IBA/HEC · 2021. 1. 20. · IBA Karachi 5 IBA/HEC Competitive Travel Grant 4) Your online application must be submitted to IBA 4 weeks prior to conference/event registration deadline

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IBA/HEC COMPETITIVE TRAVEL GRANT

USER GUIDE Version 1.0

1 IBA/HEC Competitive Travel Grant

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Contents

1 Introduction ..................................................................................................................................... 3

2 Terms and Conditions ...................................................................................................................... 3

3 Procedure for applying ..................................................................................................................... 4

3.1 Logging in ....................................................................................................................5

3.2 Accessing the form ......................................................................................................5

3.3 Filling the form............................................................................................................5

3.3.1 Professional Status: .......................................................................................................... 5

3.3.2 Applicant’s Profile ........................................................................................................... 6

3.3.3 Long-term Research Goals................................................................................................ 7

3.3.4 Short-term research goals ................................................................................................. 8

3.3.5 What are you applying for? ............................................... ………………………………..8

3.3.6 Event Details .................................................................................................................... 8

3.3.7 Details of Paper ................................................................................................................ 9

3.3.8 Financial Assistance Approved By Other Sponsors ........................................................... 9

3.3.9 Financial Assistance Required from IBA/HEC ................................................................ 10

3.3.10 Conference link with Research Objectives ...................................................................... 11

3.3.11 Previously availed HEC Travel Grant ............................................................................. 11

3.3.12 Previously availed IBA Travel Grant .............................................................................. 11

3.3.13 Undertaking by the Applicant ......................................................................................... 11

3.3.14 Additional Documents .................................................................................................... 12

3.4 Submitting Application ............................................................................................. 13

3.5 Printing HEC form ................................................................................................... 14

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1 Introduction

This is the IBA/HEC Competitive Travel Grant User Guide, Version 1.0, which contains the terms and

conditions for availing a research travel grant, and the procedure for online application.

Kindly read through the terms and conditions, and application procedure carefully. After you have filled

and submitted the application, you would be able to print out the HEC Travel Grant Form, filled with

your particulars, which you can then submit to HEC.

2 Terms and Conditions

i) All travel grants must also be submitted to HEC. RFPC will only consider travel grant

applications for which evidence that it has been submitted to HEC is also provided, e.g., a

scanned copy of the courier receipt should be emailed to Secretary RFPC. HEC requires 6

weeks to approve applications.

ii) Travel grants for conferences will be evaluated on the basis of conference quality.

iii) Predatory conferences will be discouraged, whereas conferences organized by reputable

institutes will be given preference. The librarian may be asked to provide an initial

assessment of the conference quality.

iv) Applications must be submitted 4 weeks prior to the registration deadline to the RFPC.

v) A faculty member may not avail more than 2 international travel grants without producing a

good quality journal publication.

vi) To qualify for subsequent travel grants, a faculty who has availed a previous travel grant must

demonstrate to the RFPC how the travel grant has contributed towards producing a journal

publication.

vii) RFPC may choose one of the following options based on the quality of the conference:

Option 1: Approved. Regardless of approval from HEC, IBA will pay registration fee;

travel, accommodation and visa cost (as per IBA policy). However, for conference travels

IBA will only pay 50% of the applicable Daily Allowance.

Option 2: Partially Approved. IBA will provide bridge financing only for registration fee.

The amount will be reimbursed by the faculty if paper is not published in conference

proceedings within 1 year.

Option 3: Rejected. IBA will not provide any bridge or other financing

mailto:[email protected]

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viii) A representative from the Finance Department will scrutinize travel budgets proposed by

faculty, intimate RFPC on available Research Fund, and confirm if funds have been

recovered from HEC on a previous travel grant.

ix) Applications from doctoral students to attend doctoral consortiums will only be considered

after the following criteria have been met:

1. Supervisor must endorse candidate’s application

2. Candidate may only travel to one doctoral consortium in their student life

x) In case a travel grant is awarded and the applicant is unable to attend the conference due to

rejection of visa, IBA will only pay for the registration fee if the paper gets published.

Regardless of whether the paper gets published or not, the applicant will be responsible for

paying any non-refundable expenses related to travel or accommodation.

xi) All requests for travel grants should be made through the web portal using the online form for

application for travel grants.

xii) All costs other than registration for the conference will be in accordance with IBA policy.

Any cost above the prescribed policy cost will be borne by the applicant if HEC grant is not

approved.

xiii) All faculty members whose travel grant is approved by IBA must give a presentation of their

paper, preferably prior to their conference, to IBA faculty. This should be scheduled via the

manager CBER

xiv) If the travel grant applicant is not a first author, they must attach NOCs from co-authors

before applying for a travel grant.

xv) Travel grant applications not exceeding PKR 20,000 do not need RFPC approval and may be

decided upon by the department chairperson.

3 Procedure for applying

Faculty may follow the following steps to apply for the travel grant:

1) Fill out the online travel application form here: http://webapps.iba.edu.pk/RFPC/

2) Print out the HEC travel grant form from the interface after clicking submit (divert any queries to

Azhar at 1112).

3) Submit the HEC form and email a scanned copy of the courier receipt to Secretary RFPC. (or

any other documentary evidence to show that you have submitted an application to HEC).

http://webapps.iba.edu.pk/rfc/mailto:[email protected]

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4) Your online application must be submitted to IBA 4 weeks prior to conference/event registration

deadline.

5) Your application will be considered in the next RFPC meeting.

The following sections will lay out a step-by-step guide on how to fill the online application form for the

IBA/HEC Competitive Travel Grant, and how to print the HEC form in the end.

3.1 Logging in

Browse the link in your browser and login with your credentials as shown in the image below.

3.2 Accessing the form

On the dashboard, select IBA/HEC Competitive Travel Grant.

While filling the form, you can save your progress, and go back to the dashboard anytime, using the

dashboard icon displaying on the left side.

3.3 Filling the form

Once you are successfully logged in the system, you will be able to see the following questions on your

screen:

3.3.1 Professional Status:

Please select any one from the available options as shown in the image below.

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3.3.2 Applicant’s Profile

In the second question, your Profile data will be displayed which includes your Name, CNIC/Passport

number, Designation, Address etc. This data is as per your ERP account information, and you can only

edit the field “Correspondence Address”. You need to verify the already filled data and upload your CV

as shown in the image below. In case you need to edit your profile information, you will first have to

update your ERP account.

Clicking on Choose file button will allow you to select and upload your CV as shown in the image below.

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3.3.3 Long-term Research Goals

You have to enter your Long-term Research goals for the next 3-5 years, in the provided text field as

shown in the image below.

This data will be automatically linked to the annual appraisals in the future. The long term research goals

should ideally specify:

Your selected area of research

Based on the above, the selected list of top tier journals in your area of research which you would

like to publish in.

You may also optionally opt for specifying the 2nd tier journals that you may more realistically

target during this period.

You may also want to mention what are the number of target publications in this period,

Whether you intend to collaborate with any local or international researchers during this process,

You may also want to mention if you intend to engage in any local industry collaborations, and if

so if are there are any specific sectors you would like to target.

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3.3.4 Short-term research goals:

In the short term goals, for the next 0-2 years:

Please mention what your phase wise plans are to achieve the long term goals

You may specify top tier conferences in your research area that may allow you to publish in the

top tier journals

You may specify the 2nd tier conferences that you may initially target

3.3.5 Event Details

Question no. 6 relates to the Event for which you want to avail the travel grant. To fill the event details,

first select the event type from the available options (Conference, Seminar or Workshop). Then provide

the corresponding details, such as Event Title, Event Start and End Dates, Registration Due Date, Venue,

Organizer and so on. After entering all details, you will have to attach a file containing information

specific to the event, such as its Aims and Objectives, Agenda, Theme, etc., by clicking the Choose file

button as shown in the image below.

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3.3.6 Details of Paper

Question no. 7 relates to the Paper that you intend to present at the Event, for which you are requesting

for the grant. In this question, first enter the Title of your Research Paper and upload it by clicking

Choose file button. Now you need to provide other details such as Mode of Presentation,

Acceptance/invitation letter etc. as shown in the image below.

3.3.7 Financial Assistance Approved By Other Sponsors

Question no. 8 is optional, to be filled only if you have been able to secure any financial assistance from

other sponsors. Here you will need to provide Approved Travel Amount, Travel Sponsor, Approved

accommodation amount and other details as shown in the image below.

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3.3.8 Financial Assistance Required from IBA/HEC

In Question 9, you will need to provide Travel Cost, Registration Fees, Accommodation cost and your

Daily Allowance, in PKR, as shown in the image below.

For travel cost and accommodation, you may get quotations from Mr. Abdul Khalid at

[email protected]

Please note that IBA will approve budgets as per its own policy recommendations, regardless of the

amount quoted.

mailto:[email protected]

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3.3.9 Conference link with Research Objectives

In Question 10, you need to specify the impact of this conference on your Short/Long term Research

objectives.

3.3.10 Previously availed HEC Travel Grant

In Question 11, you have to enter details of any last two Travel Grants that you have availed previously

from HEC.

3.3.11 Previously availed IBA Travel Grant

In Question 12, you have to enter details of any last two Travel Grants that you have availed previously

from IBA.

3.3.12 Undertaking by the Applicant

In Question 13, you will have to select Agree/Disagree option for different statements that have been

asked as Undertaking by the Applicant as shown in the image below.

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3.3.13 Additional Documents

In this section, you may upload Additional documents, in order to strengthen your Application, in your

respective fields (for PhD scholars or non-teaching staff), as shown in the image below.

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3.4 Submitting Application

Once you have completely filled your Application form, click the submit button given at the end of the

form.

Note: After clicking Submit button you will not be able to change any information.

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3.5 Printing HEC form

Once you have successfully submitted your application then you will be able to download and Print HEC

form, IBA form and other attachments by clicking My Account dropdown given at the top right corner of

your account as shown in the image below.

On clicking ‘Print HEC form’, a word document will be downloaded containing all your provided

information. This is the Travel Grant Application Form that needs to reach HEC, along with other

supporting documents, at least 6 weeks prior to the event date. Please note that HEC is very strict about

the deadline and your application risks being rejected even if there is a one day delay, therefore allow for

sufficient time for courier as well.

Please note that in order to be considered by the Research Fund and Publications Committee at IBA, the

Travel Grant Application also needs to be sent to HEC. HEC has its own guidelines and terms and

conditions for travel grant applications, which need to be met as well. Kindly refer to these thoroughly at

http://hec.gov.pk/english/services/faculty/HEC%20Research%20Travel%20Grant/Pages/How-

to-Apply.aspx
http://hec.gov.pk/english/services/faculty/HEC%20Research%20Travel%20Grant/Pages/How-to-Apply.aspxhttp://hec.gov.pk/english/services/faculty/HEC%20Research%20Travel%20Grant/Pages/How-to-Apply.aspx