How to Apply

How to Apply

To apply for the travel grant, the applicant needs to follow the steps given below.

  1. Applicant needs to fill-in the Travel Grant application form with appropriate information.
  2. Following two forms are available;
  1. Travel Grant Application Form for Paper Presentation (in seminar, conference and symposium) – Annex-A
  2. Travel Grant Application Form for Pursuing Higher Studies Abroad (Ph.D. and Postdoc studies abroad and visits under cultural exchange program) – Annex-B
  1. Endorsement by head of institution and head of department must be obtained at appropriate section of the prescribed Travel Grant application form.
  2. Scholars studying abroad to pursue Ph.D. under HEC or any other Government of Pakistan's scholarship programme may obtain the endorsement of foreign supervisor at the Travel Grant application form (instead of the Vice Chancellor or Rector).
  3. Applicants intending to pursue higher degrees, who are unemployed at the time of submission of application, may send their applications directly to HEC.
  4. Faculty members of Pakistani universities on study leave abroad may route their Travel Grant application through their parent university in Pakistan or directly to HEC after obtaining endorsement of supervisor from the foreign university under intimation to their parent university.
  5. A certificate regarding the Similarity Index of the publication by the Director (Research/ORIC/QEC) or any relevant official of the institution must be obtained at appropriate section of the prescribed Travel Grant application form.
  6.  Scholars studying abroad on HEC or any other scholarship program may send their application without this certificate. HEC will check the Similarity Index of their publication using TURNITIN.
  7. Supporting documentary evidences will be required with the Application Form as mentioned in Section 4 below.
  8. The travel grant application for presentation of research paper must receive at HEC at least 6 weeks (42 days) before the conference/seminar/workshop event date. It will be the responsibility of the applicant to ensure timely delivery of application at HEC.
  9. The Travel Grant applications to proceed or return after completion of higher studies must receive in HEC prior to or within three (03) months of date of travel. It will be the responsibility of the applicant to ensure timely delivery of application at HEC.
  10. Late or incomplete applications will not be processed.


 

Supporting Documentss Required

A.        TRAVEL GRANT FOR PAPER PRESENTATION

A-1.    For oral presentation of paper 

  1. Letter of Acceptance/Invitation or email from the organizer in which the mode of presentation (oral/poster) has been clearly mentioned (if there is no mention in the letter or email, please obtain such specific email from the organizer).
  2. Documentary evidence indicating that your abstract/paper has been accepted based upon peer-review by the technical committee of the event (if there is no mention in the letter or email, please obtain such specific email from the organizer).
  3. Documentary evidence indicating that your abstract/paper would be published in Book of Abstracts/Proceedings/Journals for the conference etc. (if there is no mention in the letter or email, please obtain such specific email from the organizer). Online publication is also acceptable.
  4. Copy of conference brochure containing aims, objectives and themes, charges of registration and accommodation etc. (website details of the conference are also acceptable).
  5. Full-text paper (both hard and soft copies).
  6. NOC from the principal author (in case the applicant is co-author).
  7. Quotation from the travel agent indicating the shortest route.
  8. CV of the applicant along with the list of recent journal and conference/seminar publications, book chapters etc. (2-3 pages).
  9.  Copy of the bond with parent university/DAI (for faculty on study leave pursuing higher studies on scholarship other than HEC and Government of Pakistan).

 
A-2.   Additional documents required for poster presentation 

          (in addition to all the requirements as mentioned above in A-1)

List of applicant's publications indicating Impact Factor Score (IFS). The requisite IFS are 20 in Engineering and Agriculture disciplines, and 30 in Science disciplines. The IFS should also be verified by Director (Research/ORIC/QEC/) or Head of Department/Dean.

A-3.   Additional documents required in case of Ph.D. or M.Phil. leading to Ph.D. scholars

           (in addition to all the requirements as mentioned above in A-1)

  1. Scholarship award letter/registration letter from the university in which applicant is enrolled. Letter must clearly indicate the program in which the applicant is enrolled, i.e. either Ph.D. or M.Phil. leading to Ph.D.
  2. Copy of Result Card of GAT (General)/GRE International (Subject)/GAT (Subject) as per HEC minimum criteria for admission in Ph.D. (This is required from Ph.D. scholars enrolled in local universities).
  3. List of courses taken at M.Phil. and/or Ph.D. levels with grades obtained. (This is required from Ph.D. scholar enrolled in local universities).

List of Ph.D. faculty in your department.
 

A-4.    Additional documents required in case of non-teaching staff of university/DAI

           (in addition to all the requirements as mention above in A-1)

  1. Copy of job certificate indicating applicant's designation, department, job description and date of appointment/posting.
  2. Copy of MS/M.Phil. Degree (HEC reserves the right to verify the degree).
  3. Statement justifying the relevance of the conference and the research paper with applicant's current job description. 

     

B.        TRAVEL GRANT TO SCHOLARS PROCEEDING ABROAD

 

B-1.    To proceed for Ph.D.

  1. Unconditional admission letter from Foreign University offering you admission in Ph.D.
  2. Copy of your award letter for scholarship or financial assistance or affidavit about self-finance.
  3. Copy of your highest Degree duly attested by HEC.
  4. Brief CV (2-3 pages).
  5. Quotation from the travel agent indicating the shortest route.
  6. Surety bond of Rs.100/- by two guarantors to be purchased in the name of guarantor(s) – Specimen at Annex​-C
  7. Surety Bond attested by the Oath Commissioner and countersigned by First Class Magistrate.
  8. Copies of CNICs of both Guarantors.
  9. Application form duly signed by the applicant in Section No. 6.
  10. Copy of study leave from your employer (required from applicant employed in any organization).
  11. Copy of No Objection Certificate (NOC) from your employer (required from applicants employed in any organization).
  12. Application form duly signed and stamped by the Head of Department in Section No. 6 (required from applicant employed in any organization).

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in Section No. 7 (required from applicant employed in any organization).

B-2.    To return after completion of Ph.D.

  1. Unconditional admission letter from Foreign University offering you admission in Ph.D.
  2. Copy of your award letter for scholarship or financial assistance or affidavit about self-finance.
  3. Copy of your Completion Certificate/Provisional Certificate/Ph.D. Degree (Translated in English)
  4. Brief CV (2-3 pages).
  5. Invoice of Travel Agent (in Original).
  6. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in Original).
  7. All Boarding Passes (in Original).
  8. Justification for not flying with PIA (in case of any other Airline)
  9. Application form duly signed and stamped by the Head of Department in Section No. 6 (required from applicant employed in any organization).

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in Section No. 7 (required from applicant employed in any organization).

B-3.    To proceed for Post-Doctorate

  1. Letter of placement in an accredited foreign university?
  2. Synopsis/ Brief description of your research proposal?
  3. Brief CV (2-3 pages).
  4. Quotation from the travel agent indicating the shortest route.
  5. Are you under a bond after availing any Scholarship from HEC/Govt. of Pakistan/any other funding agency regarding proceeding abroad?
  6. Copy of study leave from your university.
  7. Copy of No Objection Certificate (NOC) from your university.
  8. Application form duly signed by the applicant in Section No. 6.
  9. Application form duly signed and stamped by the Head of Department in Section No. 6.

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in Section No. 7.

B-4.    To return after completion of Post-Doctorate

  1. Letter of placement in an accredited foreign university?
  2. Completion certificate for Post-Doctoral studies?
  3. Brief CV (2-3 pages).
  4. Invoice of Travel Agent (in Original).
  5. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in Original).
  6. All Boarding Passes (in Original).
  7. Justification for not flying with PIA (in case of any other Airline)
  8. Copy of study leave from your university.
  9. Copy of No Objection Certificate (NOC) from your university.
  10. Application form duly signed by the applicant in Section No. 6.

Application form duly signed and stamped by the Head of Department in Section No. 6.

B-5.    To proceed abroad under Cultural Exchange Program

  1. Letter of nomination by the Government of Pakistan.
  2. Copy of letter of acceptance from the inviting agency/ Institution.
  3. Details of training/visit program.
  4. Brief CV (2-3 pages).
  5. Quotation from the travel agent indicating the shortest route.
  6. Have you attached copy of study leave from your employer (required from applicants employed in any organization)?
  7. Have you attached copy of No Objection Certificate from your employer (required from applicants employed in any organization)?
  8. Has application form duly signed and stamped by the Head of Department?
  9. Has application form duly signed and stamped by the Rector/Vice-Chancellor of your university?
  10. Copy of study leave from your employer (required from applicant employed in any organization).
  11. Copy of No Objection Certificate (NOC) from your employer (required from applicants employed in any organization).
  12. Application form duly signed by the applicant in Section No. 6.
  13. Application form duly signed and stamped by the Head of Department in Section No. 6.

Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in Section No. 7.

B-6.    Return from abroad under Cultural Exchange Program

  1. Letter of nomination by the Government of Pakistan.
  2. Copy of letter of acceptance from the inviting agency/ Institution.
  3. Details of training/visit program.
  4. Brief CV (2-3 pages).
  5. Invoice of Travel Agent (in Original).
  6. All pages of used Air-Ticket/Electronic Ticket bearing the amount of Airfare (in Original).
  7. All Boarding Passes (in Original).
  8. Justification for not flying with PIA (in case of any other Airline)
  9. Copy of study leave from your employer (required from applicant employed in any organization).
  10. Copy of No Objection Certificate (NOC) from your employer (required from applicants employed in any organization).
  11. Application form duly signed by the applicant in Section No. 6.
  12. Application form duly signed and stamped by the Head of Department in Section No. 6.
  13. Application form duly signed and stamped by the Rector/Vice-Chancellor of your university in Section No. 7.