Last Update on: 25 February 2026

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1. Purpose
2. Scope
3. Definitions and Acronyms
4. Objectives
5. Annual Allocation
6. Eligibility Criteria
7. Grant Benefits and Payment
8. Application Process
9. Review and Evaluation
10. Per Diem and Conference Reimbursements
11. Acknowledgments
12. Implementation, Compliance, and Reporting
13. Compliance and Performance Indicators
14. Document Amendment Information
15. Appendixes

1. PURPOSE

The purpose of these guidelines is to support the administration of the Conference Attendance Program at KFUPM.  

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2. SCOPE

1. These guidelines, apply to all norms issued to support conference attendance.
2. These guidelines apply to all KFUPM full-time faculty and researchers.

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3. DEFINITIONS AND ACRONYMS 

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4. OBJECTIVES

1. The Conference Attendance Program supports the attendance of eligible KFUPM professional-ranked faculty and equivalent researchers to international conferences.
2. The program encourages faculty and researchers to interact and exchange ideas with internationally renowned scholars and researchers, promote KFUPM’s research, and support the cohort of innovative ideas.

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5. ANNUAL ALLOCATION

5.1 Conference attendance supported by KFUPM funding through the University budget (CONF2600).

1. Each professorially ranked faculty member may receive funding for a maximum of one conference attendance per fiscal year under the University Fund.
2. Attendance(s) based on published ISI journal papers in a conference, are applicable only to conferences which are categorized as A*.
3. Postdoctoral Fellows are eligible for funding to attend one conference per fiscal year, strictly based on a paper presentation.
   • This is a competitive award administered by the Deanship of Research. To qualify, applicants must have completed a minimum of six months of service at KFUPM.
   • Applications must be submitted at least 45 days prior to the conference start date.

5.2 Conference attendance supported by KFUPM research grant funding. 

1. One more conference attendance may be allocated in an academic year to full-time professorial-ranked faculty at KFUPM affiliated with an (Interdisciplinary Research Center “IRC”), funded through the University Internally Funded IRC Research Project on:
   • a paper presentation; or
   • a keynote speech; or
   • 3 ISI/Scopus Journal papers published in the last 2 years prior to the conference dates and not having utilized for any conference attendance before;
2. Researchers may attend one conference per fiscal year under the University Internally Funded IRC Research Project based on one of the following criteria:
   • Paper presentation, or
   • A keynote speech, or
   • Three ISI/Scopus Journal papers published in the last 2 years prior to the conference dates and not having utilized for any conference attendance before. Additionally, the conference must be classified as A* in the list of flagship conferences approved by the Deanship of Research.

5.3 Conference attendance supported by external funding (i.e., externally funded research project). 

1. Subject to the terms and conditions (specified by external funding agencies) there may be one conference attendance grant available to the full-time faculty, or researcher at KFUPM in a fiscal year under externally funded projects (grants) based on a paper presentation or a keynote speech or 3 ISI/Scopus Journal papers published in the last 2 years prior to the conference dates and not being utilized for any conference attendance before.
2. The University might support more than one conference in addition to (5.3.1) based on the nature of the project, no objection letter from department chairman, justification from center director and availability of fund in the project. 

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6. ELIGIBILITY CRITERIA 

6.1 Applicant Eligibility 

1. All professorial ranked faculty members and equivalent researchers at KFUPM are eligible to apply for conference attendance grants under the University Internal Fund.
2. Subject to the terms and conditions specified by external funding agencies, all faculty members, researchers as principal investigators (PIs) or co-investigators (CoIs) are eligible to apply for conference attendance under externally funded projects (grants).

6.2 Conference Eligibility 

1. The program supports attendance at flagship conferences:
   • ranked as A* or A provided by departments and approved by the DR, and listed on the DR website; and indexed or having a presence in Scopus and Web of Science.
2. The program also supports attendance at non-flagship conferences (not listed on the DR website). Final approval will be granted by DR based on review output.

6.3 Conference Paper Eligibility 

1. Applicants seeking conference attendance support to attend may submit an application based on acceptance of a:
   • full length paper; or
   • extended abstract; or
   • paper abstract.
2. Applicants seeking conference attendance support from KFUPM to attend may also submit an application as a keynote speaker.
3. Applicants seeking conference attendance support from KFUPM to attend a regional conference (conferences listed in the regions O, A, B, C as given in the Appendix. 2) may submit an application based on paper presentation along with a published Q1/Q2 ranked ISI journal paper published within two years of the conference dates.
4. Applicants seeking conference attendance support from a KFUPM funded research project may submit an application based on acceptance of a paper, extended abstract or abstract:
   • related to the funded research project;
   • that represents one of the outcomes of the funded research project.

6.4 Conference Attendance Restricted Period 

1. The program does not support conference attendance during restricted periods (see Appendix 1).
2. Where attendance is supported by external organization, the program supports conference attendance with the consent of KFUPM and that external organization.

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7. GRANT BENEFITS AND PAYMENT

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8. APPLICATION PROCESS

1. Department Chairman is responsible for approving conference attendance applications to ensure that the applicant has fulfilled all responsibilities associated with the Department. (e.g. teaching, etc.).
2. Center Director is responsible for approving applications related to University Internal Fund (IRC) projects or externally funded research projects.
3. All applications must be submitted in the Fusion ERP such that the applications reach the CSO, at least 30 days (approximately four weeks) prior to the conference dates.
4. Applications must include:
   • evidence of acceptance from the conference organizers (i.e., letter of acceptance, or letter of invitation);
   • a copy of the paper or abstract or an extended abstract where the recipient has applied to present a paper;
   • a copy of the keynote speech (in PPT or PDF format), where the recipient has been invited to present.
5. No Objection Letter (NOL) from KFUPM co-authors, if applicable
6. Researchers and postdoctoral fellows shall submit a class teaching arrangement letter, if they have teaching responsibilities, endorsed by the Department Chairman.
7. All applications must be submitted through the Fusion ERP to the respective Department or Center Head, for onforwarding to the CSO.
8. The CSO shall verify aspects of the application, including:
   • the applicant’s employment status and affiliation;
   • the status of the conference (i.e., flagship or non-flagship conference);
   • Conference Duration: All official conference days are included in the approved per diem period.
   • the region and country, where conference attendance requires travel;
   • Possible funding sources (i.e., University Internal Fund IRC project, Externally funded research project).

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9. REVIEW AND EVALUATION

1. The criteria for reviewing and evaluating proposals includes the following:
   • Availability of funding for conference attendance:
     • availability of KFUPM internally funded provision for conference attendance;
     • availability of External funded research project provisions.
   • Applicant eligibility:
     • a full-time faculty and researcher at KFUPM.
     • Postdoctoral fellows at KFUPM may apply; however, their applications shall be subject to a competitive evaluation process.
   • Conference eligibility:
     • The conference must be a flagship conference from the approved list of DR.
   • Conference paper eligibility:
     • accepted paper, extended abstract or abstract;
     • keynote speaker invitation;
     • 3 ISI/Scopus Journal papers published in the last 2 years prior to the conference dates;
   • Conference timing:
     • not in restricted period;
2. DR shall discuss the proposals received and either:
   • recommend for immediate approval; or
   • not recommend for approval.
3. The CSO shall advise the applicants of DR’s decision. 

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10. PER DIEM AND CONFERENCE REIMBUSREMENTS

1. With the completion of the conference, the recipient should submit to the CSO:
   • a per diem request in the Fusion ERP;
   • soft copy of the conference proceedings (as provided by the conference organisers);
   • submission of the required receipts, invoices, proofs of payment pertaining to;
     • conference registration fee and the proof of payment (bank statement);
     • visa fee receipt (including the insurance) and the proof of payment (in case of transaction through Bank);
     • single exit re-entry visa fee payment proof (for the international applicants);
2. The Finance Department shall make payment to the recipient. 

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11. AFFILIATIONS & ACKNOWLEDGEMENTS 

1. Proper acknowledgment of KFUPM affiliation and conference attendance support (along with the project number, where relevant) in abstracts, publications and other outcomes is mandatory.
2. Multiple affiliations in conference or journal paper(s) are strictly prohibited and allowed with the prior consent of the Dean, DR.
3. Multiple acknowledgements in project outcomes should be treated according to the Multiple Project Acknowledgement Guidelines. 

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12. IMPLEMENTATION, COMPLIANCE, AND REPORTING

1. DR shall implement these guidelines.
2. Non-compliance with any provision in these guidelines shall be reported to DR.

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13. COMPLIANCE AND PERFORMANCE INDICATORS

In monitoring and reviewing the implementation of these guidelines, the following compliance and performance indicators shall be used:

1. Number of conference applications received, approved and rejected each year; 
2. Number of faculty members, researchers applying for, and receiving support for conference attendance;
3. Level of funding support for conference attendance each year.

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14. DOCUMENT AMENDEMTN INFORMATION

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15. APPENDIXES

• Appendix 1 - Conference Attendance Restricted Periods
• Appendix 2 - Countries Under Different Regions and Locations
• Appendix 3 - Extra Per Diem According to the Region
• Appendix 4 - Round Trip Tickets and Ticket Class
• Appendix 5 - Flagship Conferences

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