The School of Graduate Studies Research Travel and Field Work Fund (SGS Grant) is designed to support highly meritorious students whose PhD research and scholarly activity requires travel to and extended stay at locations more than 200 km from McMaster. The Fund is intended to support projects that are critical for completion of the PhD thesis and that normally would not be possible through other means.

The SGS Fund is intended to be a grant-in-aid of research and is not expected to cover the full cost of travel or field work. It also is not intended to fund the research itself, but the travel to do the research, as outlined in your budget justification and in accordance with the competition guidelines.

Note: The SGS Grant in Aid for Research Travel & Field Work Application is NOT for attending conferences or courses.

Available Funding: up to $25,000 per competition to support on average, 4-6 applications

Eligibility

• Only in-time, full time PhD students;
• Canadian citizens, permanent residents and international students from all Faculties;
• Students must have completed their comprehensive examinations and formal PhD research proposal by the application deadline of February 28, 2025.
• Students must have their supervisor committee’s approval to travel, and
• Students are eligible to receive this funding only once during their PhD studies

Guidelines

Awards are for a minimum period of four weeks, and a maximum period of twelve months.

Individual awards will be given to a maximum of $3000 for trips of up to 3 months, $5,000 for trips of up to 6 months, and $7,500 for trips of up to one year. Note that the award is not intended to cover the full cost of travel or field research, and the number of awards given in each competition will vary, and are subject to the discretion of the School of Graduate Studies.

Funding will not be provided for research equipment, computer hardware and most software, office supplies, communication costs, medical, toiletry or other personal items. Because funding is limited, and intended to defray essential research costs rather than fully fund fieldwork, the following items will receive highest priority:

• significant travel costs for field and archival research activities, including economy travel (air, rail, bus) or travel by car (for distances greater than 200km); visas, required research permits and/or site entrance fees;
• medical supplies and/or immunizations mandated by international health regulations that are not covered by health insurance; and
• in extraordinary circumstances (e.g., documented higher than typical costs), housing and food costs over and above the expenses normally incurred while not in the field (please itemize current expenses and estimated expenses while in the field)

Note: It is the responsibility of the student to ensure the application is complete and has been through the appropriate approval channels.

Students should retain all receipts and follow McMaster’s normal process regarding travel claims.

Please keep:

• all original receipts
• copy of award letter
• letter(s) of invitation (if applicable)

and submit them to your department within 20 days after your return.

We recommend taking a copy of the receipts for your personal record keeping. Your department will process your travel expenses through Mosaic.

Application

Applications are to be uploaded to MacDrive as one combined pdf document in the order listed below by Friday, February 28, 2025.

A complete application package consists of the following:

1. Completed Checklist
2. Application
3.  Budget Template and Justification Justify efforts to minimize the costs of travel and avoid unnecessary expenses (i.e., economy transportation, shared accommodation, etc.). Explain what other actions have been taken to secure funding from sources other than the SGS Grant, such as other scholarships or bursaries, the applicant’s Supervisor, Department, or Faculty. If no supplemental funding has been requested, please explain why. Estimates of travel costs (e.g., via expedia.com), should be attached, if applicable.
4. Research Proposal (maximum 2 pages) Describe your proposed work and explain why the travel is critical to your dissertation. The proposal should include justification for travel, the nature of the research, location and duration. Keep in mind that reviewers outside your field will be reading your proposal, so the contribution of the travel to one’s thesis work must be explained with detail and clarity, without including excessive field-specific jargon. A description of the nature and form of the proposed outcomes assessment also should be included. Note: If the applicant feels it is necessary, additional pages my be included for their bibliography/references.
5. Study Plan/Timeline (maximum 1 page) Describe a plan of study that ensures academic success during travel and after return. Key dates and milestones should be included.
6.  A letter of invitation/support from host institution/organization, if applicable.
7. Copy of all postsecondary transcripts.
8. Letter of recommendation and support (signed and on letterhead) from the applicant’s supervisor, explaining the necessity or importance of such travel to the applicant’s completion of his/her PhD thesis. This letter also should provide a full description of the supervisor’s current and applied grant funding, including funding agency, program, title, amount, and dates of the funding period. The letter should explain the level of financial support the supervisor is providing to the student in support of the travel.