National Conference/Event Attendance
Last Update on: 18 August 2025
Jump to:
- Purpose
- Scope
- Definitions and Acronyms
- Objectives
- Eligibility Criteria
- Application Process
- Benefits
- Trip Report and Payments
- Affiliation and Acknowledgments
- Implementation, Compliance, and Reporting
- Compliance and Performance Indicators
- Document Amendment Information
- Appendixes
1. PURPOSE
- The purpose of these guidelines is to support the administration of participation in local event attendance within the Kingdom of Saudi Arabia for KFUPM for Faculty and Researchers.
- The program covers attendance at local conferences, seminars, workshops, and symposiums
2. SCOPE
- These guidelines apply to all event attendance requests related to interdisciplinary research center projects.
- These guidelines apply to all KFUPM full-time faculty and researchers..
3. DEFINITIONS AND ACRONYMS
| 1. Definitions | |
|---|---|
Fiscal Year | The university's fiscal year (FY) is a 12-month period used for accounting, budgeting, and financial reporting purposes. It aligns with the calendar year (January 1 – December 31). |
| National Conference | A national conference is a larger-scale gathering that draws participants from across the country. These conferences typically address nationwide topics, research, or industry developments and may be organized by national associations, government bodies, or large institutions |
| National Seminar | National seminar is an educational event where a speaker or panel presents information on a specific subject, followed by audience discussions. It is less formal than a conference but still academic or professional in nature |
| National Symposium | National symposium is a specialized academic or professional event focused on a single topic or theme. Unlike a conference, it is usually more interactive and discussion-based rather than presentation-heavy. |
| National Workshop | National workshop is an interactive event designed to teach, train, or develop skills on a specific subject. It is hands-on and focuses on participant engagement through practical exercises, demonstrations, and group activities |
| Project | A product of an approved research proposal that is scientifically reviewed by an authorized body and has an allocated fund administered by KFUPM. It generally seeks to systematically investigate a problem through scientific methodologies conforming to academic best practices to achieve the defined research objectives. |
| 2. Acronyms | |
|---|---|
| DR | Deanship of Research |
| HR | Human Resource |
| IRC | Interdisciplinary Research Center |
| KFUPM | King Fahd University of Petroleum & Minerals |
| RO | Research Office |
| RSD | Research Support Department |
| KSA | Kingdom of Saudi Arabia |
| VPRI | Vice President for Research & Innovation |
4. OBJECTIVES
- This program helps optimize university resource allocation.
- The program enhances and maximizes its impact on faculty members and researchers.
- This program empowers IRC directors by granting them the authority to approve participation based on project alignment and fund availability, thereby strengthening their role in research oversight
5. ELIGIBILITY CRITERIA
5.1 Applicant Eligibility
- Only two attendances per year will be considered, subject to the availability of funds
- The attendance must be based on an active IRC-funded research project, and sufficient funds should be available.
- One attendance will be for paper presentation, while the other may be for participation without presentation
- The applicant must be part of the project team. They should either be a permanent researcher at the center or an affiliate.
- Researchers and affiliates cannot be supported using the Center Baseline Funds. However, funding for Center Directors may be processed with prior approval from the Vice President for Research and Innovation
5.2 Attendance Restricted Period
The program initiative does not support participation during restricted periods, particularly for teaching affiliates and researchers, as specified in the conference guidelines.6. APPLICATION PROCESS
6.1 Application Procedure
- The Business Trip Application Form, based on project needs, must be completed in Fusion ERP along with the following supporting documents:
- A copy of the accepted paper to be presented, along with proof of acceptance (abstract, extended abstract, or full paper), if applicable).
- A class teaching arrangement letter endorsed by the Chairman for academic department affiliates and researchers.
- The completed application form and required documents must be submitted at least fourteen (14) working days before the event date to allow sufficient time for travel arrangements.
- If the applicant is requesting a ticket from the university, he/she must contact RSD staff upon receiving approval from all relevant stakeholders. Reimbursement of ticket (travel expenses) will not be allowed.
6.2 Approval Procedure
- The RO in the DR shall oversee the initial approval process by screening applications for completeness and availability of funds.
- Domestic business trips will be approved by the Dean of Research and the VPRI.
- The RO in the DR will be responsible for monitoring and recording the applications received, approved, and rejected each year
7. BENEFITS
8. TRIP REPORT AND PAYMENTS
- The applicant must submit the compensation claim in Fusion ERP upon return to receive reimbursement for eligible expenses incurred, along with:
- Registration invoices (if applicable).
- If the applicant did not attend the event, they must immediately contact the RO in the DR to cancel any tickets issued by the University.
9. AFFILIATION AND ACKNOWLEDGEMENTS
- Proper acknowledgment to KFUPM and internally-funded research grant support (along with the project number) in all publications and other outcomes is mandatory.
- Publications or other outcomes with no acknowledgement of the project number will not be considered as an outcome of the project.
- Multiple acknowledgements in project outcomes should be treated according to the Multiple Project Acknowledgement Guidelines
10. IMPLEMENTATION, COMPLIANCE, AND REPORTING
- DR shall implement these guidelines.
- Non-compliance with any provision in these guidelines shall be reported to VPRI.
11. COMPLIANCE AND PERFORMANCE INDICATORS
In monitoring and reviewing the implementation of these guidelines, the following compliance and performance indicators shall be used:
- Number of events applications received, approved and rejected each year.
12. DOCUMENT AMENDEMTN INFORMATION
| Version # | Amendment Date | Amendment Description |
| 1 | Month, date, year |