School of Social and Political Science

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Key Information 

The maximum funding available during the life-span of your PhD is £1250.00 comprised of:  

• For fieldwork (over the life-span of your PhD): up to £750  

• For presenting, your work undertaken at the University of Edinburgh, at conferences: up to £500  

Note: Funding is not guaranteed so please be mindful of events occurring in August and early September as the amount you apply for may not be the amount you receive. This is due to the fund no longer operating on a first-come-first-served basis, it is now proportionally divided.   

Any request for research funding must also be accompanied by an approved ethics form and applications will be discussed with your dissertation supervisor prior to approval. 

Application Process

• Read the Guidance and Information section of the Funding Opportunities page.
• Research your requirements and explore all possible alternatives, mindful of the University's Sustainable Travel Policy. Example: You are planning to travel to London for research, explore all travel options including flight, rail and bus and note in your application the reason for selecting your preferred transport method.
• Applications must be made in advance of any purchases.
• Items not listed on your application will NOT be funded.
• All funding applications must be accompanied by a completed risk assessment.
• You must be connected to the University VPN to access the risk assessment form. For more guidance on how to access the VPN read here. 

Criteria for Applications

• You must be a matriculated PhD student in SPS.
• Your annual reviews must be up to date.
• First year students (or first two years for part-time) are not eligible to apply.
• You can only apply up to your 4th year for full-time students and your 7th year for part-time students.

Application Windows

There will be two application windows per academic year: 

The first will run from 22nd September - 13th October closing at 12 noon (for activities up to 31st of January ) 

The second will run from 26th January - 13th February closing at 12 noon (for activities up to 31st July) 

All funds are to be claimed by the 30th of June to allow us to finalise these within the current financial year. 

After Submission

• Applications will be reviewed within two weeks of the funding window closing and you will be contacted by the Student Development Office regarding the outcome.
• More information about these processes will be provided once your application has been reviewed.
• Money will not be transferred to you directly in advance of the funded activity.
• You will not receive any funding if other required documents have not been provided. Examples: Risk Assessment, Ethical Approval Form or conference presenting confirmation.
• Funding is now allocated proportionally so the amount that you apply for will not necessarily be the amount awarded.
• Any unallocated funds will roll over to the next funding window.

Travel

• Any requests requiring travel will need to be accompanied by a Travel Risk Assessment.
• Travel must align with the University of Edinburgh Sustainable Travel Policy. (Newly updated in September 2024 to allow exemptions to allow bookings through companies other than Diversity, check policy for details)
• PhD students can register as a travel booker with Diversity Travel.
• Travel booked through Diversity Travel will be invoiced directly to the University. However, where the cost of travel is more than the funded amount, you will need to reimburse the university for the difference.
• Risk Assessments must be submitted for approval at least 3 weeks prior to travel, any risk assessment submitted with less than 3 weeks notice may not be approved. Always await risk assessment approval before you travel. 

Travel Risk Assessments (TRAs)
Previously, TRAs were completed using a Word document, which was then emailed for approval. From this year onwards, the process has moved to a new digital system, which is very similar to the existing ethics approval system. 

Why this is important? 

TRAs are essential for ensuring student safety. They help identify and evaluate potential hazards and risks associated with travel, including: 

• The destination and any specific threats 

• Transport safety considerations 

• Health concerns and requirements 

• Emergency procedures 

By providing as much detail as possible in your TRA, you enable approvers to review your submission more efficiently, reducing the likelihood of requests for additional information. Please check your university email regularly as this is how we will contact you if further information is required.  

Please note that an approved TRA is required before you can apply for university travel insurance. 

You must also submit the relevant Leave of Absence form at the same time as you submit your risk assessment. Both forms must be approved before you travel. Late applications submitted with less than 3 weeks notice may not be approved, and you are not permitted to travel without the approved documentation. 

Travel, Fieldwork and Conference Risk Assessment Form 

All funding applications must be accompanied by a completed risk assessment. 

Any questions, please email: ssps.student-development@ed.ac.uk

Apply here - PGR Research Support Fund