Funding Opportunities

Conference Funding

Through a collaborative effort, the Office of Graduate Studies and Research and the GSA provide a limited number of awards to assist selected Arts & Sciences graduate students who are attending or presenting at a research conference.

Conference funding awards are financed through the Office of Graduate Studies and Research. However, these awards are solely administered by the GSA. The goal of the Conference Funding program is to supplement other funding sources and to help offset the expenses that graduate students accrue while advancing their scholarship and knowledge. Since conference experience and attendance are critical for the job market, this award is designed to encourage graduate student presence at conferences by addressing some of the limitations of other funding sources.

With grants of up to $350 for in-person conferences or $150 for remote conferences, this fund is intended to assist A&S graduate students in attending academic conferences, events, or workshops. Grants can cover registration fees or organization membership fees that are required for conference registration. Currently, these grants can only be used for remote participation in online conferences.

Please also note that conference funds cannot be awarded to graduate students for conferences they will attend after they graduate. Please feel free to contact Sarah Glosson if you are unsure whether this guideline will apply to you or not.

We recommend you screenshot or print the confirmation webpage you will receive once your application has been submitted. You will not receive a separate email notification that your application has been received.

Funding Guidelines

Before applying online for OGSR/GSA Conference Funding, please take a moment to review the general eligibility requirements:

Individuals can receive one award per calendar year (January-December). However, you can apply again if you do not receive funding.

Conference Funding is only awarded to Arts & Sciences graduate students attending or presenting at a research conference.

Students attending International Conferences (i.e.: anywhere outside the 50 U.S. States and D.C.) will need to complete the International Travel Waiver form as well as purchase the required CISI Travel/Medical Insurance prior to your departure. Coverage is provided at a flat rate of $170 per semester, or $65 for the summer. Both the waiver form and a copy of theCISI insurance form must be submitted to your Department/Program prior to your departure. Information concerning the required CISI Comprehensive Medical and Evacuation Insurance can be found on the web. The CISI Insurance is coordinated through the Reves Center.

Students graduating must complete their travel BEFORE their actual graduation date.

Contact your department/program administrator immediately for instructions and guidance on the expenditure/reimbursement policy and procedure. Your administrator will guide you through Commonwealth and institutional regulations. Please follow their instructions carefully. You may be required to submit original receipts. Please note that as of July 23, 2019, the university is no longer able to reimburse for Airbnb, VRBO, or other similar lodging services. Visit the website of the Office of Travel Management for current policies on eligible expenses.

Federal regulation mandates that payments made to a Non-Resident Alien be analyzed for tax compliance. This process can take up to an additional 30 days for the award to be eligible for a refund. Please note that if an NRA is found to have a tax liability, that tax amount is deducted from the award total and the student will receive the remaining amount of the award. Non-Resident Alien students will be contacted directly by email from Payroll concerning the Foreign National Information System (FNIS) and how they should proceed. If you do not receive an email at least one week after your award notification, please contact the Payroll Office directly at 757-221-2848.

Review Process

Applicant Selection Criteria

Awards are based upon a subjective review of the application by the GSA. Every effort will be made to preserve the integrity of the confidential, blind-review selection process. Applicants should clearly justify the need and importance of attending the conference. Applicants who apply for other funding sources are given priority. Other criteria that are considered include, but are not limited to, the applicability of the conference to the student’s research, scope and importance of the conference (small regional meeting v. international congress), the distance to the conference, and the cost of the trip. We encourage everyone to apply; however, we give special consideration to conference presenters.

Applicant Selection Timeline

The GSA Committee for Conference Funding will meet within one week of the deadline to consider applications. The students who receive awards will be notified in writing within 14 days following the application deadline.

Committee

The GSA Committee for Conference Funding will consist of several GSA Executive Officers and Departmental Representatives, with Committee members balanced as evenly as possible between the Arts & Sciences. The Committee will judge applications blindly; OGSR will redact names and email addresses from applications before forwarding them to Committee members. To avoid a conflict of interest, members of GSA who apply for Conference Funding may not be part of the Committee during that application cycle. Committee members may not vote or otherwise participate in allocation decisions for applications coming from their department.

Applicant Requirements

Award recipients of Fall research grants (only) who wish to receive full funding ($400 invited presenter or $300 accepted presenter) are required to submit an abstract for the Graduate Research Symposium (March 2022). If you wish to receive the $200 award to attend a conference you are not required to submit an abstract for the GRS.

To receive Conference Funding, your respective Department Representative must be in "Good Standing" with GSA.



Deadlines

Fall Award Cycle

Conferences taking place September 1 - December 31, 2021 (application deadline: September 10, 2021)

Spring Award cycle

Conferences taking place January 1 - May 31, 2022 (application deadline: February 4, 2022)

Summer Award cycle

Conferences taking place June 1 - August 31, 2022 (application deadline: March 11, 2022)


Please do not apply ahead; only apply for the current -- nearest upcoming deadline -- award cycle.

For Awardees

Congratulations on being awarded Conference Funding!

To receive your award, contact your department/program administrator immediately for instructions and guidance on the expenditure/reimbursement policy and procedure. Your administrator will guide you through Commonwealth and institutional regulations. Please follow their instructions carefully. You may be required to submit original receipts.

Individuals can receive one award per calendar year (January-December). However, you can apply again if you do not receive funding.

Students graduating must complete their travel BEFORE their actual graduation date.

Federal regulation mandates that payments made to a Non-Resident Alien be analyzed for tax compliance. This process can take up to an additional 30 days for the award to be eligible for a refund. Please note that if an NRA is found to have a tax liaiblity, that tax amount is deducted from the award total and the student will receive the remaining amount of the award. Non-Resident Alien students will be contacted direclty by email from Payroll concerning the Foreign National Information System (FNIS) and how they should proceed. If you do not receive an email at least one week after your award notificaiton, please contact the Payroll Office directly at 757-221-2848.

If you are eligible for any additional reimbursements from your department for this travel, you must work directly with your graduate program administrator. Your Department will need copies of your receipts if you’re eligible for additional reimbursements.


Student Leadership Development also provides opportunities for conference and travel assistance. Before applying, we ask that you check with your advisor and/or your Director of Graduate Studies (DGS) to learn whether they have existing grant funding or private funds you may use to cover the costs of conference registration. By doing so, you help us ensure we can assist the most students with our limited resources.

Other Funding Opportunities

The Office of Graduate Studies and Research accepts applications for Student Research Grants.

The Reves Center for International Studies offers a variety of funding opportunities to the students and faculty of William & Mary.

Depending on the nature of your graduate program and research, you could well be seeking additional funding opportunities.