The intention of these awards is to provide opportunities for Postdoctoral Research Fellows researchers who are registered for the 1st, 2nd, 3rd, 4th and 5thyear of postdoctoral research at UCT. Fourth and Fifth year applicants will only be considered with strong motivation and under exceptional circumstances. (Eg. extensive research work required before research may be presented.)These Travel Grants are available, via competitive application, towards the costs of travel, conference registration and subsistence. UCT Postdoctoral Conference Travel Grants are not full-cost and are intended to provide a contribution towards the full cost of international or local travel* travel.

Note: The following SADC countries are not considered to be “international”, and the local value (R8,000 maximum) will apply: Namibia, Botswana, Swaziland, Lesotho, Zimbabwe and Mozambique.

Closing dates for application – There are two rounds of application. The first closing date is the 9 March. This closing date may suit PDRFs applying to travel between April and September. The 2nd and final closing date is the 31 Augustwhich may suit PDRFs wishing to travel between October and March 2018. The Selection Committee meets in March and September.

Values:
Local Conferences – Up to a maximum of R8000
International Conferences: Up to a maximum of R20,000

CONDITIONS OF AWARD AND APPLICATION PROCEDURE

  1. Only individuals who are registered at the University of Cape Town as postdoctoral research fellows (PDRFs) are eligible.
  2. Full time members of staff are not eligible to apply for these Grants.
  3. Applicants who are offered awards must take up the offer whilst registered as PDRFs at UCT.
  4. Only one travel grant per PDRF may be awarded in any one year.
  5. The award of Travel Grants is conditional on the presentation of a paper at the conference.
  6. No applications will be accepted for research visits or for participation in academic programmes in other countries. The travel grants are intended for attendance and presentation at conferences.
  7. The Grants are not full-cost and payment to selected candidates will only be processed on proof that sufficient alternative funding has been secured. Applicants are required to provide documentary evidence of applications to alternative sources for funds towards the costs of attendance at the conference. Awards that are offered to PDRFs who have not sourced the balance of funds required and stated in the budget, will be withdrawn. It is compulsory to provide information on applications/ awards of alternative funds. See No.’s 67 of the application form. The applicant’s Principal Investigator (PI) must indicate the value of support that he/she will provide.
  8. An abstract of the paper to be presented at the conference must be attached to the Application. This document must not exceed ONE A4 page in total.
  9. Proof must be shown that the paper has been accepted by the Conference Organisers. Please attach documentary proof of acceptance if possible. If acceptance has not been received by the closing date, the application may still be submitted and proof of acceptance sent in later. If a travel grant is offered to a PDRFwho has not provided proof of acceptance, payment of the grant will not be made until proof of acceptance is submitted.
  10. A full budget must be compiled in the space provided on the application form. Quotations supporting costs must be attached to the application.
  11. Cost for accommodation, subsistence and travel will only be considered for ONE DAY BEFORE and for ONE DAY AFTER the official dates of the conference.
  12. Written motivation for attendance at the conference from the applicant’s Principal Investigator must be attached. Please note that a signature on the Application Form does not constitute motivation. If the required motivation is not submitted, the application will be disqualified.
  13. Retrospective applications will NOT be considered. It is important to note that Conferences that take place before the closing date will be considered as RETROSPECTIVE.
  14. Conference Travel grants are applied for on a competitive basis and are assessed on the technical and scientific merit of the application, output of the applicant (where applicable), on the relevance of the research to UCT, and on the availability of funds. Therefore NO GUARANTEE IS GIVEN THAT THE APPLICANT WILL RECEIVE A CONFERENCE TRAVEL GRANT. Preference will be given to applicants who have not previously attended an overseas conference.
  15. Awards made apply ONLY to the conference named in the original application.
  16. Incomplete and/or late applications or applications from ineligible candidates will not be considered.
  17. PDRFs must have obtained the doctoral degree by the closing date of applications to be eligible for a travel grant. Document(s) providing proof of obtaining the PhD must be attached.

It is compulsory for successful candidates to submit a brief report on their return with specific details on any publications that may result from the conference. Failure to do so will result in cancellation of the award made and recovery of the funds paid out.

No exceptions will be made to the above criteria.

Postgraduate Centre & Funding Office, Upper Level Otto Beit Building University of Cape Town

Enquiries: Mrs Stacey Moses – 021 650

The University of Cape Town

Postdoctoral Conference Travel Grant - Application Form

  1. APPLICANT’S PARTICULARS

Full Name and Surname / ID/Passport Number
FOR OFFICE USE ONLY
GENDER / Male / Female / RACE / African / Coloured / Indian / White
UCT Registration Number / Preferred Email Address
  1. ACADEMIC PARTICULARS

FACULTY / Department
Year of Registration / 1st / 2nd / 3rd / 4th / 5th
Particulars of research project
Name of Principal Investigator
  1. ABBREVIATED CURICULUM VITAE (postgraduate career)

A. Total number of peer reviewed journal and book chapter publications to date
B. Total number of the above publications that you are the senior/lead author
C. Total number of peer reviewed conference proceedings to date
D. Total number of the above publications that you are the senior/lead author
Total number of the ALL peer reviewed publications to date (i.e., A+C)
Publication list of all peer reviewed publications to date (not in review): authors, date, title, journal, vol, pages.
1)
2)
3)
4)
5)
6)

NB:Please attach proof of having obtained the doctoral degree.

  1. CONFERENCE PARTICULARS

Please indicate if the conference will be held locally or internationally / LOCAL / INTERNATIONAL
Name the type of conference you will be attending? (eg. virtual, attending)
Name of Conference
Organisers:
NOTE:If you have attended a conference in this year, you are required to submit the abstract of conferences presented in the last 12 months.
Title of Paper for presentation
Dates reflecting duration of Conference / First day: / Last day:
Registration Cost: / Location:

NB:*Attach an abstract of paper to be presented

*Proof of the paper’s acceptance must accompany this application, or it must be forwarded as soon as it is received by the applicant.

  1. TRAVEL DETAILS

Date of Departure / Date of Return
Cost of most economical return airfare/other: (Attach a minimum of three quotations from either one or more Travel Agents)
Cost of Transfers: / Number of days at Conference
Estimated cost of accommodation and meals: Per Day:

Total Estimated Cost of Subsistence:
Total Estimated Cost of Subsistence inclusive of ONE day before and ONE day after the Conference ONLY:
Download or view rates to be used:
Please Note that only costs for the days of the Conference will be considered. Costs for additional time and travel cannot be considered.
  1. DETAILS OF SUPPORT APPLIED FOR/SECURED VIA PRINCIPAL INVESTIGATOR

Note: The University Research Committee Sub-Committeerequires that yourPrincipal Investigator (PI) either provide funds towards the cost of your attendance or that he/she assist you to secure funds.

The UCT PDRF Conference Travel grants are not full cost. Your application will not be considered if you have not applied for or secured alternative support, and any grant offered to you will be subject to proof that the balance of funds have been secured.
Name of Principal Investigator and amount being awarded by Principal Investigator (State whether such support has been confirmed or applied for).
Source of Award / Value of Award / Applied For (Tick) / Funds received (Tick)
  1. SUMMARY OF COSTS: COMPLETION OF THIS SECTION IS COMPULSORYAND SUPPORTING DOCUMENTATION MUST BE ATTACHED

Exchange rate used at time of application to calculate summary and provide link from which it was downloaded
Rate: / Website:
AIRFARE/TRANSPORT / ZAR
TRANSFERS- you may only include the cost of transfers for one day before and one day after the date of the conference. / ZAR
ACCOMMODATION- you may only include the cost of accommodation for one day before and one day after the date of the conference. / ZAR
SUBSISTENCE- you may only include the cost of subsistence for one day before and one day after the date of the conference. / ZAR
REGISTRATION FEE / ZAR
OTHER (give detail) / ZAR
TOTAL / ZAR
  1. DETAILS OF OTHER CONFERENCES ATTENDANCE

Note: It is compulsory to provide details of all conferences attended regardless of source of funding.

Please tick if no conferences attended

State full details of conferences previously attended:
Name of
Conference / Location of
Conference / Date of
Conference / Was any of these conferences funded by the Postgraduate Funding Office
Indicate Yes/No
  1. FOR COMPLETION BY THE APPLICANT

I, agree to comply with the conditions of the UCT Postdoctoral Conference Travel Grants. I understand that the Conditions of Award are not negotiable.
Signature ………………………………………………….. Date / /
  1. FOR COMPLETION BY THE APPLICANT’S PRINCIPAL INVESTIGATOR

I, confirm that I am the applicant’s supervisor and I submit below/ attach/have emailed the required letter of motivation in support of this application. You may write your motivation below and on the back of this page OR you may attach a separate letter of motivation. Please note that success of this application will depend largely on your support and motivation.
Signature ………………………………………………….. Date / /
  1. FOR COMPLETION BY THE APPLICANT’S HEAD OF DEPARTMENT

I, confirm that I am the applicant’s HOD and I submit below/ attach/have emailed the required letter of motivation in support of this application. You may write your motivation below and on the back of this page OR you may attach a separate letter of motivation. Please note that success of this application will depend largely on your support and motivation.
Signature ………………………………………………….. Date / /

NOTE:PDRFs are encouraged to submit applications even if confirmation of attendance has not been received from the Conference organisers. However, if such an application is successful, the Travel Grant can only be claimed on submission of proof of acceptance to the Conference.

2. The University of Cape Town reserves the right to:

  • cancel incomplete and late applications
  • refuse acceptance of ad hoc applications
  • disqualify applications from individuals who do not meet the criteria
  • make no awards at all

APPLICATIONS ARE CONSIDERED TWICE A YEAR WITH CLOSING DATES ON: 9 MARCH AND 31 AUGUST

Please consult the CHECKLIST below to ensure that you have submitted the required documents:

Documents Required
Note: Submission of ALL of the documents listed below is compulsory / Check
(Tick)
  1. Application Form

  1. Document(s) providing proof of obtaining the PhD must be attached

  1. Description of the type of conference – (see no.8 of Conditions of Award)

  1. Abstract of poster/paper

  1. Letter of Motivation by HoD and Supervisor

  1. Quotations to support summary of costs (See No.7)

  1. Proof of additional funding secured to support travel (See No.6)