About the Unit
The unit works on organizing the participation and attendance of members in internal and external conferences and seminars.
Tasks
- Facilitating procedures related to the presence and participation of faculty members and members of the administrative body in conferences, seminars and meetings outside the Kingdom.
- Creating a database for faculty members in which their practical tasks are assigned for them, whether they involve attendance or participation in internal and external conferences, seminars and meetings.
- Preparing periodic reports on the unit's activities and achievements.
- Carrying out any other tasks assigned within its area of specialization.
Participation Regulations
The Regulations of participating in conferences and seminars for Saudi faculty members:
- Participation must be approved by the department and college councils.
- A faculty member may be nominated to participate with a scientific paper or to attend external conferences or seminars no more than twice during the academic year, distributed between the two semesters and the summer break, provided that the conference has a distinguished scientific reputation.
- If a faculty member publishes or receives an acceptance for publication in a journal indexed in ISI and mentions their affiliation with Princess Nourah bint Abdulrahman University during the year preceding the conference date, they are granted a third external participation opportunity, even without a scientific paper.
- The faculty member's participation in the conference or seminar, or similar, must not disrupt their assigned duties.
- The participation request must be completed and submitted at least two months before the conference or seminar date.
- A faculty member's participation during a sabbatical year is only permissible if the conference is included in their sabbatical program and is related to it.
A faculty member's participation during a sabbatical year is only permissible if the conference or seminar is included in their sabbatical program, is related to it, and has been approved as part of their project, and is within the country where they are spending their sabbatical (if external), to be included in their approved itinerary, or in any country if their sabbatical is internal (in which case they will be granted a round-trip ticket).
(The faculty member must not be assigned, seconded, working as a full-time consultant, on a mission for any government or private entity, or on an exceptional leave).
- Faculty members are not allowed to participate in conferences during the summer break if they are assigned administrative tasks in the summer, during the first week of each semester, and during the final examination period. The department council may recommend approval if it deems it necessary.
- A research paper that has been presented at previous conferences or seminars is not allowed for participation.
- The nominee must not be under disciplinary investigation or have been subject to a disciplinary decision from the university, or have been found guilty of plagiarism or scientific theft by the Scientific Council in the past year.
- No more than four members or 5% (whichever is greater) from each department of the university's various colleges are allowed to participate in a single conference. If more apply, the selection will be based on the following criteria, in order:
- Priority is given to participation with a scientific paper.
- Priority is given to oral presentation at the conference.
- Priority is given to the faculty member with the fewest participations.
- Priority is given to the faculty member with the highest academic degree, and in case of equality, priority is given to the earliest appointment date.
- These regulations do not include annual and periodic visits and meetings of deans and those of similar position who are invited by various entities based on the specialization of their assigned duties and tasks from the university, with approval of the university president.
The Regulations of participating in conferences and seminars for non-saudi
- A non-citizen facility member may participate in conferences, seminars and equivalents without any financial obligations.
- It is required that the contracted faculty member has spent at least one year working at Princess Nourah bint Abdulrahman University when applying to participate in the seminar or conference.
-The participation of a non-Saudi faculty member in conferences and seminars shall not exceed one participation per year.
-Priority for participation is given to a non-Saudi faculty member if they are able to publish in a classified publication or receive acceptance for classified publication (ISI) during their employment at Princess Nourah bint Abdulrahman University.
General Provisions
- The Scientific Council has the right to interpret these regulations as required by the interest of work at the university.
- The Scientific Council should evaluate the effectiveness of the regulations two years after adopting it.
Conditions
- The conference's topic should be in relevance to the major of the faculty member or to their actual responsibilities.
- proficiency in the conference's language.
- One of the researchers in a joint research project is permitted to participate in the conference, provided that the approval of the other researchers is attached.
- Referring to the university's name in all research papers and scientific posters shared in the conference or seminar according to the official format.
- A candidate is not entitled to apologize for the conference or seminar for which she has been nominated except for an excuse accepted by the university administration. In the event that her excuse is not accepted, it will be counted as one of the available opportunities.
- The convener of the conference must be certified and scientific.
- These conditions are subject to any update in regulations or other procedures made by the university.
Financial Benefits
- The university will provide round trip tickets to the city where the conference is located, for both the faculty member and a companion.
- When the task is done, the fees of registration and assignment allowance will be distributed. After attaching the following documentations:
- Job accomplishment certificate.
- A report of the scientific job.
- Participating certificate.
- Conference registration receipt.
Amended Organizational Rules for Faculty Members' Attendance and Participation in Conferences, Seminars, and Related Events
1. The applicant must complete the online form on the Ministry of Education's website for conferences and seminars. The relevant department and college must also activate online approval on the website, based on the approval of the relevant department and college councils for the request.
2. The request is then submitted to the President of the University by the Vice Rector of Graduate Studies and Scientific Research to obtain her approval. Based on this, the Conferences and Seminars Department activates its approval on the Ministry of Education's conferences and seminars website to request approval from the relevant authorities in the Ministry of Education.
3. After obtaining approval from the Ministry of Education, a boarding pass letter is issued to the member by the Vice Rector of Graduate Studies and Scientific Research to the Human Resources Department, accompanied by the official approvals.
4. A letter is then sent from the Vice Rector of Graduate Studies and Scientific Research to the Human Resources Department to disburse a per diem allowance to the member after completing attendance or participation, at the university's expense, accompanied by the official supporting documents.
