Request for Authority to Participate

Specific Guidelines

• SLSU researchers are encouraged to participate only in highly specialized research conferences and fora organized by learned societies, academic institutions, and respected organizations. Unless endorsed by CHED and/or PASUC, multidisciplinary conferences may not be advised by the ORS for the participation of SLSU researchers.

• The paper must carry the name of Southern Luzon State University as the institutional affiliation of the presenter, as indicated in the acceptance letter/email or other communication coming from the organizers.

• The request must be forwarded to the ORS as soon as the researcher receives the email or letter of acceptance to give ample time for review and processing. The ORS shall process the request within the prescribed period. Any late requests may no longer be entertained by the ORS.

• The request shall be evaluated on the basis of the following: 

  1. The paper is aligned with the thrusts and priorities of the University.

  2. The study is not a duplication of any previous studies or published, the presence of innovation or new discovery, must stand the test of originality.

  3. Study design and methodology are complete and appropriate based on the objectives.

  4. The study has a potentially significant contribution to the discipline.

  5. Writing is free from glaring grammatical and factual errors.

  6. The study has a high potential for publication in a refereed journal and would contribute significantly to establishing the University’s good reputation in the research community.

  7. The conference is organized or sponsored by a reputable organization.

  8. The conference has a competitive review process for paper selection. 

Restrictions (applies only to those requesting financial assistance)

• To ensure equitable access to presentation assistance, a researcher may request presentation assistance only once every year per level (local and international [whether within or outside the Philippines]). Each College/ Campus/ Unit shall have slots for applicants to presentation assistance equivalent to 20% of the total population of their personnel within the fiscal year, on a first-come-first-served basis.

• Financial assistance that can be requested can include: Payment for Registration, Daily Subsistence Allowance, and Accommodation (per diem, following existing COA Rules and Regulations on the grant of per diem), Travel Expenses 

• The financial assistance can be requested as a Cash Advance, but only if there is ample time for the CA to be processed (usually, 1 month); otherwise, the financial assistance will be granted as reimbursement upon return and processing of all documentary requirements.

Process

• The researcher shall forward the required documents to the ORS. The ORS shall process the request within the prescribed period upon receipt of the documents.

• The ORS shall verify the reputation of the conference and sponsoring agency upon receipt of the required documents.

• For International Conferences with venue outside the Philippines, the proponent must coordinate with the Office of International and Alumni Affairs (OIAA) for clearance from CHED International Affairs Service (CHED-IAS). See the process flow here.

• If need be, the ORS may convene IREC members to review the request. The IREC may request that the paper be presented before them for further evaluation.

• The ORS and the Office of the VP REPDI shall coordinate with the Office of the President for the issuance of authority to participate in the research conference. Thereafter, the researcher becomes eligible to apply for Presentation Assistance or Incentive. 

Updated: July 29, 2024