GSAW & EGRS

Grad Student Appreciation Week & Excellence in Graduate Research Symposium

GSAW & EGRS 2026

The Graduate Students’ Society (GSS), in partnership with the Faculty of Graduate Studies (FGS) and with the generous support of the UVic Libraries, is once again hosting a graduate student research day (Excellence in Graduate Research Symposium – EGRS), and a Graduate Student Appreciation Week (GSAW)!

This year, GSAW will look a little different, as we’re moving it to January to allow greater focus on EGRS— but watch this space for a lineup of awesome events in January 2027!

The Excellence in Graduate Research Symposium is the only multidisciplinary academic poster and presentation showcase for UVic grad students, and it’s completely free for our participants!

The 2026 EGRS will be hosted across two days, from November 4th – 5th.

Grad Student Appreciation Week

DIY Breakfast Tacos
- 9:00am – 10:30am in the Grad House
- Free coffee and tea, plus make-your-own tacos! GF and vegan options available!
De-Stress Fest with UVic Libraries
- 2pm – 4pm in Halpern Centre’s Side Project
- Enjoy snacks & mindful downtime with colouring, crafts, and more!
- Connect with UVic Libraries, who will be joining us!

Beyond Academia Career Panel & Networking Event
- 4pm – 6pm in the SUB Upper Lounge (B110)
- Registration required. Register here!
- Organized by the FGS Graduate Career Counsellor & Office of the Vice-President Research & Innovation (OVPRI).
- See below for details about the event!

Wondering what your career could look like after your Master’s degree or PhD? The path from graduate studies to a fulfilling career beyond academia can feel uncertain, but you don’t have to navigate it alone.

Join us for an evening of connection and conversation designed specifically for graduate students, postdocs and alumni. This interactive event brings together a diverse panel of professionals from various sectors who have all successfully leveraged their graduate degrees to build impactful careers. Whether you’re just starting to explore your options or are actively planning your next steps, this event will provide you with valuable insights, practical advice, and a unique opportunity to expand your professional network.

Hear candid “career stories” from professionals who have transitioned from academia to roles in government, health, consulting, and science.
Engage in two rounds of small-group rotational networking, giving you the chance to ask specific questions directly to panelists.
Discover the skills and experiences valued in different non-academic sectors.
Connect with peers and panelists during a catered open networking reception.

Wednesday Coffee
- 9:00am – 10:30am in Side Project, Halpern Centre
- Free coffee, tea, fruit & muffins for grad students
Excellence in Graduate Research Symposium
- 9:00 am – 4:00 pm in Halpern Centre & the Grad House
- Morning & afternoon poster sessions & presentations will be held in the Grad House and the GSS Boardroom. A timeline of the day will be posted closer to the date.
- Open to all!
Post-EGRS Happy Hour Social
- Happy Hour pricing from 2pm – 7pm in the Grad House

Successful Supervisory Relationships Panel & Workshop
- 2pm – 4pm in the GSS Boardroom & Side Project, Halpern Centre
Board Games & Brownies
- 5:00pm – 7:00pm in Side Project, Halpern Centre
- Free hot chocolate & brownies, while quantities last!

Find our full calendar of GSAW events here!

Excellence in Graduate Research Symposium

The Excellence in Graduate Research Symposium (EGRS) is a multi-disciplinary research showcase held in the Halpern Centre for Graduate Students. There will be poster and presentation sessions of 5 and 15 minutes. Applications to participate are welcome from UVic graduate students at any point in their research! Please see the Application Form and FAQ’s below.

2026 EGRS Application Form

Applications will be open from August 31, 2026 – October 2, 2026. Please submit your completed application form to gsslife@uvic.ca

Applications received before September 18th will be reviewed on September 21st. Applications received by October 2nd will be reviewed by October 5th. Preferential admission will be given to first round applicants, and to those who did not present in 2026.

EGRS FAQ's

Stay tuned for FAQ’s for 2026! These will be posted by the end of August.

FAQ for Faculty

Who is organizing this event?

The Excellence in Graduate Research Symposium (EGRS) is organized by the UVic Graduate Students’ Society (GSS) in partnership with the Faculty of Graduate Studies (FGS) and with support from the UVic Libraries.

The inaugural EGRS/GSAW took place in 2023. Due to its success, we have made this an annual event to show appreciation for our UVic graduate students, and to showcase their research.

Will there be opportunities to socialize?

Yes! If you attend EGRS, please stick around for our post-EGRS social on November 5th! Check back here for more details closer to the event.

Why should I encourage my students to participate?

This event is meant to be the graduate student equivalent to Honours fest. It is great practice for students who may attend conferences in the future, developing knowledge mobilization skills and gathering valuable audience feedback on their research.

Printing and A/V are provided for all participants, and there is no cost for registration. It will not cost you anything to send your students!

There will be opportunity for presenters to win cash awards for presentation quality and academic communication, thanks to generous sponsorship from the University Libraries. Details will be posted closer to EGRS!

Are there resources I can direct my students to prior to the event?

The UVic Libraries/Digital Scholarship Commons will be offering workshops in early October to assist students with effective presentation skills and digital poster design. Participants are encouraged to register for these workshops in advance, as space is limited.

Dates and registration links will be posted here when they become available.

I’m a faculty member and would like to help with the event. What can I do?

Please get in contact with gssinternal@uvic.ca or gss3@uvic.ca. We always welcome more judges! Additionally, promotion of EGRS amongst your students is so valuable, and we hope you encourage them to apply and attend.

FAQ for Applicants & Participants

What are the key deadlines for applying & participating?

Applications received by September 18^th at 4pm PST will receive preferential admission.

All applications must be received by October 2^nd at 4pm PST to be considered.

Participants wanting their posters printed by the GSS must submit them in the correct format to gsscomm@uvic.ca by October 16^th at 12pm PST.

All presentation slides must be submitted in .pptx format to gsscomm@uvic.ca by October 30^th at 12pm PST.

Which disciplines is this event for?

All of them! This is an interdisciplinary research day. Please come with an open mind and be prepared to learn lots outside of your field!

Where do I send my EGRS application form?

Applications open on August 31^st. Please send your completed application form to gsslife@uvic.ca by October 2^nd at 4pm at the latest. Applications will be accepted on a rolling basis, with preference given to those received by the first deadline, September 18^th, and those who did not participate last year. We will do our best to accommodate preferences for participation format, but slots will be allocated on a first come, first serve basis.

We will contact applicants by email to confirm acceptance.

I’m a first-year student, can I participate?

Yes, if you can make a poster/presentation, you are more than welcome to participate! We do encourage first-year presenters to select a 5-minute presentation slot, as this may feel more comfortable and easier to fill the time. Please note that this year, all 5-minute presentations will be held on Wednesday, November 4^th from 3:30pm – 5:00pm.

What presentation length should I select?

The options for presentation length are a 20 minute slot (15 minute presentation, 5 minutes for questions) or 5 minutes (no question period).

We suggest if you are in an early stage of your research, perhaps a 5 minute talk would be best. Otherwise, we encourage you to present for 15 minutes and take 5 minutes of questions. Select whatever you are comfortable with, but please note some key differences:

All 5 minute presentations will be held on Wednesday, November 5^th from 3:30pm – 5:00pm, while there are multiple slots available for the 15 minute presentations.
The 15 minute presentations will be evaluated by our partners including members of the Faculty of Graduate Studies and UVic Research Librarians, who will judge the presentations based on clarity of communication. Winners will receive a cash prize, generously provided by UVic Libraries. Details will be posted closer to EGRS!
All 5 minute presentation participants will be entered into a random draw to receive a cash prize generously provided by UVic Details will be posted closer to EGRS!

What should presenters have ready?

Presenters should have slides prepared, as relevant to their presentation. Once you’re accepted, you’ll receive information about where to submit these ahead of time so our facilitator can have them ready for you.

Slides should be submitted in .pptx format to gsscomm@uvic.ca by October 30^th at 12pm PST.

Presenting work in my discipline doesn’t really work on a poster, what should I do?

We welcome creativity in poster designs, but if you are still uncertain, sign up for a presentation slot! Please indicate this as your preference in your application form.

I have never presented my research in front of an audience before. How do I know what to include?

The UVic Libraries / Digital Scholarship Commons will be offering a workshop on PowerPoint design, and we encourage you to attend if you would like support with effective presentation delivery.

We will post the registration link here when it is available.

What if I don’t have a poster printed?

If you spend your valuable time to make a poster for this event, we will pay for the printing charges! Once you receive your acceptance email, please send your poster to gsscomm@uvic.ca no later than October 16^th at 12pm PST in the required format (see below), and we will handle the printing!

If you would like support or advice on designing an effective academic poster, we encourage you to sign up for the workshop hosted by the UVic Libraries / Digital Scholarship Commons on academic poster design.

We will post the registration link here when it is available.

Where do I send my poster for printing?

Please first ensure that your poster file meets all the requirements listed below and on the application form before submitting. Posters that are the incorrect dimensions or incorrect file type will not be accepted, and there will not be opportunities to resubmit past the deadline. Please send us your poster at gsscomm@uvic.ca by October 16^th at 12pm PST and we will print it for you.

What size & format does my poster have to be?

If you have an academic poster already printed, anything is good as long as it will fit on a 4’ x 4’ rolling tack board.

We are offering printing courtesy of the Digital Scholarship Commons Large Format Printing service. If you are submitting a file to be printed, it must be 48” x 36” and a print-ready PDF. If you are using a template, please ensure it is the correct dimensions.

If you are submitting a file to be printed through us, it must be 48” x 36” exactly. Please follow Blink printing’s Poster Design Guidelines, which include templates. Ensure any template you use is 48” x 36”.

If your poster is the wrong size, we will be unable to accept it, and we cannot accept any resubmissions after the October 16^th deadline. You will need to arrange your own printing services.

What is the quality of the poster printing service like?

We are offering printing via the UVic Libraries Digital Scholarship Commons, which provides printing on draft-quality paper or prototype printing only.

If you need heavier paper or print resolution suitable for external conferences, presentations, or displays, you may obtain them via external commercial or student-run print services such as Zap Copy or Blink. All such services are at participants’ discretion and individual expense. The GSS cannot reimburse costs incurred from using external printing.

What A/V supplies will be provided?

All presenter’s slides will be pre-loaded onto the presentation session chair’s laptop. We will provide a high-quality projector and all necessary technology. We also have available a USB-C – HDMI adaptor, and USB-C to USB-A adaptor, however we expect all participants to submit their slides to us in advance, and to use the session chair’s laptop as provided, rather than their own.

What do I get out of participating?

We encourage you to treat this as an academic conference on your CV! We will send out digital certificates for participants upon request after the symposium.

Thanks to generous donations by the UVic Libraries, there are also cash prizes. All poster participants and participants giving 15 minute presentations will be evaluated by members of the Faculty of Graduate Studies and/or UVic Research Librarians based on the clarity of communication of their research, and winners will receive a cash prize.

All participants giving 5 minute presentations will be entered into a random draw for another cash prize.

More details will be posted closer to EGRS!

I have limited availability on the days of EGRS. Can I still participate?

For both poster and presentation sessions, if there is a time slot that will not work for you, please indicate this on your application form or in the accompanying email.

It is expected that participants attend the entirety of the session that they sign up for. Please email gsslife@uvic.ca if you have any questions about time conflicts.

I’m in a discipline that is offered via distance education, can I still participate?

In previous years, our virtual session did not receive significant uptake from off-campus students, so this year we unfortunately are not holding one. Please email gsslife@uvic.ca if you have any questions.

What will the posters and presentations be judged on?

Please watch this space for more detailed information coming soon! (Thanks to generous donations from the UVic Libraries, there will be cash prizes. We’re currently working on evaluation criteria!)

Can I see an example before I decide whether to print with the GSS?

If you would like to see a sample of the poster quality/paper size, please contact the Digital Scholarship Commons in the UVic Libraries.

Who will be judging EGRS?

The posters and 15 minute presentations will be judged by members of the Faculty of Graduate Studies and UVic Research Librarians, as well as other GSS partners.

When should I come to drop off my poster / set up my presentation?

A detailed itinerary of the day will be sent to participants in advance, including times for set-up and take-down. If you print your poster with us, we will have it available for set-up in the GSS Office.

Can’t find the answer to your question? Reach out to gsslife@uvic.ca

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