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Conference Funding

VUSM Conference Funding Request Form
Medical Student Research Conference Reimbursement

Eligibility

  • At this time, funds are available for virtual conference registration only. Students in good standing are eligible for one (1) conference per academic year.
  • You must be attending a conference hosted by an organization or presenting another aspect of research NOT tied to primary Research Immersion, or, for MSTP students, their primary PhD work. 4th-year students are not eligible for funding for conferences that occur after Match Day.
  • You must disclose additional funding sources, both received and requested, from Vanderbilt University, Vanderbilt University Medical Center, or outside entities (i.e. Research office, Diversity office, VUMC Department, scholarships, national organizations). This does not disqualify funding, but will be taken into consideration in the application review process. If you receive funding from other sources after you have received funding through the VMS conference funding program, you must notify Student Affairs. The total amount of funding obtained from all sources cannot exceed the cost of the conference/travel.
  • Students must apply for funds in advance of the conference, rather than upon return. Retroactive requests will not be granted.
  • Following the supported meeting, students must submit a brief summary of the conference attended back to MSA.
  • MSA supports as many conferences as possible and reviews applications on a first-come, first-served basis. Not everyone who applies will end up getting funding, based on availability of funds.

Deadline

Minimum of two (2) months prior to the conference.

Award Information

  • Students will receive written notification of the amount granted within three (3) weeks of their application.
  • Awards will be paid by reimbursement and instructions on how to claim the award will be included with the award notification.
  • Funding requests should be for conferences taking place in the current academic year.

Note Regarding Absences Due to Conference Attendance

Receipt of conference funding does not guarantee an excused absence from your course or clinical responsibilities, even with virtual conference attendance. You must request permission for an absence in advance from your clinical director(s). All absence requests are at the discretion of individual course directors. As with any absence, you are subject to make up work as indicated by the course director; please refer to the School of Medicine catalog for absence guidelines in each phase.

Your signed absence approval (by course director and dean) will be verified prior to receiving reimbursement. Failure to gain approval in advance may result in a loss of funding.