Guidelines for Foreign Deputation

International Travel Grant Guidelines for PRL Research Scholars and Post-Doctoral Fellows

ABOUT THE SCHEME

A  one-time  grant  during  the  entire  tenure  as  JRF,  SRF  &  PDF   will   be  allowed  for participating in International Meetings/Conference, subject to a maximum of Rs. 1,00,000/- (Rupees one lakh only). The total amount may be split and utilized in a maximum of two phases. In exceptional cases, the travel grant could be enhanced with the approval of the Director on a specific written request of the Division Chairperson. This financial assistance will be provided for:-

-         Presenting a research paper (oral or poster) in an international scientific event (conference/seminar/symposium/workshop etc.) or attending an international summer/ winter/autumn school/workshop for a period not greater than six weeks. 

ELIGIBILITY

-         JRFs/SRFs will be given permission for international deputation during their 2nd and 3rd-year tenures only for attending "School/workshop"; and in the 4th and 5th years, they will be allowed to attend conferences/meetings/symposiums. However, in case any JRF/SRF has carried out exceptional research work at PRL and is invited for any international conference/meeting/symposium abroad, then the same may be considered on a case-by-case basis by the Academic Committee for recommendation to the International Travel Grant.

-         During the course work in the 1st year, JRFs will not be allowed to travel abroad for academic meetings/conferences/workshops/field trips/symposium/school. Travel for such purposes within India will be subject to clearance by the Academic Committee.

-         Even if a JRF/SRF/PDF is applying for funding from an external agency, it is still mandatory for the applicant to fill in the PRL deputation form.

-         PDFs with Ph.D. from PRL are entitled to utilize the remaining amount from the JRF/SRF grant, if any, out of the Rs.1,00,000/- from their International Travel Grant, only after they formally join PRL as PDF.

-         PDFs with Ph.D. From Institutes other than PRL would be entitled to receive the International Travel Grant subject to a maximum of Rs. 1,00,000/- (Rupees one lakh only) to attend conference/seminar/symposium, only after spending a minimum period of six months in PRL.  The grant will be given only if the paper to be presented is mostly based on the research carried out in PRL.  

-         Applications for International Travel Grant should be addressed to The Director, PRL, Ahmedabad, and should be submitted with the following documents along with necessary approval from the Thesis Supervisor/Advisor, Division Chairperson & Chairperson, Academic Committee/PDF Committee to The Head, Academic Services, for further processing.

International Travel Grant Applications should accompany the following:-

(a) Covering letter from the applicant.

(b) PRL deputation form as per the prescribed format.

(c) A copy of the letter from the host agency conveying support for travel, and other expenses, if any.

      Copy of OM issued by PRL (in case the foreign deputation is availed with or without financial support from PRL), if applicable.

(d) A copy of the letter of invitation from the organizers conveying acceptance of the paper for presentation.

(e) A copy of the abstract of the paper to be presented at the event.

(f)  Detailed announcement and the technical programme of the event.

(g) Letter(s) of invitation from the organizers of the training programme/ workshop.

(h) Letter(s) of invitation from the host(s) of the visiting institutes.

(a), (b), (c) & (d) are compulsory for all; additionally (e) & (f) for conference or (g) for workshop and (h) is for those who are visiting Institutes/Universities in addition to attending the conference/symposium/seminar.

Deputation Application Procedure to be followed for seeking final approval from the Department of Space: (refer to DoS OM)

(This is in addition to the PRL deputation procedure as mentioned above)

Please note the following guidelines in connection to your submitting the application for International Travel Grant.

Submit a cover note with respect to your deputation application (as and when applicable) in the following format (soft and hard copy):

 1.            The details of the conference/event (Detailed brochure be attached in pdf).

 2.            Role of the person in the conference/event (Abstract, acceptance/invitation letter be attached in pdf).

 3.            Importance of event/conference and benefit to PRL and DOS.

 4.            Funding details, including support from outside PRL/DOS (support attachment required in pdf).

 5.            Why this foreign deputation is essential.

 Submission of cover note in this format will be necessary and it will enable fast processing of the applications.

 Send a soft copy of cover note along-with full application and other relevant documents to director@prl.res.in with a cc to headas@prl.res.in.

As per the instruction by the Director PRL, and as per the  DOS deputation new guidelines,  PRL RFs/PDFs are need to submit the deputation proposal (along with all documents in PDF and cover note, DOS deputation form in word file) to email on director@prl.res.in as well as hard copies through proper channel, minimum six weeks before your travel, otherwise it will not be considered.

General Guidelines to fill the DOS Deputation form:

 - Write the justification for attending the conference from a third-party perspective as the DOS form is sent through the Director's office.

- No pay scale for JRFs/SRFs/PDFs so put "-" and for salary write the amount and 'fixed' in the bracket e.g. Rs. 28,000/- (fixed)

In case of receiving the partial/full support from the organizers:

- In the form and annexures mention cost/expenditure details costing to PRL- DOS only. For the support received, mention "Support from organizers" against the fields as applicable.

- Mention the financial support in INR if spent so or else in $ (dollars) only. Please do not mention both if the actual expense is either INR or $.

- Do not change the format/text/fonts of the DoS form

- DoS form and cover note must be signed by the supervisors with a comment checked and verified.

- In case of any doubt, the form can be verified with the office of the Head, Academic Services to avoid any confusion/delay.

 In case of no partial/full support from the organizers:

- Provide full details of the costing to PRL-DOS (Airfare/registration/local travel/per diem/insurance etc.)

-Pl. get the cover notes and DOS form checked, verified and signed by the Supervisor and also do a self-sign.

-Pl. refer to https://fcraonline.nic.in/FC2.aspx for FC 2 guidelines..

Please submit the form through the office of the Head, Academic Services.

DoS  OM for Foreign Deputation

Cover Letter Template* (New)

docs.google.com/document/d/1Vx2QxcrpMaEYRykeEkigxgPEvqyoLTb588EwfbJ9tI8/edit?usp=drive_link 

PRL Foreign Deputation Formats

• Application Proforma - PRL Research Scholars

• Application proforma-Internal PDFs

• Application proforma-External PDFs 

• SERB (https://www.serbonline.in/SERB/its) /CSIR (https://csirhrdg.res.in/Home/Index/1/Default/2677/69) funding details.

• Information about Youth Hostel Membership and an option to avail of the same may be explored by RFs/PDFs-->https://www.yhaindia.org/Membership/user/memberShip_Benifits.