Arrival at the Scholarship Location and Opening a File at the Cultural Attache Office
Scholarship Extension Procedure
1. The scholarship recipient must submit a request for an extension via Safeer system at least three months before the end of the scholarship. The request should include the reasons for the extension, along with a recent academic report from their university supervisor, recommending the extension.
2. The request requires approval from both the Attaché staff and the Cultural Attaché via Safeer system before being forwarded to the university's scholarship department.
3. Once the scholarship request is received by the scholarship and training department, the responsible staff member will refer the request to the relevant academic department/institute within the university for their feedback.
4. The request will then be reviewed by the department council and subsequently presented to the college council for a recommendation regarding the extension.5. After obtaining the approval of the University President on the college council's minutes, the college will, following the president's instructions, forward the request to the Vice President for Graduate Studies, who also serves as the Chair of the Standing Committee for Scholarships and Training. The submission should include:
- A memo requesting the matter to be presented to the Scholarships and Training Committee.
- A copy of the college council's minutes.
- A copy of the department council's minutes.
- A copy of the scholarship extension request on Safeer, along with all relevant attachments.
6. The request is presented to the Standing Committee for Scholarships and Training through a memo prepared by the scholarship department. The committee will review the case and make the necessary recommendation. If approved, the full original memo, along with the committee's minutes, is forwarded to the University President for final approval.
7. After the University President reviews and approves the extension request, the Cultural Attaché in the host country is notified of the approval.
8. The request status is updated on Safeer.
Changing University/Country
1. The scholarship recipient must submit a request via Safeer system to the Cultural Attaché in the host country at least three months before the start of the academic term, explaining the reasons for requesting the change of university.
2. The recipient must secure admission from the university they wish to transfer to.
3. The request requires approval from both the Attaché staff and the Cultural Attaché via Safeer system before it can be forwarded to the university's scholarship department.
4. Once the scholarship department receives the request, it will be forwarded to the relevant academic department/institute within the university for their feedback on the request.
5. The request will be presented to the department council, and then to the college council for a recommendation regarding the university change.
6. After the University President approves the college council's minutes, the case will be forwarded, following the president's instructions, to the Vice President for Graduate Studies, who also chairs the Standing Committee for Scholarships and Training. The submission should include:
- A memo requesting the matter to be presented to the Scholarships and Training Committee.
- A copy of the college council's minutes.
- A copy of the department council's minutes.
- A copy of the university/country change request on Safeer (along with all relevant attachments).
7. The request is presented to the Standing Committee for Scholarships and Training through a memo prepared by the scholarship department. The committee will review the case and make the necessary recommendation. If approved, the full original memo, including the committee's minutes, is forwarded to the University President for final approval of the committee's decision.
8. Once the University President approves the transfer, the Cultural Attaché in the host country is informed of the approval, confirming the transfer request.
9. The status of the request is updated on Safeer.
Changing Major
1. The scholarship recipient must submit a request Via Safeer system to the Cultural Attaché in the host country at least three months before the start of the academic term. The request should explain the reasons for changing the major and include a detailed description of the new academic department.
2. Admission must be obtained from the new academic department.
3. The request must be approved by both the Attaché staff and the Cultural Attaché Via Safeer system before being forwarded to the university's scholarship department.
4. Once the scholarship department receives the request, it will be forwarded to the relevant academic department/institute within the university for their review and feedback.
5. The matter will be presented to the department council and then to the college council for a recommendation on whether to approve the change of major.
6. Once the University President approves the college council's minutes, the college will, following the president's instructions, forward the case to the Vice President for Graduate Studies, who also serves as the Chair of the Standing Committee for Scholarships and Training. The submission should include:
- A memo requesting the matter be presented to the Scholarships and Training Committee.
- A copy of the college council's minutes.
- A copy of the department council's minutes.
- A copy of the major change request on Safeer, along with all relevant attachments.
7. The request will be reviewed by the Standing Committee for Scholarships and Training, based on a memo prepared by the scholarship department. The committee will review the case and make the necessary recommendation. If approved, the full memo, along with the committee's minutes, will be forwarded to the University President for final approval.
8. After the University President approves the change of major, the Cultural Attaché in the host country will be notified of the approval, confirming the scholarship recipient's request to change their major.
9. The status of the request will be updated on Safeer.
Undertaking a Scientific Expedition
1. The scholarship recipient must submit a request via Safeer system to the Cultural Attaché in the host country at least three months before the planned expedition. The request should outline the reasons for the scientific expedition and be accompanied by a recent academic report from their university supervisor, recommending the expedition.
2. The request requires approval from both the Attaché staff and the Cultural Attaché via Safeer system before being forwarded to the university's scholarship department.
3. Upon receiving the request, the scholarship department will forward it to the relevant academic department/institute within the university for their feedback.
4. The request will be presented to the department council, followed by the college council, for a recommendation regarding the approval.
5. After the University President approves the college council's minutes, the college will, following the president's instructions, forward the case to the Vice President for Graduate Studies, who is also the chair of the Standing Committee for Scholarships and Training. The submission must include:
- A memo requesting the matter be presented to the Scholarships and Training Committee.
- A copy of the college council's minutes.
- A copy of the department council's minutes.
- A copy of the scientific expedition request on Safeer (along with all relevant attachments).
6. The request will be presented to the Standing Committee for Scholarships and Training through a memo prepared by the scholarship department. The committee will review the request and make a recommendation. If approved, the Cultural Attaché in the host country will be notified of the approval, confirming the scholarship holder's request to undertake the scientific trip, after the University Director's approval of the committee's minutes.
7. The status of the request will be updated on Safeer.
8. After completing the mission, the scholarship recipient must submit a report to the scholarship department. The department will then notify the Cultural Attaché to process the necessary steps for the disbursement of the recipient's financial entitlements.
All of the above procedures are based on the provisions of the Scholarship and Training Regulations for university staff, issued under Higher Education Council Decision No. 1417/4/6H. Additionally, similar procedures apply to requests for attending conferences or short courses, which follow the same process as the scientific trip procedure.
Mission upgrade
To request a mission upgrade:
UPGRADE_MISSION.pdf
