Travel Grants


The IEEE Computational Intelligence Society (IEEE CIS) will offer a limited number of Travel Grants for

  • Students (undergraduate or graduate students, from any country)
  • Professional Researchers from Developing Countries
who are presenting one or more papers at IEEE CIS-sponsored conferences. One application system will be used for both students and professionals.

Important Dates

  • Submission of applications:
    18 March 2019- 8 April 2019
  • Review of applications:
    8 April 2019 - 21 April 2019
  • Notification of acceptance:
    22 April 2019

Requirements for Students

  • Membership of IEEE (join IEEE here)
  • Membership of IEEE Computational Intelligence Society (Join IEEE CIS here). Note that IEEE CIS is listed as an optional society membership under IEEE.
  • A “Proof of University Attendance” on university letterhead certifying that the student carries at least 50% of a normal full-time academic program as a registered undergraduate or graduate student in a regular course of study.
  • A “Recommendation Letter” from the student's supervising professor on university letterhead that the student is the major contributor to the paper and approximately what was the student's contribution in percent to the paper. Please include for each paper title, the ID number as given by the conference organizers and all co-authors’ names. In the event that the student is the sole author of the paper, no letter is needed.
  • A hand-signed scanned form (in PDF) for US government purposes:
    1. If you are a USA resident, please fill out a W9 form (https://www.ieee.org/content/dam/ieee-org/ieee/web/org/about/IEEE_Substitute_W-9_Form_US_Persons.pdf).
    2. If you are not a USA resident, please fill a W8 form (https://docs.google.com/viewer?url=http%3A%2F%2Fsites.ieee.org%2Fphoenix%2Ffiles%2F2013%2F10%2FTA_W8_Form_12-10-2007.doc).

Requirements for Professionals from Developing Countries

  • Be a higher-grade member of IEEE and IEEE Computational Intelligence Society (join IEEE CIS here).
  • Be the author or co-author of an accepted paper in the conference, actually attend the conference and present the paper.
  • A “Contribution Letter” confirming that you have contributed to at least 50% of the research presented, including paper title, ID number and co-author name of each paper.
  • A “Funding Justification Letter” attesting by an honor-bound signature that the conference registration fee would pose an economic hardship on the applicant, such that they would be unable to attend the conference without the support of the travel grant.
  • A hand-signed scanned form (in PDF) for US government purposes:
    1. If you are a USA resident, please fill out a W9 form(https://www.ieee.org/content/dam/ieee-org/ieee/web/org/about/IEEE_Substitute_W-9_Form_US_Persons.pdf).
    2. If you are not a USA resident, please fill a W8 form (https://docs.google.com/viewer?url=http%3A%2F%2Fsites.ieee.org%2Fphoenix%2Ffiles%2F2013%2F10%2FTA_W8_Form_12-10-2007.doc).

Instructions

  • Browse to the IEEE CIS Travel Grant Application Link
  • Follow the instructions and fill all the data in the form. Note that, after acceptance, each nominee will be asked to provide a proof of student status and recommendation letter (for students), or a funding justification letter and a letter confirming the percentage of involvement (for young professionals). We will request for these documents in a second step. They can not be uploaded in this form.
  • Finally press “Submit” to complete your application!


Important Notes

  • Applicants must be IEEE CIS members in order to be able to process your application.
  • Only one author per paper will be awarded a travel grant and an applicant can receive only one grant per year.
  • IEEE/IEEE CIS Membership will be confirmed automatically through the IEEE Member database.
  • Student applicants will be required to present proof of university attendance documentation at the conference.
  • Students who receive travel grants will be expected to volunteer to assist the conference management team. Duties may include assisting with registration, ticket acceptance, audio-visual requirements, and other conference matters. It is not expected that this volunteering will interfere with any student's opportunity to attend most of the technical sessions, nor with presenting their own paper at the meeting.

If you have any questions please contact Dr. Bing Xue. For more details:


FAQs

No. The email with the acceptance of your paper should be used to apply for funding. The purpose of an invitation letter is to get a visa. Only if you register for your paper, we will issue an invitation letter.

A paper with the first named author being a student is a student paper. It does not matter whether the rest of the authors are students or not.

This refers to membership of the IEEE. If you are a member of the IEEE, you get a member registration.

Each accepted paper requires a full member or non-member registration. After this full registration is paid, other student authors can register as students.

First, you should register as a full member or non-member. This will entitle you to 2 papers. You then pay the extra fees for the 3rd paper on top of the 2 you are entitled for. In this example, you will need to pay $450 NZD (e.g., $300 USD) for the 3rd paper. Then, your students can register as students.

Yes. As stated in https://www.ieee.org/documents/author_faq.pdf, the IEEE recognizes that many authors share their unpublished manuscripts on public sites. Once manuscripts have been accepted for publication by IEEE, an author is required to post an IEEE copyright notice on his preprint . Upon publication, the author must replace the preprint with either 1) the full citation to the IEEE work with Digital Object Identifiers (DOI) or a link to the paper’s abstract in IEEE Xplore, or 2) the accepted version only (not the IEEE – published version), including the IEEE copyright notice and full citation, with a link to the final, published paper in IEEE Xplore.

IEEE reserves the right to exclude a paper from distribution after the conference, including IEEE Xplore® Digital Library, if the paper is not presented by the author at the conference. Additional details can be found at :

https://www.ieee.org/conferences_events/conferences/organizers/handling_nonpresented_papers.html