Welcome to the Conference and External Event Page! Here, we support students in joining external academic conferences, competitions, and sports events by providing guidance and funding. These opportunities help students enhance their skills, gain experience, and grow into well-rounded individuals.
Conference and External Event Participation
Check Your Eligibility
01
Who Can Apply?
- Students participating in both internal and external conferences
- Students participating in external events only
02
Who is eligible for the subsidiary?
| Subject | External Event | Conference |
|---|---|---|
| Definition | External event participation refers to intervarsity tournaments or competitions in sports, academics, or co-curricular areas, where individuals or teams represent their university in events organized by external institutions. | Conference refers to organized academic events where students present research papers or posters and engage in the exchange of knowledge, skills, or ideas. |
| Eligibility | Competitions, tournaments, championships, quizzes, and other events organized approved by SSH. | You must be a presenter, not just a participant. This means presenting your research as a poster or through an oral presentation. |
| Required Documents |
|
|
If you have reviewed the eligibility criteria above and confirmed that you meet the requirements whether you’re participating in a qualifying external event or presenting at a conference and you have gathered all the necessary supporting documents, you are now eligible to proceed to the next stage of the application process.
Discussion & Pre-Approval
Before applying, discuss your participation with the relevant advisor:
| No. | Event Type | Discuss With |
|---|---|---|
| 1. | Representing a club/society at an external event |
|
| 2. | Participating in community engagement events (e.g., volunteer activities) |
|
| 3. | Presenting at a conference |
|
01
Funding Coverage
- Registration fee
- Transportation & accommodation (only for outstation/international conferences/events)
02
Important Notes
- You are responsible for informing your lecturers, event supervisor, research supervisor, or school program director if your participation affects your classes, exams, or clinical postings.
- For competitions with monetary rewards, the reward must be split in 80:20.
- 80% will be equally shared among participants
- 20% will go to the club/society.
If you have completed the discussion and obtained pre-approval, you may proceed to the next stage of the application process. Please ensure that any feedback or conditions provided during the pre-approval stage are addressed before moving forward with the formal submission
Submit Conference & External Event Form
01
You must complete the BPM Conference & External Event Participation Online Form
- Ensure you have reviewed and prepared all the required items below before proceeding.
- Once ready, complete the BPM Conference & External Event Participation online form using the button provided at the end of this section.
02
Upload all required documents from Stage 1
- Event invitation letter/poster
- Abstract acceptance email/letter
- Other relevant documents
03
For group Conference/External Events
- Appoint a group leader to submit the BPM form with the list of participants.
- The participants list must include:
- Name
- Student ID
- Student Cohort
- Student Contact Number
- Student Email Address
04
Remind your Advisor/Research Supervisor to approve
- After submitting the form, please remember to inform and follow up with your Advisor or Research Supervisor, as their approval is needed for your application to move forward.
- The process cannot continue without their confirmation, so be sure to maintain timely communication with them.
05
Student Services Hub (SSH) Approval
Once approved by SSH, you may proceed with your event as planned. Be sure to check for any final instructions or conditions included in the approval, and make the necessary preparations accordingly.
Post Event Report Submission (Online)
Must be done within two (2) weeks from the last day of the event.
01
After the event, submit your post event report using the same BPM form from in Stage 3.
02
To access post event report, you will get email notification as a reminder to submit the report.
03
Post event report must be submitted within two (2) weeks from the last day of the event.
04
Ensure to attach all related documents, receipts in the post event report. If you have any claims from SSH, please fill in this EBT Form and attached in your post event report.
05
Once you submit your post event report, SSH will receive notification via email to accept your report submission and will notify you via Teams/Email.
06
Claim submitted one month after the event date will be considered invalid and will not be processed by SSH.
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