Travel and Conferences

Everything you need to know in order to submit your Travel and Conferences application can be found on this page!

2011/12 Travel and Conferences Application:

Before you download the application form, please be sure to review the information below regarding:

1. Student Eligibility Regulations (for all PAF categories)
2. Funding Eligibility Regulations (for all PAF categories)
3. Committee Guidelines
4. Student Safety
5. Upcoming Dates & Deadlines

Please note:

• All applications must be submitted online using the downloadable application form from this page.
• Applications will not be accepted after the deadline.
• Engineering student team applications must include expected travel costs in the Project & Field Trips application, and not in a separate application to the Travel & Conferences committee.

I. Student Eligibility Regulations (for all PAF categories):

1. All applicants must be UBC engineering undergraduate students in good standing at the time of the application, and during the period of the project itself.  The project itself may involve students outside of the undergraduate engineering population, but PAF funding will not cover their participation in the project.

2. Applications will be accepted from students, student groups or clubs affiliated with the Faculty of Applied Science, specifically the School of Engineering. Applications will NOT be accepted from faculty members, staff, or off-campus organizations, or from UBC students applying on behalf of off-campus organizations.

3. Each PAF-funded applicant is required to submit a brief final report that summarizes the outcomes of their event/project/travel as per the deadlines presented on the PAF website.  Students who do not submit a Final Report will not be eligible for funding for the next PAF year.

4. Funds that remain unspent must be returned to the Fund Committee.

5. If awarded PAF funds, applicants understand they are ambassadors of both UBC and the Faculty of Applied Science, and as such, agree to behave in a manner suitable to representing the University. If applicants do not abide to acting in a professional manner, they will not be reimbursed PAF funds.

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II. Funding Eligibility Regulations (for all PAF categories):

1. Student applicants MUST meet eligibility regulations as listed in Student Eligibility Regulations above.

2. Applications must support co-curricular activities and projects that lie outside, but yet are complementary to, the engineering curriculum.  No curriculum-based activities are eligible for funding.

3. Applications must be received before the application deadline.

4. The event or travel must occur after the first day of Winter Session Term 1.

5. Students should be aware that applications by individuals on their own behalf are rarely, if ever, funded.  Greater consideration will be granted to applications that benefit a greater number of the student body, directly or indirectly.  Project examples of indirect benefit to students could include:

• Establishing relationships between UBC Engineering and institutions or companies
• Representing UBC by giving a presentation at a conference
• Anything that would result in positive media attention for UBC Engineering
• Giving a talk at UBC to share what you have learned with other students.

6. Applications should not be reliant on solely PAF funding: it is expected that students will secure additional sources of funding.  Additional funding solicited and secured must be noted in the completed application to support their proposal.

7. Please note the following restrictions on funding:

• No student salaries/wages/coop fees shall be reimbursed by PAF funds.
• Meal costs are considered normal living expenses and therefore will not be considered for reimbursement.
• No alcoholic beverages shall be reimbursed through PAF funds.
• Where vehicle mileage is claimed, standard UBC rates shall apply.  Each car should have a minimum of four people (three plus driver) in order to receive the full mileage amount.

8. Please note the following guidelines regarding field trips:

• To be eligible for funding, a field trip must meet the following criteria:
  • The trip is non-curricular
  • The trip is student-run
  • The trip has industry funding[1]
• PAF will only match industry funding, to a cap of $10,000
• Please note: Funding will be allocated to the lesser of either the industry matching cap of $10,000, or the number of students at the per capita funding limit (see below; i.e. 10 students on a Fraser Valley field trip will receive a maximum of $2000, regardless of the industry funding)
• If industry match is not secured at the time of the application, a history of past funding must be included in the application
• Note: Please see regulation #13, UBC Policy 69: Student Safety Abroad.

9. Travel and Conferences and Field trip funding will be allocated based on the region of travel:

• $200/student for local events
  (e.g. Metro Vancouver & Fraser Valley Region)
• $400/student for non-local but western area

(e.g. BC, AB, SASK, MAN, WA, OR)

• $600/student for eastern and international events

Note: Please see regulation #13, UBC Policy 69: Student Safety Abroad.

10. Industry nights:

• Industry nights defined as networking/social events with or without industry/alumni participants are eligible for funding not to exceed $500 to encourage departmental and industry support.
• Industry nights are only eligible for funding one time per academic year per department.

11. Engineering projects and design teams are funded to a maximum of $12,000/group or team, which includes travel.

Note: Please see regulation #13, UBC Policy 69: Student Safety Abroad.

12. International Service Learning participants:

• If you have been awarded an ISL Scholarship through the Faculty, you are not eligible for PAF funding.
• If you have not been awarded an ISL Scholarship through the Faculty, you are eligible for PAF funding through the “Travel & Conferences” funding pot.

Note: Please see regulation #13, UBC Policy 69: Student Safety Abroad.

For all students travelling outside of Canada, it is required that you register your travel plans with the University through the Go Global Office. For more information, see UBC Policy 69: Student Safety Abroad:  http://www.universitycounsel.ubc.ca/policies/policy69.pdf

¹ This guideline was waived for the 2008 applications, but will be implemented for 2009 after discussions with affected departments.

² “Industry funding” refers to any funding that is external to UBC (UBC funding options, i.e. Walter Gage, etc. would not apply.)

Based on historical application levels, the allocations for available funds for travel and conferences that occur throughout the year are as follows:

• The maximum amount of money allocated in the first meeting of the year shall be 50% of the available funds for the T&C Subcommittee for the year.
• The maximum amount of money allocated in the second meeting of the year shall be 35% of the remaining funds for the year.
• The maximum amount of money allocated in the third meeting of the year shall be 15% of the remaining funds for the year.

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III. Guidelines for the T&C Subcommittee:

The Committee utilizes the PAF SCORING RUBRIC as a guide in its decision making process.

Based on student and faculty feedback, please refer to the 2011/2012 edition of the PAF GUIDELINES, as well as the Student Safety Abroad Policy 69 [162 KB PDF].

Greater consideration will be granted to applications that demonstrate:

1. Demonstrate Financial responsibility through:

• Submitting a full budget, including all relevant costs and the source of all funding
• Submitting multiple budgets, demonstrating alternatives to the application
• Showing personal financial contributions from participants
• Proposing possible supplemental funding from other sources (departments, other funds, etc.)
• Including your past record of meeting PAF funding obligations (i.e. reports)

2. Demonstrate indirect benefits to engineering students that will not be receiving the funding, including:

• Establishing relationships between UBC Engineering and other institutions or companies
• Representing UBC by giving a presentation at a conference
• Anything that would result in positive media attention for UBC Engineering
• Giving a talk at UBC to share what you have learned with other student

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IV. UBC Student Safety Abroad Policy

The Safety Abroad website contains information about UBC’s Student Safety Abroad Policy (161KB PDF) .

For more information on the following, please contact the Go Global Safety Abroad Advisor at safety.abroad@ubc.ca or 604.822.0942.

• Pre-departure safety briefing: Students and staff/faculty can request a safety briefing [link to: http://www.students.ubc.ca/global/safety-abroad/faculty-and-staff/request-a-safety-briefing/] for any group of UBC students going abroad for any activity related to the UBC student experience.
• If you would like more clarification on UBC’s Student Safety Abroad Policy (161KB PDF)

V. 2011/12 Travel and Conferences Dates/Deadlines:

Be sure to make a note of these important dates and deadlines on your calendar!