Conference Attendance Guidelines for Faculty and Researchers

Conference Attendance for Faculty and Researchers

Last Update on: 29 November 2022

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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. Trip Report and Request for Payment
  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 Grant Program.  

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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 faculty, researchers and eligible graduate students.

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3. DEFINITIONS AND ACRONYMS 
1. Definitions

Academic Year

Declared annually by the Office of the Registrar, starts with the first day of classes in the fall semester, and ends one day before the announced first week of classes of the next academic year. 

Class A* Conferences

Flagship conference and leading venue in a discipline area where the Organizing body is a learned society, organizing body is non-profit, organizing body is reputable, the conference should be recognized by its organizing body as their flagship / premier / most important / etc. conference
Class A Conferences Flagship (excellent) conference, and highly respected in a discipline area where the Organizing body is a learned society, organizing body is non-profit, organizing body is reputable
Class B ConferencesNon-flagship conference and ranked as good to very good conference and well regarded in a discipline area
ProjectA product of an approved research proposal that is scientifically reviewed by a competent body and has an allocated fund administered by DROC. It generally seeks to systematically investigate a problem through scientific methodologies conforming to academic best practices to achieve the defined research objectives.
University internal fund 

A KFUPM fund allocated for conference attendance.

2. Acronyms
CSOConference Support Office
DROCDeanship of Research Oversight and Coordination
IRCInterdisciplinary Research Center
ERPEnterprise Resource Planning
KFUPMKing Fahd University of Petroleum and Minerals
KSAKingdom of Saudi Arabia

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4. OBJECTIVES
  1. The Conference Attendance Grant Program supports the attendance of eligible KFUPM faculty, researchers and graduate students in international conferences.
  2. The program encourages faculty, researchers and students 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 Internal Fund.

A maximum of one conference attendance may be allocated in each academic year to any individual applicant making a paper presentation, or on the basis of an invited/keynote speech under the University Internal Fund, where the applicant is employed as a faculty, researcher in KFUPM. 

5.2 Conference attendance supported by KFUPM research grant funding (i.e., KFUPM funded research project). 
  1. One more conference attendance grant may be allocated each academic year to any individual applicant affiliated to an IRC and making a paper presentation or invited/keynote speech where:
    • conference attendance provisions are available to the applicant from a funded research project, no more than six months after the project completion date specified in the project proposal or agreed extended project timeframes (i.e., KFUPM funded research project) provided the project number is specifically acknowledged in the paper that is being presented; or
    • conference attendance provisions that are available to the applicant from an IRC baseline fund.
  2. Additional conference attendance grants may be allocated each academic year to Principal Investigators holding a grant under the Early career Research Grant Program.
  3. Conference attendance grants may be allocated:
    • to those undertaking Sabbatical leave, where their Sabbatical Leave Project budget includes conference attendance, and their host institution provides a “No Objection” letter;
    • to those attending the University Summer Scholarly Visiting Program, where attendance will not affect the minimum duration spent at the host institution, and the host institution provides a “No Objection” letter;
    • to non-traditional faculty such as joint and chair professors, where their on-campus stay is for one continuous month and they have published at least 10 papers with KFUPM affiliation in ISI indexed journals, or one paper in Nature or Science.
5.3 Conference attendance supported by external funding (i.e., externally funded research project). 

Subject to the terms and conditions specified by external funding agencies, there may be two conference attendance grants available to any individual applicant under externally funded projects (i.e., externally funded research project) each academic year.  

5.4 Conference attendance supported by KFUPM Endowment Fund. 

Graduate Students enrolled in full time Masters and PhD program, who have a GPA of 3.5 and above shall be allocated for conference attendances on the basis of a paper presentation. Master Students shall attend one conference during their term and PhD students shall attend two conferences after their successful completion of their comprehensive exam.

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6. ELIGIBILITY CRITERIA 
6.1 Applicant Eligibility 
  1. All faculty members and researchers at KFUPM are eligible to apply for conference attendance grants under the University Internal Fund.
  2. All KFUPM graduate students enrolled in full time Masters and PhD programs are eligible to apply for conference attendance grants available under the KFUPM Endowment Fund, subject to the terms and conditions.
  3. Subject to the terms and conditions specified by external funding agencies, all faculty members, researchers are eligible to apply for conference attendance grants under externally funded projects. 
6.2 Conference Eligibility 
  1. The program supports attendance at flagship conferences:
    • ranked as A* or A approved by the DROC and the higher administration, and listed on the DROC website; and indexed or having a presence in Scopus and Web of Science.
  2. The program also supports attendance at non-flagship conferences:
    • proposed by applicants through their respective department heads;
    • evaluated, ranked and approved as B by DROC
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 an invited or 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. Such regional conferences should be ranked A* or A by DROC.
  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.
  5. Principal Investigators holding a grant under the Early Career Grant Program may receive conference attendance support from within their funded research project to attend an international conference ranked A* or A in their domain without an accepted paper, provided the necessary funding is available.   
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 Saudi Aramco, the program supports conference attendance with the consent of KFUPM and Saudi Aramco. 

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7. GRANT BENEFITS AND PAYMENT

The grant will provide:

  1. a per diem for the actual conference days (the maximum per diem days not exceeding 4 conference days) covering local transportation charges (e.g., car rental, fuel expenses, parking fee, toll fee, taxis, trains) and meals.
  2. a round trip ticket made directly through the designated travel agency, as per the University policy, from Dammam to the conference location, including:
    • business class for designations: full and chair professors.
    • economy class (excursion class) for all other designations;
  3. Actual Room rate/ per day (USD) with a capping;
  4. the conference registration fee, with an upper limit (capping of 1000 USD);
  5. visa fee (including the insurance);
  6. single exit- re-entry visa fee (for non-Saudi applicants);

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    8. APPLICATION PROCESS
    1. All applications must be submitted in the ERP (E-Business) such that the applications reach the CSO, at least 30 working days (approximately six weeks) prior to the conference date.
    2. Applications must include:
      • evidence of acceptance from the conference organisers (i.e., letter of acceptance, or letter of invitation);
      • a copy of the paper or abstract where the recipient has applied to present a paper;
      • a copy of the invited/keynote speech (in PPT or PDF format), where the recipient has been invited to present.
    3. All applications must be submitted through the ERP to the respective Department Head, for onforwarding to the CSO.
    4. 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 (excluding registration and other social functions);
      • any related workshops and tutorials scheduled at the beginning or the end of the conference (up to a maximum of one extra day);the region and country, where conference attendance requires travel;
      • possible funding sources (i.e., University Internal Fund, KFUPM funded research 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 funded research project provision for conference attendance;
        • availability of External funded research project provisions.
      • Applicant eligibility:
        • employment status of applicant;
        • affiliation with an Interdisciplinary Research Center;
        • KFUPM student status (i.e., active enrolment in Masters or PhD programs);
        • Department’s percentage of faculty attending conferences (i.e., no more than 20% of the department’s total strength at a time).
      • Conference eligibility:
        • flagship conference;
        • non-flagship conference;
      • Conference paper eligibility:
        • accepted paper, extended abstract or abstract;
        • invited or keynote speaker invitation;
        • mere attendance without a paper (Early Career Research Grant Program).
      • Conference timing:
        • not in restricted period;
    2. DROC shall discuss the proposals received and either:
      • recommend for immediate approval; or
      • not recommend for approval.
    3. The CSO shall advise the applicants of DROC’s decision. 

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    10. TRIP REPORT AND REQUEST FOR PAYMENT
    1. With the completion of the conference, the recipient should submit to the CSO:
      • a trip report in the ERP (E-Business);
      • soft or hard 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)
        • round trip ticket booking and the relevant tickets
        • the hotel room booking and the relevant receipt\invoice paid
        • 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 non-Saudi applicants)
    2. The Finance Department shall make payment to the recipient. 

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    11. 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 acknowledgements in project outcomes should be treated according to the Multiple Project Acknowledgement Guidelines

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    12. IMPLEMENTATION, COMPLIANCE, AND REPORTING
    1. DROC shall implement these guidelines.
    2. Non-compliance with any provision in these guidelines shall be reported to DROC.  

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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 and students 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
    Version #Amendment DateAmendment Description 
    1Month, date, year 

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    15. APPENDIXES

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