Student Assistance
Funds to assist student costs associated with conferences and observatories are available from the ASA and other sources.
The ASA provides limited support for students to attend a conference.
Assistance to attend the Harley Wood School is provided through the meeting organisers. However, it is generally expected that institutions will fund student attendance at the Harley Wood School.
The amount of money per student and how it is divided is left to the discretion of the meeting organisers, operating within a set of guidelines. The aim is to roughly equalise the cost of travel for all attendees using the cheapest reasonable mode of travel. (e.g. students from Western Australia could expect more support to attend an east coast meeting than a Sydney student, who may get none). A contribution to accommodation may be considered if sufficient funds are available, but Registration is unaffected by distance and therefore not funded. There is little point awarding very small amounts to many people so, if necessary, preference will be given to ASA members over non-members. Non-members may register as a member providing the Secretary receives their membership application prior to the closure date for early HWS registration. Payment of annual membership fees must then be received within 14 days of the closure date. This is intended to encourage students in the first year of their candidature to attend the Harley Wood School. We hope and expect subsidised non-members to join after the meeting.
Enquiries should be directed to the meeting organisers. Claims must be submitted to the ASA Treasurer, accompanied by original receipts.
Student Travel/Conferences
Limited travel funds are available to assist student members of the ASA to attend and present their research at international research meetings, including international meetings held in Australia, international workshops and online international conferences. The intention is to broaden a student’s international network and provide opportunities to help further their academic careers.
Meetings that are not supported by this scheme include ASA meetings (e.g. the Annual Scientific Meeting and Chapter sponsored meetings), research schools, observing trips (usually funded elsewhere) and training sessions (for which the candidate’s institution is responsible).
There are two application deadlines per year – 31 March and 30 September.
The Student Travel Assistance Scheme (STAS) awards will be subject to the following rules:
- The total maximum available per student is $1500, for a single trip during their Higher Degree by Research (HDR) candidature.
- Students are required to make a presentation at a conference or workshop to be eligible for funding, unless strong justification can be made.
- Students must have been financial members of the ASA for at least 6 months prior to (i) submitting the application or (ii) their departure date, whichever is earlier.
- Students will not generally be supported in their first year of study.
- Applications must be received before travel commences except in limited exceptional circumstances (see below).
- Students are required to acknowledge support from the ASA during their presentation and in any publication resulting from the trip.
- Successful applicants must provide a trip report before claiming their funds.
- When claiming funds, a form, provided by the ASA Treasurer, must be completed and receipts attached.
Applications must be submitted prior to travelling. In exceptional circumstances, where unforeseen out-of-pocket expenses are incurred by the student due to other funding sources not fulfilling their obligation or as a result of necessary changes made to the trip that could not be avoided, an application may be submitted post-travel. This must occur within 1 month of returning and the mandatory 6-month membership period prior to departure must have been met.
How to apply
To apply for a STAS award, students are required to:
- download the ASA Student Travel Assistance Scheme Application Form
- the completed Application Form must be submitted via the Application Portal below
- required supplementary material to be submitted via the Application Portal includes:
- abstracts of any papers to be presented
- evidence that the presentations have been accepted, such as confirmation emails, if available
- a detailed budget for the trip indicating: all expenses, sources of funding and allocating which funding sources will cover each expense. Please use the example budget (download here) as a guide.
- any additional material that may be relevant.
How to claim after your trip
Students who have been awarded STAS funding, are required to do the following once they have returned from their trip or after the online conference/workshop:
- submit a short report (less than one page) to the ASA Secretary, confirming the travel details, papers presented, response to the paper and the value of the meeting to the student’s research and future employment
- when the report is accepted the ASA Treasurer will contact the student to arrange payment. The Treasurer will require copies of receipts for amounts of equal or greater value than the STAS funding received.
- Any enquiries should be directed to the ASA Secretary.
Other sources of funds for student travel are also listed on the Travel Assistance page of the ASA’s Australian Astronomy web site. Ask your supervisor and Research/Scholarships office for further details.
Student Travel Assistance Scheme Application Form
Spring Applications close on the 30th September 2025.
Download your application form here!