University of New South Wales - Graduate Research School - Postgraduate Research Student Support (PRSS) Scheme

Objectives

The PRSS Scheme is a centrally funded initiative to provide eligible postgraduate research students with the opportunity to apply for funding to assist in presenting their research at local or international conferences.

In 2010, and students are able to apply for a maximum of $3,000 to present at conferences being held between 1 January 2010 and 31 December 2010.

Important Dates

Round 1

16 Nov 2009 - Applications for Round 1 open on myUNSW
14 Dec 2009 - Applications close
From 8 Feb 2010 - Students advised of outcome

Eligibility

The following enrolled postgraduate research students are eligible to apply for funds in Round 1 of the 2010 PRSS Scheme:

PhD students provided they will have completed at least two full-time semesters (or part-time equivalent) of enrolment as at 31 August 2009 and their candidature is on track for completion within eight full-time semesters (or part-time equivalent).
Masters by Research students provided that they will have completed at least two full-time semesters (or part-time equivalent) of enrolment as at 31 August 2009 and their candidature is on track for completion within four full-time semesters (or part-time equivalent).
Masters of Philosophy students provided that they will have completed at least two full-time semesters (or part-time equivalent) of enrolment as at 31 August 2009 and their candidature is on track for completion within three full-time semesters (or part-time equivalent).
Applications will only be considered if the student has demonstrated satisfactory progress towards timely completion of their degree at their latest Annual Progress Review. A copy of the applicant's latest Annual Progress Review must be lodged with the GRS by the School before funds can be released.
Applicants must be attending a conference and presenting a paper, poster or exhibition on their research work.
The date of the conference must be between 1 January 2010 and 31 December 2010. Students may apply for funds retrospectively or in advance of the conference.
Students may apply for funds to support costs for conferences that they have already attended provided all eligibility rules are met and they can provide the required documentation.
Students cannot apply for funds to attend a conference that is being held while they are on leave or which takes place after they have submitted their thesis. Students must be enrolled at the time that they attend the conference. Funds cannot be provided to students whose thesis submission date is prior to the end date of the conference, regardless of whether the student applied for or received an offer of PRSS funding before the submission of the thesis.

Funding

Funding may be used to support conference expenses including registration, air-fares or travel expenses, accommodation and living expenses. Eligible students may apply for a maximum amount of $3,000, depending on the location of their conference.
Students will not automatically receive these maximum amounts. Faculties may recommend an award of a different amount to those shown. The amount awarded will depend on the number of eligible applications received by each Faculty, and careful consideration of the budget submitted by the student as part of the application.

Maximum 2010 PRSS Conference Travel Scholarship depending on location of conference:

$3,000	Middle East, Pakistan, EU, South America, North America, Canada, Japan, Africa
$2,500	India, Hong Kong, Korea, China
$2,000	Brunei, Cambodia, East Timor, Indonesia, Laos, Malaysia, Myanmar, Philippines, Singapore, Thailand, Vietnam
$1,500	Western Australia (WA, NT), New Zealand
$1,000	Australia (TAS, VIC, SA, QLD)
$750	Australia (ACT, NSW)

Application Process

Students must submit an online application via myUNSW. Eligible students who wish to apply for PRSS funding in Round 1 should log into myUNSW and click on the Postgraduate Research Student Support Scheme icon.
Students are expected to have discussed their proposed conference attendance with their supervisor, prior to submitting an application for PRSS funds.
The online application must include the following information:

a) The name, dates and location (country and city) of the conference
b) The status of the oral, poster or exhibition for presentation ie, whether it has been (i) accepted, (ii) submitted or (iii) is yet to be submitted
c) Whether you have discussed your attendance at the conference with your supervisor and that the supervisor supports your PRSS application
d) The date and result of the last annual progress review
e) The number of semesters of enrolment completed at 31 August 2009
f) Whether any funding has already been applied for, or received from, other sources (School/Faculty/Supervisor/Other)
g) A brief statement outlining the benefits to the applicant's candidature
h) Any achievements related to the student's research (such as publications (in press or submitted), conference presentations or other achievements
Faculties will consider applications on a competitive basis and award the Travel Scholarships based on the available funding. Faculties and Schools may choose to supplement the PRSS Scholarship amount at their discretion.
The Graduate Research School will notify all applicants, successful and unsuccessful, from 8 February 2010 via their UNSW student email address (ie z1234567@student.unsw.edu.au).

Travel Booking Process

All students travelling with the aid of PRSS funds must follow the Guide to Postgraduate Research Student PRSS Travel at UNSW.

Information for 2009 PRSS funding recipients

Changes to Intended Conference

Students MUST NOT use PRSS funds for any purpose other than attending the approved conference. If circumstances change and a student wishes to attend a different conference, regardless of its location, they MUST seek approval from their Supervisor and the Graduate Research School BEFORE they do this. Then a Application for Permission to Change Conference form MUST be lodged with the Graduate Research School as soon as possible and before the student makes any travel arrangements.

If the student is unable to attend the approved conference for any reason they MUST refund the entire Travel Scholarship to the Graduate Research School as soon as they realise they will not be attending the approved conference. Change of Conference PRSS may be used only for the Conference/Exhibition that you indicated in your original application. It is a condition of the Award that you must attend this Conference/Exhibition. If, for any reason, you wish to attend a different Conference/Exhibition you must lodge a completed Application for Change of Conference form with the Graduate Research School. This form must be signed by your Supervisor and your Postgraduate Co-ordinator or Head of School. The Application for Change of Conference must be lodged and approved prior to your departure for the new Conference/Exhibition. If the application is approved you will be sent a new PRSS offer letter for this Conference. You will then need to follow the instructions above relating to Acceptance of Award Conditions / Proof of Acceptance By Conference and Proof of Attendance at Conference.

If, for any reason, you wish to attend a different Conference/Exhibition you must lodge a completed Application for Change of Conference form with the Graduate Research School. This form must be signed by your Supervisor and your Postgraduate Co-ordinator or Head of School. The Application for Change of Conference must be lodged and approved prior to your departure for the new Conference/Exhibition. If the application is approved you will be sent a new PRSS offer letter for this Conference. You will then need to follow the instructions above relating to Acceptance of Award Conditions / Proof of Acceptance By Conference and Proof of Attendance at Conference.

Payment of 2009 PRSS Funds

Funds for successful applicants will be paid only upon confirmation of acceptance of the paper for the conference and signing of the PRSS Acceptance of Award Conditions/Proof of Acceptance by conference form. Students must agree to spend the funds on attending the approved conference only and provide proof of attendance within two weeks of the conference date. By accepting PRSS funds students also agree to refund monies in full should they not attend the approved conference for any reason. Students must have a current satisfactory Annual Progress Review lodged with the GRS by their School before funds can be released.

It is important that you carefully read and exactly follow the instructions below. Failure to lodge the correct and complete documentation will result in delays in payment. If you have queries regarding your claim please contact Victoria Miller ( v.miller@unsw.edu.au) - always provide your student ID number, Faculty and School in all correspondence.

Acceptance of Award Conditions / Proof of Acceptance by Conference

In order to receive PRSS funds you must complete and lodge the Acceptance of Award Conditions / Proof of Acceptance by Conference form. You must indicate that you have read and understood the conditions of the award, and that you accept them. In addition, you must attach appropriate proof of acceptance of your paper or exhibition by the Conference/Exhibition organisers. You must then lodge this form, along with the proof of acceptance by Conference/Exhibition organisers, with the Graduate Research School as per instructions on the form.

Proof of Conference Attendance

For those whose approved Conference/Exhibition is after February 18 2009 for round 1 applicants or August 4 for round 2 applicants:

The Proof of Attendance at Conference form must be lodged within 2 weeks of the end of the Conference/Exhibition. On this form you must indicate that you have attended the Conference/Exhibition and you must attach proof of your attendance and then lodge this with the Graduate Research School. If this form is not lodged with appropriate proof within 2 weeks of the closing date of the Conference/Exhibition you will be required to return all PRSS funds.

For those whose approved Conference/Exhibition was before February 18 2009 for round 1 applicants or August 4 for round 2 applicants:

You do not need to lodge the Proof of Attendance form. Simply fill out the Acceptance of Award Conditions / Proof of Acceptance By Conference form and indicate that you have already attended the Conference/Exhibition. Both the proof of acceptance of paper/exhibition and proof of attendance must be attached to this completed form and then lodged with the Graduate Research School. Payment can only be made upon lodgement of these items with correct documentation attached.

Travel Insurance

If students have followed all appropriate procedures and are attending the approved conference, they are considered to be travelling on University business. If this is the case they are covered by the University Travel Insurance policy. See the Risk Management Department's website for further information (https://www.fin.unsw.edu.au/riskman/rmusplash.html and http://www.fin.unsw.edu.au/files/forms/rmu/2007TravelFAQsStudentsV2.pdf)

Students must check the policy and make sure it is appropriate for them. They may need to consider obtaining additional cover.

2010 Application Process Contact

Dominic Mooney
Project Officer
Graduate Research School
University of New South Wales

Tel: +61 2 9385 6736
Fax: + 61 2 9385 6238
Email: d.mooney@unsw.edu.au

2009 PRSS funding payment contact

Victoria Miller
Graduate Research School
University of New South Wales

Tel: +61 2 9385 4032
Fax: + 61 2 9385 6238
Email: v.miller@unsw.edu.au

Frequently Asked Questions

Does the application process occur on an annual basis?
Two rounds of applications were offered in 2009 and there will be two rounds in 2010. It is anticipated that a similar scheme will be offered again in 2011.
Can I apply for 2010 PRSS funds for conferences held before or after 2010?
No, the date of the conference must be between 1 January 2010 - 31 December 2010.
The conference I am hoping to attend will take place prior to when I am likely to find out whether I have been successful with my PRSS application. Can the application process be fast-tracked in order to allow me to make a decision regarding whether I can attend the conference prior to the conference being held?
The timeline is unable to be modified or fast-tracked. Therefore students may need to make a decision as to whether to attend the conference without knowing the outcome of their application. Students should discuss this with their supervisor. The Graduate Research School will notify applicants from 8 February 2010 for Round 1.
I will be attending more than one conference this year. Can I submit more than one application for funding?
Applicants may only submit an application for one conference in any funding year. Eligible students can only receive one allocation of PRSS funding in 2010 to attend a conference that is held between 1 January 2010 and 31 December 2010.
I received PRSS funding last year, am I eligible to apply again this year?
Applicants can apply for PRSS funding a second time providing they meet the eligibility criteria. However, if there are more applicants than available funding, preference will be given to students who have not previously received PRSS funding.
I have already made flight bookings through an independent travel agent, am I still eligible to apply for PRSS funding?
Students must use the University approved travel agent. These agents are obliged to match legitimate quotes from other sources. If they are not able to do so, students should contact Nathan Jones who is the University Procurements Category Manager - Travel (Tel: 9385 2687 Email: nathan.jones@unsw.edu.au). If you have already booked flights contact Nathan and let him know you found cheaper flights elsewhere. It is still important that you follow the rest of the Travel Booking Process outlined above.
I have received a quote for travel from an alternative travel provider which I would like to use to go to the conference. Am I able to use PRSS funds to book with this provider?
Students must use the University approved travel agent. These agents are obliged to match legitimate quotes from other sources. If they are not able to do so, students should contact Nathan Jones who is the University Procurements Category Manager - Travel (Tel: 9385 2687 Email: nathan.jones@unsw.edu.au). If you have already booked flights contact Nathan and let him know you found cheaper flights elsewhere. It is still important that you follow the rest of the Travel Booking Process outlined above.
I have a number of achievements that I wish to note in my application regarding "achievements related to your research", but do not have enough space to list all the details. What should I do?
This is intended to be a brief summary of your achievements only. Please be succinct and use dot points and/or a summary of key achievements only.
I have already submitted my thesis but it is still under examination. Am I eligible to apply for the PRSS conference funding?
No, students who have submitted their thesis are ineligible to apply for PRSS funds to attend a conference, unless you are applying retrospectively for a conference which took place prior to submission of the thesis.
I have not yet submitted my thesis. However the conference that I will be attending takes place after my intended submission date. Am I eligible to apply for the PRSS conference funding?
No, students must be enrolled at the time that they attend the conference. Once you have submitted your thesis you are no longer an enrolled student of the University.
Can I apply for PRSS funds for travel expenses for overseas field work or research seminars?
No, this scheme is only open to students presenting their research at conferences. Faculties and Schools may supplement these funds to provide additional support to students, and/or to provide support for other costs such as fieldwork, specialist equipment or materials required for research - any such funds will be independent of the PRSS Scheme and are at the discretion of the Faculties and Schools.
I am a practicum student - am I eligible to apply for PRSS funding?
No, practicum students are not eligible to apply for the PRSS scheme.
Am I eligible to apply for PRSS funding if I am on a leave of absence?
You can apply for funding while you are on a leave of absence. However, you must be enrolled at the time of the conference you wish to attend if using PRSS funds to do so.
Why have I received less funds than I applied for?
The absolute maximum that you can apply for has been set by the location of the conference (Please see table above). This does not mean that it is guaranteed that you will receive this amount if you are successful. If more applications are received for your Faculty than can be funded from the amount available, your Faculty may decide to award less than the full amount that you have applied for. If you are successful you will be advised in your offer letter what level of funding you have been awarded.
Where can I find out about other sources of funding?
Some Schools and Faculties are able to provide conference funds outside of the PRSS Scheme. Please contact your School or Faculty office to find out more. Your Postgraduate Co-ordinator may also be a good starting point. Alternatively travel scholarships may be found on Scholarship listings such as JASON and the GRS Scholarship Listing.
My paper has not been accepted for the conference that I applied for. What are my options?
If you have not yet lodged a Proof of Acceptance form and received funds, you may wish to look for alternative conferences to attend. You would then need to lodge an Application for Change of Conference and have this approved. If you have already been awarded funds it is imperative that you contact the Graduate Research School immediately. If you do not have a change of conference approved and do not attend the conference for which you were approved you will have to return the funds.
I have not yet completed an Annual Progress Review. Can I still apply for and receive PRSS funds?
The eligibility guidelines state that you must display satisfactory progress. Without satisfactory reviews at their most recent Annual Progress Review you will not be able to receive funds. Please ensure that your Annual Progress Review is completed and lodged as soon as possible.
I have just received a marginal or unsatisfactory progress review and I have been granted PRSS funds. Am I still eligible to receive the funds?
The GRS is unable to release funds to a student who does not display satisfactory progress throughout their candidature.
I have received my offer letter, but I have already attended the conference. Do I need to provide separate Proof of Acceptance and Proof of Attendance forms?
In this case you do not need to provide both forms. The Acceptance of Conditions/Proof of Acceptance form allows you to indicate that you have already attended the conference and that you will not be lodging a Proof of Attendance form later. To this you should attach proof that your paper, poster or exhibition was accepted and that you attended the conference. Information will be available on this page regarding acceptable proof once offers are made for each round.
My School/Supervisor has already advanced me the money to pay for the travel costs and I have agreed to reimburse them with the PRSS funds if I am successful. How can I arrange this?
If you are awarded funds through the PRSS scheme and you have made such an arrangement with the School or Supervisor, the Graduate Research School can arrange to have the funds transferred to your School or Supervisor directly. You would need to fill out the Acceptance of Award Conditions / Proof of Acceptance by Conference form as normal. However where you would normally enter your bank details please indicate that you would like the money to be paid to the School or Supervisor instead. If you have the details of the "chartfield" (internal UNSW account details) you can write these on the form. If you do not have this information please ask the relevant person within the School to email the chartfield details to prss@unsw.edu.au, quoting your name and student number to allow us to correctly allocate the funds.
Please be aware that there is no guarantee that any PRSS applicant will be successful or will be awarded all of the funds for which they have applied. If you have entered into an agreement such as this with your School you will need to discuss with them what you need to do if you are not awarded PRSS funds. You may be required to pay this money back to your School or Supervisor yourself.
Where can I find the T6 form mentioned in the Travel Policy? Where do I need to lodge this?
The T6 form can be found on the University's website here. The form should be lodged with your School. The GRS does not require a copy of the form.