Tips and Guidelines for Grant Applicants
Before you fill out the online application, please read the advice below. We hope it will make the process easier for you.
Only complete applications will be considered. Incomplete applications, including those submitted without the required documents, will be rejected. The required documents are:
- A completed grant application form with a supporting statement
- Your Social Security number (SSN) if you are a U.S. citizen or studying at a U.S. university
- A copy of your current student identification card (student ID). Please note that Post-Docs are not eligible for Student Grants.
- An approved student validation from USENIX. Start the validation process now.
- Submit your application prior to the deadline. Late applications will not be considered.
Please do NOT register for the event until you hear whether you have received a grant. When grants are awarded, we will send you a complimentary registration code for the event.
- If you do not receive a grant, you will need to go to the online registration form to register.
- Student fees do not increase after the Early Bird deadline.
- Please DO go ahead and make travel and hotel reservations at your earliest convenience. When estimating expenses, air travel should be based on 21-day advance purchase or Saturday night stayover tickets. Airfares tend to increase the closer one gets to the departure date, so make sure to book flights well in advance. Whatever airline you use, make sure to check if they offer a student rate on your flight.
If you require a visa to attend the conference, DO apply as soon as possible. You will need an invitation letter from USENIX to submit with your visa application. Please email us, and identify yourself as a student grant applicant (and presenter, if applicable) and include your mailing address.
If you are traveling to the conference from outside the U.S.A., see detailed advice from the National Academies about visiting the United States.
Expenses you request on your application may be adjusted by USENIX during the review process. We will determine the amount of the award based on several criteria (see #12 below), as well as the funds we have available for the event. The USENIX Student Grant Program rarely has enough funds to cover all travel and/or hotel expenses for grant recipients, but grants do cover all registration fees. We rely on corporate sponsorship to fund grants to a specific event, which sometimes means that we are able to fund a greater number of individual grants for one conference than another.
Note: If you leave an expense request line empty, we will assume that you DO NOT need financial assistance for that expense.
- Base your accommodation expenses on sharing a room at the conference hotel. Sharing a room is a good way to help save expenses. If you need help finding a roommate, subscribe to the roomshare email list. Please reserve your hotel room well in advance; conference hotel rooms tend to fill up fast, and the conference discount rate may expire up to three weeks before the conference. Hotel reservations can usually be cancelled later if you are unable to attend.
- Check to see if the conference offers special tutorial/training rates for students. If so, you should reference the special student fees in your expenses claim.
- Grant checks are drawn on a U.S. bank. The check is intended to be used only toward travel and/or hotel expenses; you will receive a code for a complimentary registration to the event. Note that we will not be able to cash your check at the conference. Please be sure you will be able to make arrangements to cash the check on your own. We suggest you contact your bank for assistance, particularly if you are traveling from abroad.
- Remember that grants DO NOT cover CEU credits for training/tutorials or membership in USENIX. We encourage you to become a student member of USENIX, which will provide you with ongoing information about the organizations, as well as important updates regarding our events! (We have special student membership rates.) You can become a student member while registering for the conference, or by visiting our membership page.
- Provide complete correct contact information. We will need to have your current mailing address so that if you receive a grant, your check will reach you in a timely manner. In addition, for grantees awarded $600 or more, we will need to mail you a copy of IRS Form 1099-MISC. (Please take into account any address changes you may have near the time of the grant deadline—due to school breaks, for example.) You will be notified via email, so make sure your email address is also correct on your application.
Preference is shown to:
- Students whose areas of study significantly overlap with the conference topics and who write a concise essay (supporting statement) outlining their studies and research
- First-time applicants and those who have not received a grant in the past 12 months
- Students from institutions not traditionally represented at USENIX
- Class level and financial need
- Students who are both presenting a paper at the event and do not have alternate sources of funding available to them.