Graduate School

Staff Conference Fund

Guidelines 2003/2004
(For use from 1 Aug 2003 to 31 July 2004) / IMPORTANT:
Please read these guidelines carefully before completing the application form

1. Purpose of the Fund

The Graduate School exists to strengthen and develop graduate teaching at UCL and to facilitate and support creative research by graduate students, postdoctoral researchers and other academic staff.

The Staff Conference Fund exists to offer financial support to academic staff to present their research at international conferences, at home and abroad.

2. Eligibility

In order to apply for funding you should be:

  • An Academic Staff member (not Honorary or Associate Staff) occupying one of the following posts: Professor, Reader, Senior Clinical Lecturer, Senior Lecturer, Clinical Lecturer, Lecturer (A or B);
  • A member of Academic Contract Research Staff, who has been in continuous employment with UCL for at least six months at the time of the conference.

You should normally be presenting a paper or poster, or taking some formal part in the proceedings.

Staff members requesting funding for a research trip or project should apply to the Graduate School Research Projects Fund. Application forms and guidelines are available from our website ( and office.

3. General Guidelines

  • No more than one Staff Conference Fund award will be made to each applicant per UCL financial year (1 August - 31 July).
  • Applications should normally be received in the Graduate School at least one month before the date of the conference. In all cases, applications received after the date of the conference will not be considered.
  • Except under exceptional circumstances, no more than 50% of the total costs (including registration fees) will be awarded by the Graduate School.
  • Under normal circumstances, matching contributions from the department or other sources will be expected wherever possible.
  • Please note that funding is not guaranteed. Each application is considered on its merits; however the fund is limited and there may be occasions when it is not possible to make an award.

4. Graduate School Research Funds Sub-Committees

The Staff Conference Fund allocation is divided equally between three faculty groups:

  1. Arts, Laws and Social & Historical Sciences;
  2. The Built Environment, Engineering and Mathematical & Physical Sciences (MAPS);
  3. Clinical & Life Sciences;

Each faculty group has a sub-committee. Decisions are made by the Graduate School on the recommendations of these area committees, who consult with each other over cross-faculty applications.

Members of the Graduate School Research Funds Sub-Committees are:

Arts, Laws and
Social & Historical Sciences / The Built Environment, Engineering and Mathematical & Physical Sciences
/ Clinical & Life Sciences
Chair - Professor Timothy Mathews (French)
Dr Robin Aizlewood (School of Slavonic & East European Studies)
Dr Roger Matthews (Institute of Archaeology)
Professor Stephen Rowland (Education and Professional Development)
Professor Henry Woudhuysen (English) / Chair - Professor David Bogle (Chemical Engineering)
Professor David Banister
(Bartlett School of Planning)
Professor Ian Dowman (Geomatic Engineering)
Dr Stefaan Simons (Chemical Engineering)
Professor Allan Willis (Physics and Astronomy) / Chair - Professor David Attwell (Physiology)
Professor Mary Collins (Immunology & Molecular Pathology)
Professor Anthony Dickenson (Pharmacology)
Professor Stanton Newman (Psychiatry & Behavioural Sciences)
Dr Saul Purton (Biology)
Professor Elizabeth Shephard (Biochemistry & Molecular Biology)

5. Awards Available

There are two categories of award: Major (requests for over £250) and Minor (requests for £250 or less). The rules for submitting each type of application are different so please make sure the appropriate instructions are followed.

Requests for OVER £250 - Major Awards

  1. Applications for Major Awards are considered at the Graduate School Research Funds Sub-Committee meetings, which are held twice each year.
  2. Please submit seven copies of your application (the original plus six copies) stapled top left corner. These copies will be distributed to the members of the relevant sub-committee so please ensure they are clear, with an abstract and any relevant information attached to each. Please note that if your application is incomplete it may be returned to you.
  3. The deadlines for submitting Major Award applications to the Graduate School in 2003/2004 are: Friday 7th November 2003 and Friday 30th April 2004.
  4. The committee meetings will be held in the weeks following each deadline. You will receive written confirmation of the outcome of your application as soon as possible (within approximately a month of the deadline).

Requests for £250 OR UNDER - Minor Awards

  1. Applications for Minor Awards are considered on an ad hoc basis (funds permitting). In view of the heavy demands on these funds, it is anticipated that Minor Awards may not be available after the sub-committee meetings in May until the start of the next financial year on 1st August.
  2. There are no deadlines for Minor Awards. However, to receive a decision before you travel, please submit your application well in advance of the conference (i.e. at least one month beforehand).
  3. Please submit only the original application form, together with your abstract and supporting documentation.
  4. You will receive written confirmation of the outcome as soon as possible (within approximately six weeks of the date the application is received in the Graduate School).

6. How to Apply

Guidelines and application forms will be updated each year. For the current versions, please check the Graduate School website ( or contact our office. Applications should be typed wherever possible.

Conference Details

  • If you are presenting a paper or poster, please attach a copy of your abstract and documentation outlining acceptance of paper/poster for presentation. For other types of participation, please attach relevant documentation and proof of registration.

Estimating Costs & Contributions

  • Please give a full breakdown of all relevant estimated expenses, justifying your costs and providing quotations where necessary. Please ensure your estimates are based on reasonably priced accommodation and fares. Details of the colleges preferred travel provider can be found here:

Information on college travel insurance policies can be found here:

  • Conference dinners and similar expenses will not be funded.
  • If foreign currency is used, please state the exchange rate and convert the costs to pounds sterling.
  • Please liaise with your department to arrange the amount of their contribution, which should be reflected in the amount you request from the Graduate School.
  • Please be as accurate as possible in estimating your projected expenses. Awards are given based on the estimated costs; however if the actual costs incurred are lower than those estimated, the award may be reduced accordingly.

Submitting the Application

  • Applicants should attach their abstract, documentation outlining acceptance of paper/poster for presentation and any supporting documentation to their Please forward your application form, and forward it to their Head of Department. It is not necessary to attach these guidelines.
  • The Head of Department should write a supporting statement, confirm any departmental contribution and sign the application form.
  • The application should then be copied if necessary and returned to the Graduate School by the relevant deadline.
  • Please remember it is the responsibility of the Department to forward the correct number of copies of the completed applicationform to the Graduate School by the relevant deadline.
  • Please be aware that incomplete applications may be returned.

7. Claiming an Award

If you are awarded funds, you will receive a confirmation letter and expenses form. Please remember to keep all receipts from your trip, as you will need to send them to the Graduate School. On completion of the project, please claim your award as follows:

  • Complete the expenses form with actual costs incurred. The items for which you claim should generally be the same as those listed on your original application. Please do not claim for items you have not listed on your application form unless special circumstances have arisen.
  • Receipts for the total expenditure should be attached, not just those covering the amount of the Graduate School award. You should provide receipts for each item you have listed. Please staple together the receipts in the order you have listed them.
  • Payment is available either as a personal cheque or as a transfer to your department. Please allow approximately one month for cheques to be processed. If you request a transfer, please confirm check the and state the account number with your department.
  • Forward the form and receipts directly to the Graduate School.
  • If your actual costs are lower than your estimated costs, your award may be reduced accordingly.
  • Departmental contributions should be claimed directly from your department.

If you have any queries about the Graduate School Staff Conference Fund, please contact:

Graduate School, North Cloisters, UCL, Gower Street, London WC1E 6BT

Tel: 020 7679 7840 Fax: 020 7679 7043email:

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Office Use Only: Major / Minor Checked by: Date: Award: Authorised by: Date:
Notes:


Graduate School

Staff Conference Fund

Application Form 2003/2004
(For use from 1 Aug 2003 to 31 July 2004) / CHECKLIST
  1. HAVE THE ABSTRACT AND SUPPORTING DOCUMENTATION BEEN ATTACHED?
  1. HAS THE FORM BEEN SIGNED BY THE APPLICANT AND HEAD OF DEPARTMENT?
3.ARE YOU SENDING THE CORRECT NUMBER OF COPIES OF THE FULL APPLICATION?
Requests for £250 OR UNDER: Original ONLY;
Requests for OVER £250: SEVEN copies = original PLUS 6 copies.
PLEASE SUBMIT BY THE RELEVANT DEADLINE (see guidelines)

Are you applying for funds for a Research Project? Please see Research Projects Fund.

Forms and guidelines are available to download:

Please read Guidelines carefully before completing this form

1. Personal Details

Title: Dr. / First name: Mathias / Family name: Disney
Department: Geography
Address (for correspondence):
UCL Dept. Geography,
26 Bedford Way,
London WC1H 0AP / Email address:
Tel. no: 7679 4290 (x24290) / Full time
Post held: Research Fellow / Start Date: 1/10/02
Funding body: NERC

2. Conference Details

Name of conference: Second Workshop on MODIS Vegetation Variables
Location: University of Montana, Missoula, Montana, USA. / Date from: 17 August 2004 / To: 19 August 2004
Are you presenting a paper or poster? Yes (If Yes, please attach your abstract AND documentation outlining acceptance of paper/poster for presentation.) N/A (submission not open yet).
If No, please state your participation: (please attach relevant documentation AND proof of registration)

3. Previous Applications

Please list all applications made to the Graduate School Staff Conference Fund or the Research Projects Fund over the last three years.

Name of conference / Location / Award Reference No.
(or date of application) / Amount received
Int. Geoscience and Remote Sensing Society Conference / Toulouse, France / May 2003 / £531

4. Estimated Costs & Contributions

Exchange Rate (if applicable): / £1 = $1.78
Travel: (please give details)
Return flight from London to Seattle
Return flight from Seattle to Missoula
Total Travel
/ £712
$250
£ 852
Accommodation:
No. of nights...... 4...... ……...... Cost per night: ...... $80......
Total Accommodation
£ 180.27
Conference Fee: / £ 169
Total Estimated Expenses / £ 1251.27
Assured contributions:
Departmental contribution (please ensure amount has been arranged with your department):
Amounts assured from other organisations (please give source and amount):
Personal contribution: / £
£
£
Total Assured Contributions / £
Amount Requested from Graduate School
(This should not exceed 50% of the Total Estimated Expenses) / £ 625.63
Contributions requested but not yet assured:
Source applied to: Date of decision: Amount requested:
Signature of applicant: / Date:

5. Head of Department’s Endorsement

I support this application: strongly / moderately (please delete as appropriate)
Comments:
The Department is willing to contribute:
(Under normal circumstances, matching contributions from the department or other sources will be expected wherever possible.) / £
Head of Department’s Signature: / Date:
Name (please print): / Ext:

NOTE TO DEPARTMENTS:

Please see CHECKLIST on front of application form before submitting the application. Please submit by the deadline stated in the guidelines to:

Graduate School, North Cloisters, UCL, Gower Street, London WC1E 6BT

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