Information for current postgraduates

Conference Support Funds

The School of History, Classics and Archaeology has a limited amount of funding able to support postgraduate students who are presenting a poster or a paper at a conference.

Awards are typically limited to a maximum of one award per applicant, per financial year (1 August - 31 July). Awards are capped at £250 for conferences in the UK/EU and £500 for conferences outwith Europe. Your application should clearly state the benefits of the conference in terms of your research and career development.

Rules for the award

  • It is important to note, Graduate School funding ties in with the University of Edinburgh’s financial year (1st August 21 - 31st July 22).  As such, should you successfully apply for funding for a course/research trip/conference which is after 1st August, 2022 it will be accounted for as part of the corresponding academic year September 2022 – July 2023. To avoid student hardship, and the ability to book for events in the future we will reimburse students as soon as possible following notification of award.  This may mean you receive your funds well in advance of the event, but it will be accounted for within the financial year the event actually takes place. Please bear this in mind when applying for funds later in the academic year.
  • We do not consider applications for a course/research trip/conference that occurred in the previous academic year.
  • Applicants must be matriculated postgraduate students in the School of History, Classics and Archaeology.
  • Applicants must be presenting a poster or a paper. Applications where applicants do not present a poster or a paper will not be considered.
  • Applications by students outwith the normal maximum period of study or who have already submitted their thesis for examination will not be considered. If you are beyond the prescribed period of study, you should explain clearly on the form why participating in this conference is essential to your career development.
  • Applications must include a copy of the conference programme or similar documentary evidence of participation in the conference programme, such as a letter/email inviting you to give a paper.
  • Applicants must adhere to HCA’s Student Expenditure Guidelines (secured), including the use of the most economic means of transport. The fund can contribute to accommodation costs, but will not pay for usual daily costs such as meals.
  • Please note that it is not possible to claim for baggage handling fees whilst travelling.
  • Applications must be accompanied by a case for support from the applicant’s programme director or supervisor.
  • The School is unable to reimburse students for any travel arrangements that are cancelled.  Refunds should be sought either via the original travel operator, or the University’s Insurance Office.
  • If successful in your application, you may be asked to write a brief report after the conference on how the conference contributed to your career development.

Application Procedures

  • In the first instance, students should download a copy of the Conference Support Fund application form (below). 
  • The application form must include a strong statement of support from the primary supervisor, who must email the completed form to GradSchool.HCA@ed.ac.uk from their staff email account.
  • Where other funding has been applied for, applicants must provide evidence prior to making a claim to show whether this was successful to avoid 'double-funding'.

 

Awards Procedure

  • The application deadlines are noon on 27 October 2021, 19 January 2022 and 5 April 2022.
  • Applications received prior to each deadline will be consider at a funding panel meeting and applicants will be notified after minutes have been approved by the chair. Funding panel meetings will take place on 17 November 2021, 9 February 2022 and 30 May 2022
  • As funds are limited, there is no automatic entitlement to funding and a full case for support must be submitted for consideration. The funding panel includes the Director of Graduate Studies and representatives each of the three subject areas. If there are more applications than monies available in each round, then priority will be given to students who have not previously received funding and who have the strongest case for support.
  • You will be notified of the outcome of your application by email, and be invited then to submit an expenses claim form and original receipts for reimbursement up to the value of the award made to you.

Procedure for claiming awards

  • All expense claim forms should be submitted within 6 weeks of expenditure. A signed claim form should be accompanied by all original receipt/s, a credit card slip on its own is not sufficient.
  • Claims receipts should be emailed to hca.finance@ed.ac.uk
  • Any queries regarding any claims should be emailed to hca.finance@ed.ac.uk with fund name in the subject header.