Scientific events of various types represent effective communication channels for knowledge transfer, showcasing products, innovations, and scientific outputs, exchanging expertise, and developing professional relationships across all fields among universities, as well as with governmental, private, and non-profit entities, and the local and international community inside and outside the Kingdom.

Conference

A conference is a scientific meeting that addresses a specific topic through several thematic tracks. Specialized participants present peer-reviewed research papers and working papers approved by the conference’s scientific committee. The conference concludes with recommendations.

Organizing a conference does not require continuity, annual frequency, or a fixed time during the year. A conference consists of discussion sessions, lectures, or workshops. Materials are presented through visual presentations, speeches, dialogue, or discussions.

A conference may include an accompanying exhibition limited to sponsors, supporters, and collaborators. It typically receives media coverage. The term “Forum” is used when the conference includes a commercial or consumer exhibition.

Seminar

A seminar is a meeting of specialists in a particular field during which a specific topic is discussed. It may be part of a broader event, such as a designated week or a national campaign, and it usually receives media coverage.

Procedures

Required Information

1. Personal Information

• Full name (Arabic/English)

• College

• Academic Department

• Academic Qualification

• Academic Rank

• Specialization

• Employee Number

• Nationality

• National ID Number

• Phone Number

• Email Address

2. Conference or Seminar Information

• Type of participation (Conference / Seminar) – (Internal / External)

• Conference title

• Country

• City

• Date and duration

• Organizing entity

• Organizer’s website

• Registration fees

• Whether an official invitation has been received

• Justification for attendance

3. Information on the Most Recent Scientific Mission

• Type of participation (Conference / Seminar) – (Internal / External)

• Date of attendance

• Decision number

• Decision date

• Subject/topic

• Whether a report was submitted for the last scientific mission

4. Additional Information (if any)

• Number of published scientific papers

• Name of the scientific journal

• Title of the paper

• Date of publication

Approval Process

1. After submission to the Head of Department, the request is reviewed for approval or rejection.

2. If approved, the request is forwarded to the Dean of the College.

3. A committee is formed consisting of:

   • The Dean of the College

   • The Vice Dean for Graduate Studies and Scientific Research

   • The Head of the Academic Department

   The committee recommends approval or rejection.

4. If approved, the request is forwarded to the Cultural Relations Unit and referred to the Supervisor of the Conferences, Seminars, and Workshops Unit.

5. The Cultural Relations Unit reviews the application to ensure all requirements are met. If compliant, it is forwarded to the Vice President for Graduate Studies and Scientific Research.

6. Upon approval by the Vice President, the request is submitted to the University President.

7. Upon approval by the University President, the request is submitted to the Ministry of Education.

8. Once approved by the Ministry of Education, the approval letter and reference number are forwarded to the Planning and Budget Department to review financial entitlements, per diem allowances, and registration fees, then referred to the Human Resources Department.

9. The Human Resources Department records and approves the decision, then forwards it to the Travel Section.

10. The Travel Section issues the travel order and records all related details.

11. The applicant receives the travel order and the official approval decision.

Forms

• Scientific Mission Report Form

• Researchers’ Approval Form (Arabic)

• Researchers’ Approval Form (English)

• Conference Attendance Form

• Secondment Undertaking Form