair
- Link to the conference website or a copy of the conference brochure
- An outline of the estimated cost of your travel and hotel accommodations
- Written confirmation from the conference organizer confirming that you are presenting at the conference, if applicable
If you are unable to upload any of the above documents through the online application form, you may e-mail them as attachments to ConferenceFunding@stevens.edu or bring hard copies into the Office of Graduate Student Affairs (Howe Center, 5th Floor). Please be sure that any documents submitted outside of this application include your name and the date that you submitted your application. Please Note: Being unable to upload your document(s) does not waive the application deadline.
Additional Information About the Letter of Support/Recommendation
You must attach a letter of support/recommendation from your advisor or department chair. It is your responsibility to request this letter far enough in advance that you have it and are able to attach it and submit the application prior to the 30 day deadline. The letter should indicate the student's department, year in the program, any alternative options the student has for funding, along with words of support for the student that the evaluating parties may find helpful. Advisors should refrain from using form letters that do not discuss the specific aptitude of the applicant. An email will be sent to the individual who wrote the letter of support/recommendation once the letter has been received by the Office of Graduate Student Affairs.
If you have any questions regarding conference funding, please email ConferenceFunding@Stevens.edu