Request for Authority to Participate

In view of DBM-CHED Joint Circular No. 1, s. 2022, otherwise known as the Guidelines for the Implementation of the 8th Evaluation Cycle of NBC 461, for faculty members to earn promotion credits in their attendance to research conferences, they must be duly authorized by the President or the SUC Governing Board to participate in conferences, seminars, and workshops.

NOTE: Research presenters should seek Authority to Participate in a conference at least three (3) weeks before the presentation in a venue within the Philippines, and at least two (2) months for a presentation outside the country.

Documents to Prepare Before Requesting:

Cover letter stating the details of the request
Accomplished ORS Form K
Accomplished Authority to Participate
Full paper or expanded abstract
For papers with multiple authors, a document describing the contribution of each of the authors, percentage of contribution, and signature of each author (as per the new NBC instrument for faculty promotions)
Email/letter of acceptance
Details about the conference (screenshot of call for papers, conference program, CHED/PASUC endorsement (if any), etc.)

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 in 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.

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. It may seek the assistance of the CHED International Affairs Service (CHED-IAS) for the verification of International Conferences before the paper can be endorsed to the President or the Board of Regents.
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 an authority to participate in the research conference. Thereafter, the researcher becomes eligible to apply for Presentation Assistance or Incentive.