Travel Funding Policy

Travel Funding Policy

Travel and participation in events are critical components of graduate level training both before and after the qualifying exam. We encourage MCBGP students to participate in conferences, skill building workshops, and other professional development activities. In addition to traditional travel and in-person experiences, we encourage students to take advantage of virtual events and activities that they otherwise may not have been able to access.

Developing skills and participating in professional development are important training opportunities at all stages of one’s graduate education. For this reason, the MCBGP will provide up to $500 per academic year for every student to participate in skill building workshops and/or professional development activities.

After a student has passed their qualifying exam, it is important that they become comfortable and skilled at presenting their research to diverse audiences. The MCBGP encourages students who have passed their qualifying exam, to present their work at a conference at least once per academic year. For this reason the MCBGP will provide up to $900 per academic year for students that have passed their qualifying exam, to attend conferences at which they are presenting their work. Students who have yet to pass the qualifying exam, are less likely to be in a position to present their work at a conference. However, the MCBGP will provide up to $500 per academic year for students that have not yet passed their qualifying exam, but do have an opportunity to present their research at a conference.

Students who are eligible for funding from the program to participate in both workshops/professional development events, and conferences, may utilize the funding to attend multiple types of events, but will have a cap of either $500 (pre-qual) or $900 (post-qual) per academic year from the program funds.

Graduate students who present at or attend conferences and other professional development activities may be eligible to receive travel funding from a number of sources outside of the program. Details on the different sources of funding and their corresponding eligibility requirements can be found below.

Please review the following travel funding guidelines, to determine if and when to apply for program funds.

Sources of Financial Support:​

  • PI grants and other funds
  • The MCBGP
  • The BioMed Office of Graduate and Post-doctoral Scholars
  • MCB Training Grant, MBOA Training Grant, Computational Biology Training Grant, Pulmonary Training Grant 

Travel Funding Procedure

At least six weeks before payment for the activity is due, students should take the following steps.

Step 1: Discuss the opportunity with the student advisor and ask for a financial contribution.

Step 2: If the student is a trainee on a training grant or if they have a fellowship that provides conference funding, utilize that source.

Step 3​: Apply for Biomed funding (up to $650 per academic year) at least six weeks prior to conference travel. The office of Graduate and Postdoctoral Studies will provide funds for students attending a conference as long as they are either presenting a poster or giving a talk. Please refer to the Graduate and Postdoctoral Studies website for the most up to date information on this funding.

Step 4: If the above sources do not adequately cover conference travel, use this online form to apply for funding through the MCB Graduate Program. Students must apply at least five weeks prior to conference travel. For program funds, up to $500 is available to students who have not yet passed their qualifying exam, to attend workshops and other professional development opportunities AND/OR to attend conferences if they will be presenting at the conference. Students who have passed their qualifying exams, may apply for up to $900 in funding to attend workshops, and other professional development activities, AND/OR to attend conferences if they will be presenting at the conference. A strong justification for the activity will be required. Students must demonstrate how the activity will help them reach their research, academic, and/or professional goals.
Note: Requests for reimbursement submitted after the conference will NOT be considered. 

Step 5: Once approved for funding through the MCB Graduate Program, students should ask the Program Coordinator for help with registration. In many cases, the Program Coordinator will be able to use a program credit card to pay for related expenses. If the student pays for related expenses with personal funds, they will need to be reimbursed. The Program Coordinator can also help with this. Please save all receipts. This award may be combined with Graduate School funds and other sources.

Reimbursements:

Please review the policies for reimbursements here. It outlines procedures, restrictions and what needs to be submitted based on University Controller guidelines. Be sure to review this before making any conference related purchases.

COVID-19

Travel to conferences or other professional development opportunities is currently not possible. Please see the latest Brown University Covid-19 guidelines for updates

 

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