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Conference Attendance
General Rules
  • Financial support shall be provided to Sultan Qaboos University (ag¶Ä²©) staff members for participation in conferences or symposiums, provided that they present a scientific work. In cases where more than one staff member is involved in the same scientific work being presented, financial support shall be granted to only one author or co-author.

  • The organizer of the conference or symposium must be an academic institution or a specialized and accredited organization.

  • The subject matter of the conference or symposium must align with the staff member’s scientific specialization or work responsibilities, as determined and approved by the Head of Department (HOD).

  • The staff member’s ag¶Ä²© affiliation must be explicitly mentioned in the scientific paper or poster submitted for the conference or symposium. In cases of joint affiliation, ag¶Ä²©’s name shall appear first.

  • Attendance or participation in the conference or symposium must not result in the neglect or breach of the participant’s official work responsibilities.

  • Applicants must not be on research leave, study leave, or sabbatical leave either at the time of applying for conference or symposium participation or during the dates when the conference or symposium is scheduled to be held.

  • Conference attendance leave shall not exceed a total of ten (10) days within an academic year, except in cases where participation is funded by research projects.

  • Applications for conference or symposium attendance must be submitted at least one (1) month prior to the conference date to allow sufficient time for the completion of all financial and administrative procedures.

  • Upon return from the conference or symposium, the participant must submit a report to the Assistant Dean for Postgraduate Studies and Research in the college or the director of Center. The report shall include details of the conference’s benefits using the prescribed form in the system, accompanied by a copy of the participant’s conference attendance certificate and proof of travel.

  • Any incomplete/outstanding reports from previously attended conferences must be submitted before a new conference application can be made. 

Financial Support and Leave

College Budget (Omanis):

  1. The participant shall be granted official leave, and the following expenses shall be covered:

  • Return economy class airfare.

  • Conference registration fees.

  • All allowances as per the participant’s position.

        In cases where the conference organizers provide financial support, ag¶Ä²© shall only grant official leave without additional financial     support.

  1. Financial support shall be provided once per academic year for each participant.

  2. The granting of financial support is contingent upon the availability of the college budget.

 

Conference Central Budget:

  1. The Conference Central Budget shall be strictly allocated to cover participation in scientific conferences or symposiums only.

  2. The Conference Central Budget shall be limited to faculty members and researchers.

  3. The applicant must meet the following employment criteria:

  • Have completed a minimum of one (1) year of employment at ag¶Ä²©.

  • Commit to serving ag¶Ä²© for at least one (1) year following the conclusion of the conference or symposium.

  1. The applicant is required to submit an oral presentation or scientific poster based on a complete scientific paper. The scientific paper, including abstract, introduction, research methodology, results, discussion, and recommendations, must be uploaded to the university’s electronic conference application system.

  2. Applicants participating in the conference or symposium as invited guest speakers shall be eligible for financial support under the Conference Central Budget. They shall be exempted from requirement stipulated in the preceding clause.

  3. Financial support shall be granted once per financial year as a lump sum amount covering all expenses of participation in the conference or symposium.

  4. The lump sum shall be paid following the conference or symposium and submitting the conference report, according to the following table:

Countries*

Total amount

East and South Asian countries, African countries, Middle Eastern countries, and Gulf region countries

800 OMR

North and South American countries, Japan, Australia, and New Zealand

1,200 OMR

Rest of the world

1,000 OMR

*list of countries 

Funded Research Projects (for all research grant types):

  • Conference attendance shall be funded through research projects in accordance with established procedures for research funding. Such funding shall be subject to compliance with the provisions governing conference attendance. 

 

Personal Expenses: 

  • The applicant may be granted official leave to attend a conference or symposium upon submitting a request to attend at their own expense.

  • Submission of a scientific paper shall not be a requirement for such attendance.

 

Invitation from Conference Organizers:

  • Official leave shall be granted to an applicant who is invited by the conference organizing committee, provided that the committee covers all financial expenses.

  • Submission of a scientific paper shall not be required in such cases.

Procedures

  1. A request to attend a conference or symposium must be submitted by the electronic conference attendance system, including:

  • The scientific participation of the applicant.

  • Final approval for participation from the conference or symposium organizer, specifying the title of the scientific paper and the name of the participant.

  1. The request must be reviewed and approved by the applicant’s direct supervisor after ensuring that it complies with all relevant conditions.

  2. The request shall then be reviewed and approved by the Assistant Dean for Postgraduate Studies and Research of the relevant college and the Dean or the Director of the respective center.

  3. Final approval for the request shall be granted by the Dean of Research, following which the request is forwarded to the relevant departments to take the necessary actions in accordance with established practices.

  4. After returning from the conference, the participant must submit a detailed report via the conference attendance electronic system, including proof of participation and travel (e.g. An electronic copy of the boarding pass or a copy of the entry and exit stamp in the passport),

and shall be approved by the participant’s direct supervisor.

Application form

To apply for attending a conference, please use the link below: