Embarking on your graduate studies is an exciting step towards a fulfilling career. For those in their first or second year of a Master’s, Ph.D., or professional program, accessing opportunities to expand your network and professional skills early on is crucial. The Early Career Professional Development Program (ECPDP) offers a fantastic avenue for students to attend academic conferences, fostering invaluable networking and potential research collaborations that can significantly shape your future career trajectory. This initiative, exemplified by programs like the ECPDP, underscores the commitment to nurturing early career talent within academia and beyond. While specific programs like Google Early Career Programs focus on industry roles, the principles of early professional development remain universally applicable, and understanding opportunities like ECPDP can be beneficial for any student seeking to enhance their career prospects.
Understanding the Early Career Professional Development Program (ECPDP)
The ECPDP is specifically designed to support graduate students in their initial years of study by providing financial assistance to attend academic conferences. This unique program removes the pressure of presentation requirements, allowing students to fully immerse themselves in the conference experience, focusing on networking and exploring the landscape of their field. Attending conferences at this stage can open doors to future research collaborations, mentorship opportunities, and even future employment prospects.
All applications for the ECPDP must be submitted online through the dedicated Travel Awards Portal.
Eligibility Criteria for the ECPDP Award
To be eligible for the Early Career Professional Development Program award, applicants must meet several key criteria:
Active Enrollment
Applicants must be actively enrolled in a Master’s, Ph.D., or Professional program at the University.
Early Stage of Graduate Studies
Eligibility is restricted to students within their first or second year of graduate school. It’s important to note that this timeframe encompasses your entire graduate journey at the institution. For instance, if you’ve completed a Master’s program at the same university and are now in your first year of a Ph.D., you would no longer be considered within the first or second-year eligibility window.
Award History
Students must not have previously received this specific award or any other graduate school award within the current fiscal year. The ECPDP is a one-time opportunity during your graduate studies. Furthermore, students are limited to receiving only one travel award per fiscal year (July 1st – June 30th), encompassing all Graduate School awards (GSTAA, ECPDP, & VCA). This award is applicable to a single trip or conference only.
Departmental Approval
Crucially, your application is not considered complete until the Graduate School receives formal approval from both your department travel coordinator and your department chair. Upon submission of your online application, an automated notification will be sent to your department travel coordinator, followed by a notification to your department chair once the coordinator has approved. Proactively communicating with your department to facilitate this approval process is highly recommended to ensure timely processing of your application. For any queries regarding department approvals, please contact [email protected].
Matching Funds Requirement
The ECPDP operates on a dollar-for-dollar matching fund basis. To receive the maximum award of $500, you must secure a matching contribution of $500 from your department or another university-affiliated fund source (such as a Principal Investigator grant, university mentor funds, or ASUU). It’s advisable to confirm the availability of matching funds with your department’s travel coordinator before submitting your application. If departmental matching funds are unavailable, it is your responsibility to secure funding from another university resource. If utilizing funds outside your department, ensure clear communication with your department travel coordinator as they will be responsible for documenting this information in your application.
Travel Number
A valid Travel Number is mandatory for processing reimbursements. This number is either the Request ID found in the Concur system or ‘ePR’ if using the ePR system. University employees typically utilize the Concur system, while non-employees generally use the ePR system. Your department travel coordinator will input this information into your application.
Application Deadline
All required application materials must be submitted to the Graduate School prior to your travel date. Incomplete applications or those missing necessary information will not be processed. Failure to submit all required information before your travel commencement date will result in the cancellation of your application.
Important Note: Funding from the Graduate School is not guaranteed. Funds are limited and awarded on a first-come, first-served basis, prioritized by the start date of your travel month. If funds are depleted for your travel month, your application may be placed on a waitlist.
Application Essentials
When applying for the ECPDP award, ensure you have the following components ready for your online submission:
- Completed Online Application: This includes certifying your eligibility to receive funding as a U.S. citizen or a citizen of another country lawfully present in the U.S. This certification is integrated directly into the online application form.
- Travel Expense Estimates: Provide estimated costs for eligible expenses within the application. The award will cover half of the allowable expenses, up to a maximum of $500, and will not exceed the matched amount. For instance, if your total estimated expenses are $1000 or more, and your matching funds are $500 or more, you are eligible for the full $500 award. If your estimated expenses are less than $1000, the expenses will be rounded up to the nearest hundred, and half of that amount will be awarded, not exceeding the match amount. For example, if your estimated expenses are $650, the maximum award would be $350.
- Professional Development Statement: Prepare a concise, single-page statement articulating the value of the conference to your professional development and its relevance to the mission of your department or research lab. You can type or copy and paste this statement directly into the application.
Award Utilization and Reimbursement
The ECPDP award is processed as a reimbursement through your home department after you have returned from your conference. Your department travel coordinator will serve as the primary point of contact between you and the Graduate School throughout the reimbursement process.
If you are a university employee, your trip must be registered in the Concur system. If you are not a university employee, reimbursement can be processed via the ePayment Request (ePR) system. Direct reimbursement from the Graduate School to the student is not permitted.
Award Forfeiture: Awarded funds are strictly designated for covering half of the allowable expenses, up to the awarded amount and not exceeding the match amount. The Graduate School reserves the right to retract the award if you cancel your trip, do not attend the conference, or fail to meet the ECPDP eligibility requirements. Refer to your award letter for the complete terms and conditions.
Important Reimbursement Deadline: Any awarded funds not claimed (submitted for reimbursement) within 60 days of your return travel date will be forfeited.
Eligible and Ineligible Expenses
ECPDP Funding Can Reimburse:
- Airfare or car mileage
- Ground transportation fares (e.g., taxis, public transport)
- Lodging expenses
- Abstract submission fees
- Conference registration fees
ECPDP Funding Does Not Reimburse:
- Meals
- Per diem expenses
- Society memberships or membership fees
- Poster preparation fees
- Training programs or mini-courses
- Travel audit fees (expense report fees in Concur)
- Expenses for multiple trips or conferences
By understanding the guidelines and diligently preparing your application, you can leverage the Early Career Professional Development Program to enrich your graduate experience and propel your career forward. While exploring broader opportunities such as google early career programs is valuable, programs like ECPDP provide immediate and targeted support within the academic sphere, helping you build a strong foundation for your future success.
