Call for Student and Young Professional Travel Grants Application

To be considered for a travel grant, applicants must meet the following conditions:

1. Be an active IEEE SMC Society member at the time of application, belonging to one of the following categories:
   1. Student/Graduate Student Members
   2. Young Professional Members (IEEE members who have graduated within the past 15 years)
2. Be the author or co-author of a paper submitted for presentation at IEEE SMC 2025.
3. Register and attend the conference.
4. Attend the social events organized by the Membership and Student Activities Committee during the conference.

Applications are reviewed based on the following criteria:

1. Applicants who have been active IEEE SMC members for longer will receive preference.
2. Preference will be given to applicants with limited financial resources.
3. Priority will be given to applicants traveling from distant regions to attend IEEE SMC 2025.
4. Applicants who did not receive a travel grant in the previous year will be given priority.
5. The IEEE SMC Society will ensure equal representation of all genders in the selection process.

The evaluation process is highly competitive. Applicants are encouraged to submit a strong application with complete and well-prepared documents to maximize their chances of selection.

To submit a travel grant application, please complete the online application form: Submission

1. IEEE Membership Card (downloadable from the IEEE website under IEEE Account > Membership Information > Membership Card and Certificates).
2. An official letter from the supervisor or department chair supporting the applicant's participation in the conference and stating that it requires additional financial support.

All documents must be submitted in PDF format.

Incomplete applications or applications missing any required documents will not be considered.

The deadline for the Student and Young Professional Travel Grants application is extended to May 23, 2025.

For any inquiries regarding the travel grant application process, please get in touch with paolo.scarabaggio@ieee.org.

Q1: Can I apply if I have already received an IEEE SMC travel grant in the past?

Applicants who received a travel grant in the previous year will receive lower priority but are still eligible to apply.

Q2: How will I receive the reimbursement?

Funds will be disbursed via bank transfer or another IEEE-approved reimbursement method after the conference upon submission of required proof of attendance.

Q3: Are postdoctoral researchers eligible?3

Yes, as long as they are IEEE SMC Young Professional members (within 15 years of graduation).

Q4: If my co-author is also applying, can we both receive the grant?

Yes, co-authors can apply, but funding is limited, and preference may be given to distributing grants across a wider applicant pool.

Q5: Can I apply for the travel grant as a first-year student and a new IEEE SMC member?

Yes, first-year students and new IEEE SMC members are eligible. However, preference may be given to applicants with longer membership tenures during the selection process.

Q6: Do I need to have an accepted full paper to apply, or are short papers/posters eligible?

Yes, short papers and poster presentations also qualify for this grant.

Q7: I am an IEEE member, but not an SMC Society member. Can I still apply?

No, applicants must be active IEEE SMC Society members at the time of application. If you are not a member yet, you can join the IEEE SMC Society before applying.

Q8: When will I be notified about the results?

Applicants will be notified via email in early August 2024. Both successful and unsuccessful applicants will receive a notification.

Q9: Can I appeal if my application is not selected?

No, the selection committee's decisions are final, and no appeals will be considered.

Q10: What expenses does the grant cover?

The grant is intended to assist with travel and accommodation costs.

Q11: Will the grant be issued before the conference to help cover travel costs?

No, the grant is given as a reimbursement after the conference. Applicants must initially cover their own travel expenses.

Q12: What if I receive the grant but later cannot attend the conference?

If you are unable to attend, you must inform the committee immediately. The grant will be reallocated to another applicant.

Q13: Does receiving the travel grant mean I will automatically get a visa to attend the conference?

No, receiving the travel grant does not guarantee a visa. Applicants requiring visas should apply early and meet their country's visa requirements.