Overview:
The Department of Conferences and Seminars was established at Princess Nourah Bint Abdulrahman University on 1/7/1434 H and was activated on 28/10/1435 H. It is a department associated with of the University's Deanship of Postgraduate Studies and Scientific Research dealing with administrative procedures related to applications for scientific events (Conference, seminar, forum, scientific session, lecture, panel discussion, and so on) within the university and follow-up with the relevant authorities in order to obtain regular approvals for its establishment, as well as the administrative procedures for requests for the participation and presence of faculty members in conferences and seminars to obtain regular approvals.
Thus, the Department of Conferences and Seminars participates in achieving the university's vision and mission aimed at achieving scientific and research leadership that contributes to building the knowledge economy in a community and global partnership, where scientific meetings aim to spread and promote the culture of scientific production of the university's professor in addition to strengthening the bonds between the university and the universities considered and strengthening the cooperation and exchange of scientific experiences.
Department Functions:
1- Developing and organizing the mechanism of the attendance and participation of faculty members for scientific events.
2- Creating a database for the attendance and participation of faculty members for scientific events.
3- Circulating the invitations university members receive, and attending and participating in scientific events within the Kingdom
4. Circulating the invitations outside the Kingdom on the university's website.
5- Receiving and following up on the holding of scientific events received from all sectors of the university.
6- Verifying the application of controls and standards and supervising their implementation.
7- Coordinating scientific events held at the university to avoid repeating topics and conflicting dates.
8- Following-up the publication and documentation of scientific events by communicating with the relevant authorities at the university.
9- Preparing periodic tables and statistics for the events carried out at the university.
10- Preparing periodic reports on the events held at the university and the activities and achievements of the administration.
11- Monitoring the department's statistics.
Regulations and Conditions:
Click on (Members attendance to conferences and seminars regulations and conditions.pdf) to download and view.
Affiliated Units:
The attendance and participation unit includes:
Goals and Tasks
Goals:
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 practical tasks are assigned for them, whether it is attending or participating in conferences, seminars and internal and external meetings.
- Preparing periodic reports on the unit's activities and achievements.
- Carrying out any other tasks assigned to them in their area of competence.
Participation Regulations
The Regulations of participating in conferences and seminars
The Regulations of participating in conferences and seminars for Saudi faculty members:
- Participation should be for the faculty member with the approval of the Department board and the faculty.
- The faculty member is nominated to participate in a scientific paper or attend external conferences or seminars twice during the academic year, distributed over the two semesters and summer, and the conference must have a distinguished scientific reputation.
- If the faculty member can publish in a scientific journal classified in (ISI) or receive acceptance of publication.
- The work during the year prior to the conference, in which they mentioned their affiliation to Princess Nourah bint Abdulrahman University, will be given a third participation opportunity abroad even if it is without a scientific paper.
- The participation of the faculty member in the conference or seminar should not result in any disruption of his assigned work.
- The application for participation must be completed at least two months before the conference or seminar.
- The participation of the member should not be during sabbatical unless the conference is included in their sabbatical program.
- It must be approved as part of her project and within the state in which she spends her sabbatical if it is abroad -so that it is included in the route granted to her- or in any country if the sabbatical is inside, A round-trip ticket is granted (and no decision has been issued to delegate, loan, work as a full-time adviser, delegate to any government or private entity, on a scientific mission or on an exceptional leave).
- A faculty member is not entitled to participate in conferences during the summer for those in charge of administrative work in the summer, in the first week of each semester, during the final tests. The department council may recommend approval if it deems it necessary.
- It is not permissible to participate in research previously participated in conferences or seminars.
- The candidate should not be subjected for disciplinary reasons, has been given a disciplinary ruling by the university administration, or has been sentenced to a ruling due to robbing or stealing scientifically from the Scientific Council last year.
- It is not permissible for more than four members or 5%, whichever is more, from each departments to participate in a single conference, and if it goes any further, the trade-off is done according to the following:
- Participation priority is given with a scientific paper.
- Oral participation in the Conference is given priority.
- Priority is given to the less involved faculty member.
- Priority is given to the highest-level faculty member and, in the event of equality, priority is given to the date of the senior appointment.
- These regulations do not include annual and periodic visits and meetings of the deans, who are invited from several different quarters by virtue of the competence of their tasks and work assigned to them by the university administration. On the condition that the rector agrees upon that.
The Regulations of participating in conferences and seminars for Non-citizen facility members:
- A non-citizen facility member may participate in conferences, seminars and equivalents without any financial obligations.
- A contracting non-citizen facility member must have spent at least one year working in PNU when applying to participate in a conference or a seminar.
- The non-citizen facility member participations shall not exceed one conference/seminar per year.
- Priority of participation may be given to a non-citizen facility member in case of publication or an ISI publication while working in PNU.
General Provisions
- The Scientific Board has the right to interpret these regulations to the work interest in the university.
- The Scientific Board 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 facility member or to their actual responsibilities.
- proficiency in the conference's language.
- A researcher may participate in the conference following the approval of the other researchers.
- Referring to the university's name in all research papers and scientific posters shared in the conference or seminar according to the official format.
- The convener of the conference must be certified and scientific.
- These controls 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 facility 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.
- The trip duration will be the same as the conference. In case the conference is local, one day is added to each trip and two days are added if it's international.
The Regulations of participating in international conferences:
The participation costs of local and international conferences are on the university's expense according to the eligibility requirements stated in the following regulations:
1- The applicant must fill the electronic form of the Electronic Conference and seminar System of the Ministry of Education; the department and college must also activate the electronic approval on the same system based on the approval of the concerned department and faculty boards.
2- the application should be raised for approval to the president of the university by the VP of postgraduate studies and then the administration of conferences and seminars should electronically activate their approval on the ministry's system to get the approval of the concerned authority in the ministry of education.
3. After obtaining the approval of the Ministry of Education, a letter of order is sent to the member from the vice dean of Graduate Studies and Scientific Research to the Department of Human Resources with regular approvals.
4- A letter from the vice dean Graduate Studies and Scientific Research is then addressed to the Department of Human Resources regarding the assignment allowance of the member after the completion of attendance or participation at the expense of the university with the regular justifications.
Forms
Regulations for conference participation
Scientific Mission Report
Task termination document form
Application form for participating in conferences, seminars, meetings and workshops
The event unit includes:
Goals and Tasks
Goal:
Supervising scientific meetings held and hosted from outside the university.
Tasks:
1. Supervising the achievement of controls and standards in the establishment of scientific meetings.
2. Coordination between colleges and units of the University with regard to seminars, conferences and meetings to avoid duplication or conflict.
3. Documenting the recommendations, ideas and suggestions issued by conferences and seminars that will benefit the university and follow up its publication with the relevant authorities and the various media in coordination with the university's media center.
4. Preparing periodic reports on the unit's activities and achievements.
5. Carrying out any other tasks assigned to them in their area of competence.
Procedures for holding scientific events at the university:
Working procedures in the university's scientific event unit:
1- The organization of the university (faculty- research center for example) submits a request for a scientific event (conference, seminar, scientific lecture, scientific meeting - scientific forum ) for the University Deanship for Graduate Studies and Scientific Research, which refers it to the management 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, and if the event is medical, it must be Attach the approval of the Saudi Authority for Health Specialties with regard to the date and location of the event.
3- The Department of Conferences and Seminars prepares an internal presentation note on the request issued by the vice dean of Graduate Studies and Scientific Research and addressed to the President of the University in order to obtain his support to complete the regular procedures.
4- After the supreme authority is supported, the report is lifted to the Ministry of Education to request final approval for the establishment of the scientific event and its speakers.
5. After the final approval of the scientific event is received from the Ministry of Education, an electronic copy is provided to the organizer to enable them to establish it.
Guide:
Event Guide
Contact us.
Dsr-conf@pnu.edu.sa
Administration: 0118242987
Attendance Unit:0118242820
Accommodation unit:0118243027
Location
PO1 Right Gate - First Floor
Offices No.
1.107.38 – 1.107.40
1.107.34 – 1.107.36
