I. Conditions for Approving the Application

The following conditions must be met at the same time, otherwise no funding will be granted:

1. The conference is a high-level international academic conference (hereinafter referred to as "conference", the list of which can be found in the official website of the Graduate School http://gs.xjtu.edu.cn/info/1148/8964.htm), and is held outside the country (or mainland China);

2. The conference should be held before the graduation of doctoral students, and the conference should be closely related to the research content of doctoral students;

3. The papers,abstracts or poster of the funding objects should be accepted by the conference, and at the same time should obtain an official invitation letter issued by the conference organizer and be invited to give an oral report at the conference;

4. The applicant should be the first author of the academic paper, or the second author when his/her supervisor is the first;The first signing institution of the paper must be Xi'an Jiaotong University;

5. The doctoral student in our university who has not been sponsored by the Graduate School to participate in the conference before.

Note: Master's students whose paper is accepted by the conference and invited to give an oral presentation might be funded according to the remaining special funds of the Graduate School in the current year. For details, please refer to the notice of the current year.

II. Documents Required to Prepare

1. The invitation letter and a copy of its translated version(in Chinese);

2. The first page of the paper;

3. Application form for XJTU Graduate School grant (Attachment 1);

4. Agenda(5 days or within 5 days for one country) or Application for Duration of Stay Exceeding the Specified Days（more than 5 days for one country） (Please visit Instructions on XJTU Short-term Visit Application Form for Graduate Students for details.);

5. Notice of the Conference (the notice issued by the conference clearly indicates the acceptance of papers/abstracts/posters at the conference);

6. A Certificate of Financial Support, A4-sized paper printed for visa application only.(Attachment 2)

Notes:

1)The Certificate of Financial Support should be provided by the sponsor.

2)For a copy of the Statement of Full-Time Student Status, one can obtain it on a self-service printing machine in Student Services Hall (first floor of Qi Cai Ge Building in XingQing Campus OR first floor on the east side of HanYing Building in iHarbor Campus) with his or her campus ID.

III Application Materials (All these materials shall be completed before departure)

Logging in to the Foreign Affairs Service System and submitting applications

XJTU Homepage Foreign Affairs Service System

After the application is approved, shall come to pick up the Certificate of Financial Support to stamp at 3050 of HanYing Building.

IV. Procedures for Reimbursement

From Year 2023, the Lending procedure will no longer be processed.

Be sure to submit reimbursement documents to the School within one month of returning to campus at the end of the conference.

Required document:

1. Xi'an Jiaotong University Reimbursement Form (fill in and print in the financial system after authorization)

2. Xi'an Jiaotong University cash payment/issuance approval form (download from the official website of the Finance Office, if required)

3. Summary Report (Download from the Graduate School's website)

4. Report Form on Overseas Program Achievements (Download from the Graduate School's official website)

5. Two photos with conference logo (oral presentation, poster presentation, etc.) Approval Form for Short-term Visit of Graduate Students of Xi'an Jiaotong University (obtained at the International Affair Office after the approval of the Foreign Affairs Service System is completed)

Reimbursement process

1. Make a public academic report after returning to campus. Download and fill in the summary report of participation in international conferences, report sheets of overseas project achievements, and photos of conference speeches on the official website of the Graduate School, and submit them to the Academic officer of the School for review. The School collates materials and submits them to the Graduate School on a quarterly basis.

2. At the end of each quarter, the Graduate School grants students the authority to reimburse the financial system based on the materials submitted by each faculty.

3. Authorized students log in to the financial system jdcw.xjtu.edu.cn fill in the report by themselves. When filling in the department number/project number, click "? Select "050400-11301423011502", save and print after filling in. Bring the bills to the self-service kiosk of the Finance Office (2/F, Block E, Main Building of Xingqing Campus; 1st floor, west side of Hanying Building, iHarbour Campus) to complete the financial procedures.

Costs covered:

Round-trip and accommodations costs during the conference (subject to the time specified on the invitation letter). The costs of air tickets will be directly transferred by the Finance Office to the ticket seller, and the expenses of accommodations per person per day will be covered in accordance with relevant provisions. "First-Class University Construction Project" funds will be used to cover the expenses.

This policy is effective from September 1, 2023

1. Application form for XJTU Graduate School grant     研究生院资助申请表.xlsx 

2. The Certificate of Financial Support     资助证明-国际会议用.doc