Virtual Conference Award

Graduate students presenting at a virtual academic conference can apply to the Graduate School for up to $200 to cover conference registration.

Virtual Conference Award (VCA) is designed to provide students the opportunity to present research accomplishments to the academic community via a virtual platform.

All applications must be submitted online through our Travel Awards Portal. 

 

Award Eligibility

• Actively enrolled in a U Master’s, Ph.D., or Professional program. 
• Presenting at a conference 

You must provide verification that your abstract has been accepted to present at the conference you are attending. This can come in the form of an email from the conference stating that you have been accepted to present. 

• Have not already received this award or another grad school award within the fiscal year. 

This is a one-time award, meaning graduate students are only eligible to receive the VCA once during their graduate career. Students are not allowed to receive more than one travel award per fiscal year (July 1 – June 30). This includes all Graduate School awards (GSTAA, ECPDP, & VCA). 

• Approval from home department. 

Applications are not considered complete until the Graduate School has received verification that you are presenting at a conference, approval from your department travel coordinator, and approval from your department chair. After you submit your application, an automatic email will be sent to the department travel coordinator that we have in our system letting them know there is an application that is pending their approval. After your coordinator approves your application, an automatic email notification will be sent to your department chair letting them know there is an application that is pending their approval. You are welcome to work with your department to move this approval process along.  

If you have questions on department approvals, please reach out to Sabrina.d.smith@utah.edu. 

• Have all of the above submitted to the Graduate School prior to your conference date. 

Applications that are missing any of the necessary information will not be processed. If we do not receive the necessary information prior to the conference date, the application will be canceled.  

**Funding from the graduate school is not guaranteed. Funds are awarded on a first-come, first-serve basis according to the month of your conference date. If there are no funds available for the month of your conference, your application could be waitlisted. ** 

 

When You Apply

The VCA online application must include the following: 

1. A completed online application including the certification of eligibility to receive funding as a U.S. citizen or a citizen of another country who is lawfully present in the U.S. certification is done on the application.
2. A copy of the abstract or project description submitted for the conference; copy and paste to the application.
3. Expense estimate for conference registration; done on the application.
4. A single-page statement about the value of the meeting and presentation to your professional development as well as to the mission of your department or research lab; type or copy and paste to the application.
5. A copy of the acceptance letter or email showing you have been accepted to present at the conference or meeting needs to be forwarded to sabrina.d.smith@utah.edu.  Any applications received that do not have an acceptance confirmation on file will not be processed until The Graduate School receives it, this could cause a delay in your application being processed.

 

Using Your Award

The VCA is processed as a reimbursement through the ePR system after the student has presented at the conference.

Forfeiture of Award: Funds awarded may only be used to pay the conference registration fee up to the awarded amount. The Graduate School has the right to rescind the award if the graduate student cancels, does not attend, or fails to meet VCA qualifications. Refer to the award letter for the terms of the award. 

Please note that any awards not claimed (submitted for reimbursement) within 60 days of the conference will be forfeited. 

 

VCA funding can reimburse: 

• conference registration fees 
• abstract fees

VCA does not reimburse: 

• society memberships/membership fees 
• poster preparation fees