HDR Financial Assistance and Travel applications

In conjunction with Research Services, the Faculty of Arts and Education is able to assist HDR students in many ways towards the completion of their theses.

CLAIMING PROCESS

Reimbursements are claimed through the Deakin University financial system (Fraedom) Before you can make a claim you will need to register with finance for Freadom access using the attached email. If you are already registered as a staff member you don't need to register again.The attached Fraedom user manual (PDF, 858.5 KB) may assist you to complete your claim. Please email the Fraedom administration team for assistance.  If you don't have an Australian bank account, please submit your claim through the Faculty research office, you will need to provide the funding application form, receipts and an overseas EFT form with each claim.

Faculty reimbursement  forms are required with each claim and must be loaded directly onto Fraedom along with clearly scanned tax invoice receipts. EFTPOS receipts, booking/order confirmations will not be accepted as proof of purchase under any circumstances.  Claims without receipts must be on a statutory declaration. Claims without Faculty forms will not be processed.

International Conference and Travel Fieldwork grants must be approved by the Faculty before uploading the request on Fraedom. Travel expenses will be deducted from the approved amount and will take priority over any other associated claims. The balance will be reimbursed on production of receipts via Fraedom, generally post conference or fieldwork unless you are able to make able to make a case for extreme hardship.  These will be dealt with by the Faculty on a case by case basis.

Application Forms

To access and complete the forms, you will need to have the latest version of Adobe Reader installed. This is available as a free download from either the the Adobe website or the Deakin Software library

Recurring funding for general assistance is based on a calendar year. Commencing candidates will be reimbursed on a pro rata basis and may not claim until completion of the first 3 months of candidature.

To ensure payment in 2018, please submit all applications for reimbursement no later than 6 December.

Claimable Items:

Funding is available for research related expenses as outlined in the list of claimable items (PDF, 93.5 KB) .

Travel:

FACULTY FUNDED TRAVEL
Please note, all airfares must be booked through the Faculty Office,
please contact artsed-research@deakin.edu.au for further information and to get a Faculty student travel form.   Any travel that is arranged outside of the official University Travel providers will not be reimbursed.  For conference attendance travel, a return flight to and from the conference location will be booked by the Faculty, Return flights can be booked to include up to 10 personal days,  Candidates who include personal travel during the 10 day period are required to make and fund their own arrangements and must be able to return to the conference location for the flight home. Should the personal time exceed 10 days students may be required to contribute a percentage of the return flight costs.

To arrange travel insurance for overseas travel, either for conference attendance or fieldwork, you must complete the online Student Overseas Travel Insurance Request through Deakin travel Insurance.  Proof of insurance, either through Deakin or elsewhere must be provided before overseas travel will be approved. Students are entitled to free Deakin travel insurance as long as the travel is approved by the Faculty.

All travel application requests must be accompanied by a Risk Assessment form.

NB: Please ensure bookings are thoroughly checked as once travel or accommodation has been booked and ticketed it will be the student's responsibility to fund additional fees or expenses incurred as a result of the changes/updates.

SELF FUNDED TRAVEL
Only students traveling on Deakin related business who are fully self funded (ie no Faculty or University funding towards the travel) are allowed to choose their own travel providers.  Deakin will still provide free travel insurance that has been specifically tailored to Deakin students and staff.  Please complete the online Student Overseas Travel Insurance Request.  Students are also required to complete a Risk Assessment form and send it to travel@deakin.edu.au.

General Research Assistance Scheme

General Research Assistance Scheme

Guidelines and  conditions

Eligibility:

  • full-time, off campus HDR candidates are eligible to receive up to  $1,200 per calendar year;
  • part-time HDR candidates are eligible to receive up to  $600 per calendar year.
  • On campus HDR candidates are not eligible for general assistance.

Reimbursement claims must be made within the calendar year  the costs were incurred and must be submitted by 6 December.

Conditions:

  • Commencing students can only claim reimbursement (on a pro rata basis) for general assistance once they have completed the Research Framing Unit (AAE900);
  • General Research Assistance will be available until the point of submission of thesis.
  • General Research Assistance, including an on-campus workstation, may not be not available during periods of intermission;

General Assistance claim form for Fraedom (PDF, 638.4 KB) **PLEASE SAVE FORM AS A NEW FILE, THEN UPLOAD ONTO Fraedom**

Conference Assistance

Conference assistance is only available if you are presenting at a conference.

Domestic Conferences $1500 - approval by the principal supervisor to attend and present at any conference must be sought before committing to the conference and requesting reimbursement. Faculty conference assistance is only available once during candidacy and is applicable for presenting at ONE conference only. This assistance can only be claimed post colloquium  unless there is a strong case for presenting pre colloquium. IMPORTANT -  If your conference attendance includes airfares, flights must be booked through the Faculty as per information under the travel section above. Please contact the Faculty Research Office for a student travel request form.  All other details are on all application forms below.

PLEASE NOTE: It is not possible to combine domestic and international conference assistance to attend one conference.

Faculty Domestic Conference Claim form for Fraedom (PDF, 775.3 KB) . **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

International Conference Claim form for Fraedom (PDF, 571.4 KB) **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

International Conferences $3000 - Applications for a the International Conference Scheme MUST be approved by the Faculty prior to any travel being undertaken. You should allow up to three weeks for approval. This grant is only available once during candidacy. You must provide a copy of your abstract and a statement which outlines the value of the conference to your research along with other required documentation which is listed on the application form.  In addition:

  • If ethics is required for your project, this must be approved before this funding is considered;
  • Candidates must have collected and analysed data;
  • Candidates within the last six months of candidature must provide their submission plan with the application. Incomplete applications will not be considered;
  • Candidates currently on PMP are ineligible;
  • Candidates must be able to attend the entire conference.

Once approved, the Faculty will provide further guidance around travel bookings and claiming the balance of the approved funding.  You will be required to provide evidence that you have travel insurance through Deakin in place before and bookings or reimbursement takes place.  Deakin University provides free travel insurance for candidates on authorised University business. When making a claim for the balance of your funding by Fraedom, please convert overseas currency using the international expense reimbursement reconcilation available on the HDR in the Cloud site.

Constructing Your Abstract (PDF, 48.7 KB)

All  international travel fieldwork application requests must be accompanied by a Risk Assessment form.

Travel Fieldwork Assistance

Applications for a Travel Fieldwork Grant MUST be approved by the Faculty prior to any travel being undertaken. You must provide all required documentation is listed on the application form as well as the timeline (also included in the application) Incomplete applications will not be considered. You should allow up to three weeks for approval. In addition:

  • Candidates within the last six months of candidature must provide their submission plan with the fieldwork application.
  • Candidates must have current ethics approval, the approval letter must be provided
  • Candidates currently on PMP are ineligible.
  • This grant is only available once during candidacy.

Once approved, the Faculty will provide further guidance around travel bookings and claiming the balance of the approved funding.  You will be required to provide evidence that you have travel insurance through Deakin in place before any travel bookings or reimbursements take place.  Deakin University provides free travel insurance for candidates on authorised business.   When making a claim for the balance of your funding by Fraedom, please convert overseas currency using the international expense reimbursement reconcilation available on the HDR in the Cloud site.

Travel Fieldwork Grant Application for Fraedom (DOC, 112.0 KB)

All international travel fieldwork application requests must be accompanied by a Risk Assessment form.

Completion Assistance

HDR Completion Assistance (PDF, 546.1KB) **PLEASE SAVE FORM AS A NEW FILE, THEN FORWARD FOR APPROVAL

Completion assistance of up to $1000 is available to cover the cost of editing, proofreading or printing the final, bound thesis.  A list of editors is available online. Please ensure you discuss the cost before you commit.

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