About the Unit

The unit works on obtaining the required approvals for holding conferences, seminars, and scientific events at the university.


Tasks

  • Receiving requests for holding events from the supporting unit.
  • Referring requests for holding events after ensuring they meet all the required conditions to the standing committee for conferences, seminars, and events for review and feedback.
  • Submitting the request to Her Excellency the University Rector for approval and then obtaining the approval of the Ministry of Education.
  • Supervising and following up on holding scientific events at the university.
  • Preparing a database for all scientific events held at the university.
  • Submitting statistics and reports on the scientific events held to the relevant entities at the university.



Procedures for holding scientific events at the university


1- The organizing entity within the university (faculty- research center for example) submits a request for a scientific event (conference, seminar, scientific lecture, scientific meeting - scientific forum) to the University Vice-Rectorate for Graduate Studies and Scientific Research, which in turn forwards it to the department of conferences and seminars.

2- The Department of Conferences and Seminars sends (a request form for a scientific meeting and the schedules of speakers, whether from inside or outside the Kingdom) to the applicant provided that the application is submitted at least three months before the event date according to the Ministry of Education, with the need to identify the names of sponsors and those who will bear the costs of the event (if any) in the form accurately as well as the need to attach the forum program to include the dates and names of speakers, their working places and topics to be covered in the event. In the case of medical scientific events, the approval of the Saudi Health Specialties Authority must be attached. For specialized entities, coordination takes place regarding the event's date and the possibility of holding the event.

3- The Department of Conferences and Seminars prepares an internal presentation note on the request issued by the Vice-rector of Graduate Studies and Scientific Research and addressed to Her Excellency the President of the University in order to obtain her support to complete the necessary​ procedures.

4-After obtaining the initial approval, the relevant specialized departments in the Ministry of Education are contacted to obtain final approval for the request to hold the scientific event and its speakers.

5. After the final approval of the scientific event is received from the Ministry of Education, a soft copy is provided to the organizer to enable them to proceed with its organization.