Fieldwork Cost Fund

Overview

The Fieldwork Cost Fund (FCF) assists with costs directly connected with research by registered, full-time York graduate students.

Applications are reviewed and allocations are determined by a committee consisting of:

• One full-time faculty member selected by the University; and,
• The Dean of Graduate Studies or designate.

Allocated funds are provided to successful applicants by reimbursement after eligible expenses are incurred and original, detailed receipts are provided. Reimbursement claims must match the budget line items approved by the Fieldwork Cost Fund Committee.

Value and Duration

• Successful applications may be allocated up to $1,000 per degree.
• Once awarded, students have a two-year period in which to submit expense claims related to their application.

Eligibility

Eligible Applications

• Applicants must be registered, full-time York graduate students.
• Applicants must not have outstanding grades of “I” at the end of the term prior to receiving the award.
• While an applicant’s MRP, Thesis, or Dissertation proposal may still be in development and pending approval at the time of application to the fund, it must have achieved all levels of approval (academic and ethics as appropriate) and be submitted to the appropriate office by the time the research is to be conducted. MRP proposals remain in the Program Office. Thesis/dissertation proposals are sent to FGS.
• Applicants whose research involves human participants must have received research ethics approval for their proposed research before the actual in-field research is commenced.
• Applicants must be registered with full-time status both at the time of application and at the time the research is undertaken.
• Only complete applications are considered.

Eligible Expenses

• Student travel and/or accommodation necessary for research;
• Incentive payments or token gifts to research participants—where an incentive is deemed necessary, a $5 to $10 gift certificate is recommended for survey and interview respondents;
• Materials, supplies, photocopying and other services essential to the research; and/or,
• Disability accommodation costs for participants (e.g., accessible transportation, interpreters, note-takers)

Conditions

• Applications to cover expenses for fieldwork prior to the competition may be considered when an applicant provides sufficient rationale for why the application was not made in the previous competition;
• Allocated funds are provided to successful applicants by reimbursement after eligible expenses are incurred and original, detailed receipts are provided (including incentives payments); and,
• Reimbursement claims must match the budget line items approved by the Fieldwork Cost Fund Committee.

Ineligible Expenses

• Books;
• Conference costs;
• Subsistence costs (e.g. food, laundry);
• Tuition and related fees;
• Equipment and services considered a normal student expense including the cost of the researcher’s intracity transportation within the GTA (e.g., city taxis, TTC); and/or,
• Services deemed essential without a quote from a certified professional.

Please note, the Fieldwork Cost Fund does not support student travel to present at conferences. However, if research plans include travel to a conference site for the specific purpose of interviewing experts presenting there, the applicant must provide evidence that interview appointments were arranged in advance of travel.

How to Submit an Expense Claim:

Please submit an expense claim electronically via CONCUR: For instructions download the Student Guide to Claim Personal Reimbursement (.pdf)

Submitting Claims

• Follow the instructions as specified in the notice of award.

Contact

• If you require further assistance, please contact our Associate Director, Research, Scholarships & Awards by visiting our FGS Staff Directory.