IEEE CEDA Student Travel Grant Program Overview IEEE CEDA Student Travel Grants can be awarded to any student attending a CEDA-sponsored conference, symposium or workshop. The grants are allocated based on the clear need of support for the requesting students; between 10-15 travel grants will be awarded annually, based on the number of applicants and available program funding. The application requires the following conditions: Letters of support stating a financial need from their Advisor and the Chair or Department Head of the institution where the student is affiliated. The same letter can be signed by both institution representatives. An application is not considered complete until both financial need letters, the IEEE Student Membership request, and the electronic online form are received; incomplete applications will not be considered. Student Travel Grant applications need to be submitted at least 60 days before the event takes place, otherwise, they will not be considered. Student Travel Grant awards are announced to the applicant no later than 45 days before the event. The maximum request allowed for any Student Travel Grant is $1,500 for intercontinental travel and $1,000 for intra-continental travel. Students who have not received previous CEDA travel grants are given priority. JOIN IEEE NOW Main Guidelines of IEEE CEDA Travel Grant Policy IEEE CEDA Student Travel Grants are provided to support attendance at conferences, symposia, or workshops that are sponsored by IEEE CEDA. The complete list of conferences sponsored by IEEE CEDA is located here. In both cases, priority for consideration is given to applicants who are: graduate or undergraduate students with accepted papers at the event, coming from developing countries (as listed by IEEE), have secured matching funds from their institutions, and have not previously received an IEEE CEDA Student Travel Grant. An IEEE CEDA Student Travel Grant can only cover an early registration fee, and according to the needs and available funds, lodging & airfare. Each application must include a detailed itemized budget including the costs of each type that will be covered (conference registration fee, airfare, etc.) for up to $1,500 in the case of intercontinental travel, and up to $1,000 for intra-continental travel. Applications must be submitted at least 60 days prior to the event. Awards are announced no later than 45 days prior to the conference to reduce airline and registration costs. Online Application Form All IEEE CEDA Student Travel Grants must be submitted electronically on the IEEE CEDA Website using the CEDA Student Travel Grant Form. Please fill out the entire form in as much detail as possible. A confirmation e-mail will be sent to the address provided on the completed form. If you do not receive the confirmation, double-check that your submitted email address on the form is correct and that the email has not been blocked by your spam filter. For student applicants, include as attachments on the form page the letter(s) assessing the financial need from their Advisor and Department Head or Chair. The letter(s) must state the financial contribution of the Laboratory, Group, Department, and School to the candidate's travel (if any.) If you are an author and presenter of a paper at the event you are attending, include the title and complete list of authors on the request form. Priority will be given to student authors attending IEEE CEDA-sponsored events. In case you have any questions about this form, please send an email with detailed information to [email protected]. Important: When sending an email please indicate the "IEEE CEDA Student Travel Grant Program Question" in the Subject line. Travel Grant Reimbursement Policy IEEE CEDA Student Travel Grants are awarded as reimbursements after receipts are submitted. Your expense report and receipts must be submitted using the IEEE Concur Travel System within 30 days after the event and no later than Nov. 20 of the current year. In order to apply for the reimbursement, you must register in the system with your IEEE Student Membership. In this system, in order to be approved by IEEE CEDA, it is needed to include PDFs or images of all the receipts according to the initial approved budget of expenses for the Student Travel Grant. All expenses submitted for reimbursement need to be in the applicant’s name with full name and date of purchase visible. If IEEE CEDA has questions about any of the expenses, the submitted form in IEEE Concur will be returned to you for clarification. Thus, please include clear descriptions of the itemized expenses that match the approved budget in the Student Travel Grant.