Application Details
The deadline for the EGS Travel Award and Professional Development Award is October 20th @ 11:59pm
Have you traveled to a conference this year? Learn more about how to apply for a Travel Award!
Interested in taking a course to enhance your skills? Learn more about how to apply for a 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 some common question
Travel Award
The Travel Award aims to support students are attending conferences to enhance and complement their studies.
Application Timeline
The EGS “application cycle” follows McMaster’s fiscal calendar; commencing May 2022 and ending April 2023. Within this period there are “award cycles”:
- May 2023 to August 2023
- September 2023 to October 20th, 2023
- January 2024 to February 16th, 2024
Applications are generally due at the end of the first month (see dates below) of each award cycle by 11:59pm EST. Successful candidates will be contacted via email. The application process and deadlines are as follows:
- August 7th, 2023
- Spring/Summer Term travel between May 1st, 2023 and August 31st, 2023
- October 20th, 2023
- Fall Term travel between September 1st, 2023 and December 31st, 2023
- February 16th, 2024
- Winter Term travel between January 1st, 2024 and April 30th, 2024
Applicants must meet the deadlines for the cycle they are traveling in. Applicants cannot apply early or late for a travel award.
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/HUSXgFD00n
Submission Deadline
Applications are due on March 3rd, 2023
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 (Palm Springs, CA, October 6-8, 2022):
- 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. 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. Register here
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CSforALL Summit (Memphis, TN, October 19-21, 2022):
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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. With Memphis partner CodeCrew, 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 2022 Commitments is open until September 9, 2022. Register here
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Society of Women Engineers Conference (Houston, TX, October 20-22, 2022):
- 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. A virtual conference option is available on the registration portal. Early bird registration ends September 30, 2022. Register here
- OSPE’s Engineering conference (November 3rd, 2022)
- Join us for Canada’s Largest Engineering, Diversity & Recruitment Event. In 2022, the Engineering Conference will bring engineers together with industry, academia and government to present and discuss the latest opportunities, challenges and innovations in engineering, and what must be done in Ontario and Canada to remain competitive. Register here
- Join us for Canada’s Largest Engineering, Diversity & Recruitment Event. In 2022, the Engineering Conference will bring engineers together with industry, academia and government to present and discuss the latest opportunities, challenges and innovations in engineering, and what must be done in Ontario and Canada to remain competitive. Register here
- Canadian Indigenous Science and Engineering Society National Gathering (Vancouver, March 3-5, 2023)
- AISES gives Canadian Indigenous STEM students and professionals an opportunity to gather, connect, and create long-lasting relationships within Canada through its national gatherings. Conference website
- National Society of Black Engineers Convention (USA, Kansas City, MO March 22-26, 2023)
Professional Development Award
The Professional Development Award aims to support students who want to gain new skills or improve upon existing skills that benefit their studies and research.
Application Timeline
The EGS “application cycle” follows McMaster’s fiscal calendar; commencing May 2023 and ending April 2024. Within this period there are “award cycles”:
- Spring/Summer Award Cycle: May 2023 to August 2023
- Fall Award Cycle: September 2023 to October 20th, 2023
- Winter Award Cycle: January 2024 to February 16th, 2024
Applications are generally due at the end of the first month (see dates below) of each award cycle by 11:59pm EST. Successful candidates will be contacted via email. The application process and deadlines remain the same and are as follows:
Winter 2024 Term Award Cycle:
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- Courses that run between January – April 2024
- Application due February 16th, 2024
- Recipients notified March 1st, 2024
- Proof of enrollment due March 15th, 2024
- Proof of course completion due April 15th, 2024
NOTE: The applicant should expect to complete the course within the award cycle. If a course is prescribed to run longer then the award cycle, this should be detailed in the application when applying.
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)”.
Travel Award
Q: How long after the application deadline will it take for the Travel 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.
Professional Development Award
Q: How much can I reimbursed if I win this award during the May 2021-April 2022 cycle?
A: Awardees can be reimbursed up to $300 through this award.
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 award.
Courses that are used to satisfy your degree requirements at McMaster are NOT eligible for the professional development award.
Q: If I apply for the professional development award, would that affect my eligibility for the EGS Travel Award?
A: No that would not affect your eligibility. Both awards are independent of one another and you may apply for both awards once per award cycle (May – August).