Funding Application
Instructions of Funding Application for Graduate Students from ITCS to Take Part in International Conference and Academic Exchange
1. Purpose
To cultivate students to become more internationalized, back up them to take part in top international academic conferences, enhance the direct communication with top international scholars, help students understand the latest research results, our Institute sets this funding in order to support graduate students from ITCS, who cannot get supported from Advanced Research Centre, College of Information and Technology, or Tsinghua University, to take part in top international conference and academic exchange.
2. Prerequisite
1) The applicant should be a formal student in ITCS. The topic of the international conference should be closely related to the research area of the applicant’s thesis. The conference should take place before the applicant’s graduation.
2) The applicant should be the first author of thesis and be invited to present his/her paper (non-oral presentation will not be taken care of).
3) The applicant should have a good proficiency of English, e.g. pass PETS5, pass level 2 of university’s foreign language exam, scores above 75 in CET6, or scores above 580 in TOEFL.
4) The name of the international conference the applicant is going to attend should be in “The list of Important International Academic Conference†in attachment 1.
5) The applicant should supply the application material as well as the acceptance rate of this conference.
6) The applicant, whose travel expenses are partially covered by other organiztions, shall not be funded by ITCS, and his/her unfunded expenditure could be supported by ITCS.
7) For those applications that cannot be supported by others, ITCS will have different levels of funding as described below, if the application gets approved.
50%<acceptance rate<=40%: accommodation (not more than 4 days) and visa charges
30%< acceptance rate<=40%: round-trip air ticket (economy class), traffic tickets (including airport traffic ticket), accommodation (not more than 4 days), and visa charges. However, the total amount of air ticket and accommodation is not more than 10,000 Yuan.
20%< acceptance rate<=30%: round-trip air ticket (economy class), traffic tickets (including airport traffic ticket), accommodation (not more than 4 days), and visa charges.
Below 20%: Registration charges, round-trip air ticket (economy class), traffic tickets (including airport traffic ticket), accommodation (not more than 4 days), and visa charges.
Note that ITCS does not cover registration fees, and the air ticket will be booked by ITCS, and the applicant should supply the program and copy of his/her ID card during application.
The accommodation charges will be reimbursed according to “Tentative Accommodation Standards for Going Abroadâ€.
The food charges will be paid by the applicant himself/herself.
8) For conferences that are not in “The list of Important International Academic Conference†in attachment 1, and having an acceptance rate lower than 50%, our Institute will take care of funding according to the regulations of University and ITCS.
9) The fund will be given through science and research funding by the financial office of ITCS.
10) Each student can receive one funding per academic year and no more than three times during his/her candidature.
3. Procedure for application
A. Application Materials
1) “Application Form for Graduate Students from ITCS to Attend International Conferences†(see attachment 3)
2) Final Call for Paper
3) Admission Notice for Paper
4) Invitation Letter
5) Oral Presentation Application
6) Full Edition of Paper
Procedures for Archived Paper
The academic paper published or admitted should be reported to ITCS, and the steps are as the following:
a. Students send full edition of paper with PDF file as attachment to itcsadm@tsinghua.edu.cn, and the topic of email should be: 200***+Student Name+ Paper Title.
e.g. 200709 Xi Chen The Approximation Complexity of Win-Lose Games
b. Email to itcsadm@tsinghua.edu.cn, attached an English version of the abstract (100-200 words) as well as a Chinese version of abstract (300-500 characters) together with the full edition of paper.
7) Certificate of Foreign Language Proficiency (the same as the requirement from University to graduate students who are going abroad)
8) Indication of Acceptance Rate for International Conference (total Acceptance <oral + poster>, which should be camera format. Students could ask for it from TCP chair of this conference or refer to the last conference. Note that the acceptance rate should be less than 50%.)
9) Refusing letter from Tsinghua University, Advanced Research Centre, Information or Technology College, or other certificate that the applicant is not qualified to get supported from other organizations.
10) Copy of the applicant’s ID card and passport.
11) Approval letter from the Office of International Cooperation and Exchange (students may turn it in after getting support from ITCS or before borrowing)
B. Procedure of Going Abroad
1) The applicant should submit the application material and the “Application Form for Graduate Students Going Abroad in Tsinghua University†from Office of International Cooperation and Exchange (“Charges Approval for Going Abroad for Teachers and Students in Tsinghua University†----attachment 10) to the general office of ITCS (FIT 1-208).
If the applicant applies for potential funding, he/she must submit the application material as in Section A together with other application documents related to the funding bodies in cluding a copy of the approval letter (to have signature from supervisor), and submit the copy of approval letter from other units to the general office of ITCS.
2) Administrative Director examines and the supervisor gives signature.
3) The applicant should begin to take care of these procedures for going abroad as soon as he/she receives the invitation letter from the international conference. ITCS will not process any application submitted less than one month before the conference venue, and the application material will be returned to the applicant.
4) The applicant could get the approval results next Tuesday from the general office.
If ITCS supports the air ticket, the applicant should fix the schedule and let ITCS knows about it.
5) After the applicant’s demand is approved by ITCS, he/she must go to the Office of International Cooperation and Exchange for approved letter (2 copies) to go aboard and “Application Form for Foreign Currency Exchange†(2 copies), with “Application Form for Graduate Students Going Abroad in Tsinghua University†and approved letter for funding.
6) Finally, he/she must submit the approved letter (2 copies) to go aboard and “application form for Foreign Currency Exchange†(2 copies) to the general office.
C. Procedure of Borrowing and Reimbursement
1. The borrowing and reimbursement goes with the approved items
2. Please see the charges standard for going abroad of Tsinghua University for reference.
C1. Procedure of Borrowing
The students who get supported by ITCS should begin to process the borrowing procedure not less than one month before the international conference, and the steps are as the following:
1. Fill in the “borrowing form†(see attachment 4)
2. The supervisor approves for it and gives a signature.
3. The applicant processes the borrowing.
C2. Procedure of Reimbursement
The student who gets supported by ITCS should begin to process the reimbursement within one month after the international conference. The steps are as the following:
1) Prepare the original receipt, itinerary, boarding pass, etc. and signs at the back of the receipt.
2) Fill in the “Reimbursement Form†(see attachment 6)
For reimbursement of foreign currency, please fill in the “Foreign Currency Reimbursement†(see attachment 7) (please fill in it in pencils and signs it in pen)
For reimbursement of RMB outside the city of Beijing, please fill in the “Business Trip Reimbursement Form†(see attachment 8) (please fill in it in pencils and signs it in pen)
For reimbursement of RMB in the city of Beijing, please fill in the “Short-Term Business Trip Reimbursement Form†(see attachment 9) (please fill in it in pencils and signs it in pen)
3) The supervisor approves for it and gives a signature.
4) The applicant takes care of the reimbursement.
4. Obligations of Students who get funded
The applicant should submit the approved letter to go aboard (2 copies) and the “application form for Foreign Currency Exchange†(2 copies) to the general office.
The student who gets supported by ITCS should begin to process the borrowing procedure one month before the international conference, and begin to process the reimbursement within one month with the following material after the international conference.
1) Final Program of the international conference (copy of the applicant’s speech program should be included)
2) Copy of full edition of thesis
a. Submit conference proceedings DVD to ITCS (please mark 200***+student name + thesis title + conference name
b. For publishing paper in journals, please submit the original journal or download the electronic version of the journal (DVD). Please mark 200***+student name + thesis title + journal, volume and publishing No.
3) Copy of the first page of passport and the page with date for entry and exit
4) Summary of the international conference (send the electronic version to itcsadm@tsinghua.edu.cn)
5) Three photos of the applicant on the international conference (main conference room, giving a talk, and the hosting city) (send the electronic version to itcsadm@tsinghua.edu.cn)
6) If the student goes abroad for more than one month, he/she should send a monthly report to ITCS, which is not less than 1000 words. (please send the Chinese version to itcsadm@tsinghua.edu.cn)
If the student goes abroad for more than three months, he/she should give both oral and written report to ITCS. (please send the Chinese version to itcsadm@tsinghua.edu.cn)
5. Appendix
1. The graduate student who does not apply for the funding of ITCS, please submit all the application material from other departments, the copy of approved letter and the original approved letter from Office of International Cooperation and Exchange to ITCS.
2. ITCS reserves the rights to explain the final interpretation of this instruction.
Contact Telephone: 62794101, 62781693 ext.1000
Address: 1-208, FIT Building, Tsinghua University
Institute for Theoretical Computer Science (ITCS)
June, 2007
Attachments:
Attachment 1： The list of Important International Academic Conference (May, 2008)
Attachment 2： Tentative Accommodation Standards for Going Abroad
Attachment 3： Application Form for Graduate Students from ITCS to Attend International Conferences
Attachment 4： Borrowing Form
Attachment 5： Application Form for Graduate Students Going Abroad in Tsinghua University
Attachment 6： Reimbursement Form
Attachment 7： Foreign Currency Reimbursement
Attachment 8： Business Trip Reimbursement Form
Attachment 9： Short-Term Business Trip Reimbursement Form
Attachment 10： Charges Approval for Going Abroad for Teachers and Students in Tsinghua University
Copyright 2006-2008, Institute for Theoretical Computer Science, Tsinghua University, All Rights Reserved.