PURPOSE
The purpose of the Student Conference Travel Award is to provide support to medical students to attend a regional, national, or international conference. This support aims to help students pursue various extracurricular opportunities and to present their original work, including research, or represent the UWSOM at meetings, workshops, and conferences. The travel award is intended to enhance medical education, foster professional development, and showcase the extensive research efforts of UWSOM students to the greater medical community. Any School of Medicine student in good academic standing may apply for the award, including students who are on a leave of absence.
AVAILABILITY OF FUNDS
The distribution of the money is determined by MSA board members. The distribution of funds depends on the amount of funds available, the number of applications received, the amount of money being requested, and the purpose of the students’ attendance at the conferences. The MSA works diligently to maximize the funds to cover as many students as possible while still making the award large enough to be helpful.
Students are encouraged to seek additional travel funding from departments, advisors, or other outside sources such as:
- National office that is affiliated with the Student Organization
- Departmental funding
- Principal Investigator of project
WHAT DOES THIS AWARD FUND?
Awarded recipients will receive monetary support to attend a virtual regional, national, or international meeting, workshop, or conference. It cannot be used to fund travel to conduct research.
FUNDING FAQs
Can I receive 2 travel awards in the same academic year?
No. Students can only receive one award within the same academic year (see next question for an exception).
Can I submit 2 applications for 2 different conferences in the same application cycle, in hopes that one would be funded?
Students can submit only 1 application per round. If the conference is not funded in round 1 (September/October), a student can submit a second application in round 2 (February/March).
I received a travel award but I couldn’t attend the conference – what happens?
In this case, you cannot keep the award money for a future conference. Money can only be used for the conference to which you applied. If you cannot attend the conference, the money would be “returned.”
I didn’t use all my funds (e.g. I got a cheaper flight than expected) – what happens to the leftover money?
The money you don’t need will go back into the common “pot” of money to be distributed to other students who need it.
Please note that for students who are also UW employees, reimbursement requests submitted more than 60 days after travel was purchased or completed may still be paid; however, depending on the circumstances, they may be processed as taxable income.
Look for newsletter announcements during the application window. Final notices will go out to all students who submit an application within ~3 weeks from the deadline.
SUBMISSION METHOD
All submissions must be submitted electronically by clicking on the below link and completing the on-line application:
https://forms.office.com/r/B1e4MRDazk?origin=lprLink
HOW ARE THE AWARDS PRIORITIZED?
In the application survey, students will be asked about their reasons for attending the conference. By noting your reason(s) for attending the conference, the MSA will be able to determine how to best distribute the funds. In general, students who plan to present at a conference will be placed at a higher priority than students who are only attending the conference.
NOTIFICATION
Notices will go out to students within ~3 weeks from the application’s deadline. Students will be notified if they have been awarded a travel grant and how much the award amount is.
GETTING THE MONEY
If students receive a travel award, they will work with the Student Affairs office regarding payment/reimbursement. The award notices will outline this process in more detail.
Travel Information
Questions?
Contact us at: adminsa@uw.edu