Application Details
The deadline for the EGS Travel Award and Professional Development Award is November 3rd @ 11:59pm
Have you travelled to a conference this year? Learn more about how to apply for a Travel Award!
Have you travelled to a conference this year? Interested in taking a course to enhance your skills? Learn more about how to apply for a EGS Travel and Professional Development Award!
Suggestions or Questions? If you have any questions about the applications process or suggestions for ways the Travel Awards could be improved, don’t hesitate to contact us at egsaward@mcmaster.ca. Check out the FAQ section for answers to some common questions.
Travel and Professional Development Award
The Travel and Professional Development Award aims to support students who are attending conferences or enrolling in courses to enhance and complement their studies and professional development.
Application Timeline
The EGS “application cycle” follows McMaster’s fiscal calendar, commencing May 2024 and ending April 2025. Within this period there are three “award cycles”:
- May 2024 to August 2024 (summer cycle)
- September 2024 to December 2024 (fall cycle)
- January 2025 to April 2025 (winter cycle)
*** Applications must be submitted within the cycle during which the conference or course was attended, or applicants will be automatically disqualified***
Applications are due for each award cycle by 11:59pm EST at the selected dates below. Successful candidates will be contacted via email. The application process and deadlines are as follows:
- June 30th, 2024
- Spring/Summer Term activity between May 1st, 2024 and August 31st, 2024
- November 3rd, 2024
- Fall Term activity between September 1st, 2024 and December 31st, 2024
- March 2nd, 2025
- Winter Term activity between January 1st, 2025 and April 30th, 2025
Applicants must meet the deadlines for the cycle they are travelling in. Applicants cannot apply early or late for a travel award.
*** Applicants can win a maximum of two (2) awards in an academic year (May 2024 to April 2025 ***
To see the evaluation criteria for assessing travel and professional development awards please visit our FAQ page.
Equity Diversity, and Inclusion Travel Award
The Equity, Diversity, and Inclusion (EDI) travel award aims to enhance the understanding of EDI to graduate students by supporting travel to a conference or workshop on gender equity in STEM.
Value of the Award
The value of the award is up to $3000 to cover eligible travel expenses according to the McMaster travel policy. Expenses with appropriate receipts will be covered up to the maximum value of the award.
Eligibility
- Must be a full-time graduate student in McMaster Engineering, either domestic or international, at the time of application and the time of travel
- Must be in good standing with your department
- May not have received the award previously
- May not be used in combination with other GSA or Engineering travel awards
- Award cannot be used for expenses related to fieldwork
- Must be able to demonstrate interest, involvement, and/or commitment to equity issues in STEM (science, technology, engineering and math)
- Preference will be given to PhD students and those nearing graduation but all will be considered
Requirements
Award recipients must travel within the fiscal year of the award, ending April 30th. The conference or workshop must be approved by the Women in Engineering Committee prior to travel and that conference may not be changed. The travel expenses must comply with the McMaster travel policy and only expenses with appropriate receipts will be covered. Awardees should familiarize themselves with the travel policy prior to their trip.
A 5-minute (maximum) video or written blog with at least 1 photo must be provided to the committee at the time that expenses are declared in order to receive the award. The blog is intended to disclose highlights at the conference, providing new ideas to be implemented at McMaster and may include interviews with conference participants or personal reflections. McMaster Engineering may feature your submissions on our Fireball Diaries student stories platform, or in future promotion of the travel award. The awardee also agrees to participate in the committee in an on-going basis to help develop internal policies in the faculty that examine equity and inclusion, and to participate in other events, where possible (including potential panel discussions put on by the EGS or Faculty).
How to Apply
To apply for the EDI travel award, please fill this Microsoft form: https://forms.office.com/r/BgpHB2b71A
Submission Deadline
Applications are due by June 30th, 2024
Travel must be during the fiscal year May 1 – April 30. Information on McMaster’s travel policy are outlined in the following:
https://financial-affairs.mcmaster.ca/services/accounts-payable-reimbursements/travel-resources/
Eligible Conferences
- American Indian Science and Engineering Society (AISES) Conference (San Antonio, TX, October 3-5, 2024):
- The AISES conference focuses on educational, professional, and workforce development for Indigenous peoples of North America and the Pacific Islands in STEM studies and careers. Includes the largest college and career fair in the U.S. for Indigenous students and professionals. Exhibitors represent a diverse range of corporations, educational institutions, government agencies, nonprofits, Tribes, and Indigenous-owned businesses. Intrsuctions for submitting session or research proposals can be submitted here. Register here
- The AISES conference focuses on educational, professional, and workforce development for Indigenous peoples of North America and the Pacific Islands in STEM studies and careers. Includes the largest college and career fair in the U.S. for Indigenous students and professionals. Exhibitors represent a diverse range of corporations, educational institutions, government agencies, nonprofits, Tribes, and Indigenous-owned businesses. Intrsuctions for submitting session or research proposals can be submitted here. Register here
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CSforALL Summit (Milwaukee, WI, October 23-25, 2024):
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The summit theme is “Game Changers in CS”, exploring ways to shift the movement to ensure computer science is an equitable and sustainable part of the K-12 experience. The Summit will feature high-level conversations with national thought leaders highlighting strategies for equity, removing barriers to access, and building meaningful engagement for all students. Call for 2024 Commitments is open until September 12, 2024. Register here
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Society of Women Engineers Conference (Chicago, IL, October 24-26, 2024):
- WE22 is the largest conference for Women Engineers. This year’s theme is “A World of Opportunity Awaits.” Learn, network, and be inspired by diverse women in the fields of technology and engineering. Receive 15% off your registration now through Aug. 31 with the code WE24EARLY15. Register here
- Canadian Indigenous Science and Engineering Society National Gathering (Location TBD, May 2025)
- AISES gives Canadian Indigenous STEM students and professionals an opportunity to gather, connect, and create long-lasting relationships within Canada through its national gatherings. Stay tuned for details regarding specific conference dates and registration options. Conference website
- National Society of Black Engineers Convention (Location TBD, March 2025)
- Stay tuned for details regarding convention dates and registration options. Please take a look at the NSBE Website: http://convention.nsbe.org/
Awards FAQ
Here you will find answers to commonly asked questions, and more specific questions regarding the Travel Award and Professional Development Award.
General
Q: Why am I begin asked; Gender, Citizenship, Do you self-declare as a part of any of the following employment equity groups? in the application?
A: These questions will not impact your eligibility for this award, or have influence on your application. EGS would like to understand the students we engage with. The information in this section will be used in an anonymized and aggregated manner to show overall information about our applicants. The overall findings (ex. gender distribution) will be shared internally, as well as externally through channels such as our website.
Q: If I apply for an award and meet the eligibility requirements am I guaranteed funding?
A: No, it is a competitive process and we cannot guarantee funding for all applicants.
Q: How do I receive the award money if I am successful?
A: You will receive an email confirming your award. This email will provide details on how you can reimburse your expenses though the McMaster travel expense system
Q: Who do I contact for help with my reimbursement expenses?
A: You must first contact your department administrator, or business administrator.
Q: I am a student now but I will graduate before the end of the application cycle, can I still qualify for an award?
A: If you are a student at the time of your travels or the professional development course, then you may qualify for an award.
Q: Are awards distributed equally among engineering departments?
A: No, an applicant’s department is not taken into account in the review process. It is based on the quality of the application and the number of applications in each cycle.
Q: Are senior students given priority on funding requests?
A: No. All students, Master or Ph.D., 1st year Ph.D. or 5th year Ph.D., are all considered equal in the application process.
Q: If I am having any issues in the application process who do I contact?
A: Please contact the Travel Awards Committee Chair(s) at egsaward@mcmaster.ca.
Q: Is there an appeals process?
A: Appeals will be handled on a case-by-case basis, please contact the Travel Awards Committee Chair(s) at egsaward@mcmaster.ca.
Q: Who provides the EGS with funding for the EGS’s Travel Awards ?
A: The Faculty of Engineering has generously sponsored McMaster’s Engineering Graduate Society to grant these awards.
Q: Who oversees the EGS Travel Awards Committee?
A: The EGS President is responsible for the oversight of the EGS’s Travel Awards Committee. You may contact the EGS President at egs@mcmaster.ca.
Q: Are my applications viewable to members of the Travel Awards Committee?
A: Yes, but all applicants are anonymized by the Travel Awards Committee Chair(s). The EGS Travel Awards Committee takes pride in transparency and removing bias wherever/whenever possible.
Q: How many members of the Travel Awards Committee review my application?
A: A minimum of three independent reviewers are assigned per application. The Chair(s) are then required to review independent assessment, investigate conflicting feedback, and summarize their findings in preparation for the EGS Travel Awards’ Committee meeting.
Q: Who decides if an award is given?
All applications are discussed at a closed-door Travel Awards Committee meeting, after independent review and Chair investigation/summarization. Each application is reviewed with the EGS’s Travel Awards Committee and the Committee, as a collective, vote on the award “winner(s)”.
Q: How long after the application deadline will it take for the Awards Committee to notify successful applicants?
A: Successful applicants will typically be notified by the end of the month (last month of the application cycle)
Q: Can I apply before I travel?
A: Yes, as long as your travel occurs before the end of the application cycle.
Q: What if my travel is between application cycles? (e.g. April 30 – May 1)
A: You must apply to the earlier cycle.
Q: Can I receive the award money prior to traveling?
A: No, McMaster operates on a reimbursement policy.
Q: Can I receive the award money prior to enrolling the the professional development course or workshop?
A: No, McMaster operates on a reimbursement policy.
Q: Is the value of the award the same each award cycle?
A: No, the value is subject to change each award cycle.
Q: What courses are eligible for the professional development award?
A: Professional certificate programs from the W Booth School of Engineering Practice and Technology (https://www.eng.mcmaster.ca/sept), McMaster Center for Continuing Education (https://www.mcmastercce.ca) as well as courses from online learning platforms are eligible for the professional development portion of the award.
Courses that are used to satisfy your degree requirements at McMaster are NOT eligible (examples include the co-op course, MERGE, etc) for the professional development portion awards.
Q: How are travel and professional development awards assessed?
A: All travel and professional development awards are assessed using the following criteria:
| Excellent (%100) | Good (80%) | Average (65%) | Below Average (50%) | Poor (0%) | |
| Reason for Attendance (35%) | The applicant has clearly identified and outlined various reasons for attendance. Presenting or not, attendance has an obvious gain for the applicant. Example, prestigious locations/event, important organizations in attendance | Applicant does describe and identifies more than one reason for attendance. | Applicant states and briefly describes a singular reason for attendance. | Applicant only states one reason for attendance without and explanation | No reason for attending is mentioned, or the reason is not deemed valid. |
| Benefits to Research or Professional Development (55%) | The applicant directly and fully addresses how the conference will benefit their current research or career development. The importance of these benefits is thoroughly discussed and irrefutable. | The applicant describes the conference’s potential benefits to their current research or career development. The importance of these benefits is defined. | The applicant states the conference’s potential benefits to their current research or career development. The importance of these benefits is defined by vaguely defended. | The conference’s potential benefits to the applicants current research or career development can be deduced by the reader with some effort. The importance of these benefits is not clearly addressed. | The applicant offers no overview of how the conference may benefit their current research or career development. |
| Communication Skills & Style (10%) |
The application has been organized and proofread to an extremely high standard. Vital details and overall message have been effectively and concisely relayed to the reader. An exceedingly high level of effort is evident. | The application has been well organized and proofread. The overall message has been successfully relayed to the reader. A high level of effort is evident. | The application shows some level of organization and proofreading, but could use improvement. The overall message can be deduced with some effort by the reader. Some effort by the applicant is evident. | The application was not efficiently organized or proofread. It’s flow is disrupted by grammatical/syntax errors. The overall message is unclear or vague despite efforts by the reader. The application should have put in more effort. | The applicant failed to organize or proofread the application, which is filled with grammatical/syntax errors. It lacks a cohesive message to be recalled by the reader. The application was put together hastily or without appreciable effort. |