Postgraduate research external courses and conference attendance

External Course and Conference Requests

PGR students can apply to use their Proficio funding for attending courses and conferences held outside the University of Essex. You should discuss any training needs and any courses or conferences you have identified with your supervisor as they will need to co-sign your application.

External training courses

If you have identified an external training course which would be beneficial to the successful completion of your research degree, but a similar course is not available through Proficio at Essex, with the Deputy Dean’s (Postgraduate Research Training) approval, you can use your Proficio funds to pay for the course.

Apply for course funds

To apply for approval to use your Proficio funds to attend a training course not provided through Proficio, please complete an approval form (.docx).

Training course definition

• Will have a tangible outcome such as new skill acquisition.
• Generally will be around a theme and will have longer sessions.
• Akin to courses offered under Proficio at the University of Essex.

Conference attendance

PGR students can also use their Proficio funds on conference attendance, subject to the approval of the Deputy Dean (Postgraduate Research Training). Find information and the amount of funds available for conference attendance.

Apply for conference funds

If you would like to attend a conference using Proficio funds, please fill in a conference approval form. (.docx).

Conference definition

• Generally have a broader topic focus.
• Usually comprise of multiple presentations that are short and concise, with the programme often including keynote talks that are longer.
• Larger events where multiple sessions are running at one time (not always the case but this would make an event clearly a conference).
• Students may have the opportunity to present their own research, organise a session or just attend to increase subject awareness.

External Courses/Conferences outside the UK

• Students who wish to attend an external course/conference outside of the UK must first read the guidance on the overseas travel webpages.
• Students will need to complete a travel insurance application form as soon as possible and no later than two weeks before the date of travel to allow time for assessment of the travel plans. Trips may have to be postponed or cancelled if there are safety concerns that cannot be addressed before travel.
• Proficio funding applications to attend an overseas external course/conference will not be processed until the travel insurance application form has been completed and signed off by the Insurance Officer and any additional risk assessments required have been completed. No retrospective applications will be approved or reimbursed.

Carer’s Expenses

• Students can claim for reimbursement of caring expenses if these have been incurred to attend a course/conference. The reimbursement will not be deducted from the student's fund, and instead taken from the general Proficio operating budget.
• Claims for caring expenses should be submitted on a separate PGR Carers Financial Support Form and are subject to the financial support for PGR Carers guidelines.

Exceptional Funding Requests

• Students have a set amount reserved in their Proficio funding for course and conference attendance. Students are expected to manage their funding to make best use of the funds available and to ensure that the individual allocations are not exceeded.
• Once a student exhausts their funding from one part of their allowance (either conference attendance or course attendance) and an additional course/conference arises that would benefit the student in attending, one exceptional funding request can be made to use funds from their other allowance providing there is sufficient funding available.
• Requests should be made on the Proficio Funds Exceptional Request Form (.doc) and are subject to approval from the Deputy Dean (Postgraduate Research Training) or nominee.