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  

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. 

Please note: You have a 3-month window from the date shown on your receipt to submit your expense claim for processing and reimbursement thereafter; it may not be possible to reimburse your claim. Please do not save up all your receipts to claim at the end of an extended period, such as fieldwork. Please submit theses at regular intervals to prevent any finance processing issues.

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.
• You must not already be in receipt of additional funding to support fieldwork, travel, conferences or other research related costs. 

Application Windows

There will be two application windows per academic year: 

The first will run from 21st September - 7th October closing at 12 noon (for activities up to 31st of January ) 

The second will run from 18th January - 5th 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 Key Travel, check policy for details)
• PhD students can register with Key Travel. Please note that you must register before you can book travel.
• Travel booked through Key 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)

Travel outside of Edinburgh requires submission of the Travel Plan and Risk Assessment (RA1) form to the Student Development Office (ssps.student-development@ed.ac.uk) at least three weeks prior to the date of travel. This must be sent   from your University email address and must be approved before you depart. You do not need to also complete Fieldwork   Assessment Form FA1. Always await Risk Assessment approval before booking or traveling.

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 6 weeks notice may not be approved, and you are not permitted to travel without the approved documentation. 

Any questions, please email: studentdevelopment.sps@ed.ac.uk

Apply here - PGR Research Support Fund