Grant For Organizing Conference

Description
The scheme of "Grant for Organizing Conference GOC " is a grant scheme by the All India Council for Technical Education AICTE , Department of Higher Education DoHE . The scheme provides financial assistance to institutions for organizing conferences in various fields of technical education. Both Onsite Conferences and Online Conferences are supported. The objective is to promote high standards in technical education by way of extending opportunities to academicians and working professionals by providing a forum for sharing their knowledge, experiences, innovations, and inventions. Expected Outcomes a Dissemination of knowledge and sharing of new innovative ideas among participants and delegates from across the globe which would further help them in developing new ideas relevant to their research work. b Awareness of the recent developments in the field. c Publication of the papers in a high-impact journal. d Novel ideas for impact on the UG/ PG student projects. e New research areas or improvement in ongoing research. f Ideas to create a roadmap for upcoming projects and possibilities for opening new avenues for research. g Collaborations between institutions and industry. h Learning of best practices.

Benefits
• Onsite Conference
• National Level Conference: One-third of the total expenditure incurred on organizing the Conference is subject to a maximum of ₹ 3,00,000.
• International Level Conference: One-third of the total expenditure incurred on organizing the Conference is subject to a maximum of ₹ 4,00,000.
• Online Conference
• (including e-Conference, Virtual Conference, web-conference, and Digital Conference)
• National/ International Level Conference: One-third of the total expenditure incurred on organizing the online Conference is subject to a maximum of ₹ 50,000.
• The disbursement of the Funds is on a reimbursement basis after the successful completion of the conference and submission of requisite documents by the institute.

Eligibility Criteria
1. (a) AICTE-approved institute with at least 8 years of existence.
2. (b) Coordinator must:
3. - (i) be a full-time regular Associate Professor or Professor or a senior faculty with at least 10-year experience in teaching and research with publications and
4. - (ii) have organized at least three conferences if applying for an international conference and one conference if applying for the national conference.
5. (c) Institute should also identify a Co-coordinator who must be a faculty with
6. - (i) at least 7 years of experience in teaching and research and
7. - (ii) have organized at least one conference if applying for an international conference.
8. (d) The department organizing the conference should preferably be NBA accredited.
9. (e) Weightage will be given to conferences supported by organizations (working on the theme of the conference) like:
10. - (i) leading professional bodies like IEEE/ ASME/ ASCE etc.
11. - (ii) reputed organizations/ departments/ technical universities etc.
12. - (iii) industry/ industry associations/ R&D labs etc.
13. <br>
14. **Terms and Conditions -**
15. <br>
16. **For the Coordinator:**
17. (a) The approved Onsite Conference is required to be conducted within twelve months and the Online Conference within six months, from the date of receipt of the sanction letter from AICTE.
18. (b) At least 15% and 25% participation from other states is a must for onsite conferences and online conferences respectively.
19. (c) Papers from the host institution should not be more than 10% of the total papers.
20. (d) Coordinator will maintain an electronic record of papers, participants, their institution &amp; their location, to ensure that norms of Pan-India participation, overseas participants in International Conferences, and papers from local faculty, are adhered to and also shared with AICTE.
21. (e) Coordinator should maintain a web page for the Conference on the institute’s website.
22. (f) The academic background of the coordinator, co-coordinator, and paper presenters must be in conformity with the theme of the proposed conference.
23. <br>
24. **For the institution:**
25. (a) Institute will be eligible to receive the grant for Conference once in two years.
26. (b) Any change in the program for holding the Conference, change of Coordinator name, and Venue/ date would require prior approval of the council, failing which the offer for the grant already issued would be treated as automatically withdrawn.
27. (c) The institution is required to post the link of funding schemes of AICTE on its website and conference webpage.
28. <br>
29. **Fund utilization:**
30. (a) 10% of the funds sanctioned by AICTE should be utilized for a registration fee of participants belonging to the SC/ST category.
31. (b) Funds once released/ sanctioned for organizing the particular Conference cannot be utilized for any other program/ conference.
32. (c) In case the conference is canceled, it must be informed to AICTE immediately.
33. <br>
34. **Use of Logo of AICTE:**
35. (a) Wherever online information regarding a conference is displayed, the AICTE logo must be prominently displayed.
36. (b) All publicity materials/ advertisements/ brochures/ invitation cards/ any other collaterals/ event backdrop etc. related to the conference, must carry AICTE logo.
37. (c) The Conference venue in terms of stage backdrop/ podium must prominently display the AICTE logo.

Application Process
Step 1: Application
Online — http://www.aicte-india.org
(a) Applications are invited throughout the year.
(b) Institute must apply through its login ID at http://www.aicte-india.org and must apply at least:
(i) 6 months prior to the date of the National Conference.
(ii) 8 months prior to the date of the International Conference.
AICTE Portal Login

Step 2: Step 1: Visit the AICTE website https://www.aicte-india.org
Online — http://www.aicte-india.org
Step 1: Visit the AICTE website https://www.aicte-india.org

Step 3: Step 2: Click on the “Web Portal Login” button.
Online — http://www.aicte-india.org
Step 2: Click on the “Web Portal Login” button.

Step 4: Step 3: Log in to the AICTE portal with the credentials provided by the AICTE.
Online — http://www.aicte-india.org
Step 3: Log in to the AICTE portal with the credentials provided by the AICTE.

Step 5: Step 4: After successful logging, the home page of the institute appears.
Online — http://www.aicte-india.org
AQIS Application

Step 6: Step 1: After login, navigate to the AQIS application screen please click on the “AICTE Quality Improvement Schemes (Financially Funded Scheme)” icon.
Online — http://www.aicte-india.org
Step 1: After login, navigate to the AQIS application screen please click on the “AICTE Quality Improvement Schemes (Financially Funded Scheme)” icon.

Step 7: Step 2: The AQIS application page of the institute is open.
Online — http://www.aicte-india.org
Step 2: The AQIS application page of the institute is open.

Step 8: Step 3: Click on the “AQIS Application- Institute details”
Online — http://www.aicte-india.org
Step 3: Click on the “AQIS Application- Institute details”

Step 9: Step 4: Institute and Bank Details will auto-populate in “AQIS Application – Institute Details” Please check and update according to changes.
Online — http://www.aicte-india.org
Note:
1) Bank Account should be Saving Account.
2) Account Holder's name should not be a personal name.

Step 10: Step 5: Check the declaration flag, then click on the “Save Bank Details” button.
Online — http://www.aicte-india.org
Step 5: Check the declaration flag, then click on the “Save Bank Details” button.

Step 11: Step 6: To confirm the bank details entered, kindly click on the “Confirm Bank Details” button.
Online — http://www.aicte-india.org
Step 6: To confirm the bank details entered, kindly click on the “Confirm Bank Details” button.

Step 12: Step 7: If the bank details are incorrect, click on the Cancel button to edit the bank details again otherwise click on OK to confirm the details.
Online — http://www.aicte-india.org
Note: Once the ‘OK’ button is clicked. The Institute details and Bank details will become read-only mode.

Step 13: Step 8: Click on the “All AQIS Application Information”
Online — http://www.aicte-india.org
Step 8: Click on the “All AQIS Application Information”

Step 14: Step 9: Click on the “Download Mandate Form” and “Download Declaration Certificate”
Online — http://www.aicte-india.org
Step 9: Click on the “Download Mandate Form” and “Download Declaration Certificate”

Step 15: Step 10: Click on the “AQIS Document Attachment”
Online — http://www.aicte-india.org
Step 10: Click on the “AQIS Document Attachment”

Step 16: Step 11: Click on the new record ( ) button.
Online — http://www.aicte-india.org
Step 11: Click on the new record ( ) button.

Step 17: Step 12: After attaching the Mandate form, click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Please attach the Verified Bank Mandate Form in scanned PDF format (Maximum Size10 MB).
Application for ‘Grant for Organising Conference’
• Initiating New application

Step 18: Step 1: After uploading the attachment of the mandate form, Click on the “All AQIS Application Information”
Online — http://www.aicte-india.org
Step 1: After uploading the attachment of the mandate form, Click on the “All AQIS Application Information”

Step 19: Step 2: Click on the new record ( ) button.
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button.

Step 20: Step 3: Select the “GOC- Grant for Organising Conference” in AQIS Schemes dropdown.
Online — http://www.aicte-india.org
Step 3: Select the “GOC- Grant for Organising Conference” in AQIS Schemes dropdown.

Step 21: Step 4: Click on AQIS Application ID
Online — http://www.aicte-india.org
Step 4: Click on AQIS Application ID

Step 22: Step 5: AQIS Detail Application for GOC.
Online — http://www.aicte-india.org
Section A: Coordinator/PI/Applicant Details

Step 23: Step 1: Click on the Coordinator/PI/Applicant Details
Online — http://www.aicte-india.org
Step 1: Click on the Coordinator/PI/Applicant Details

Step 24: Step 2: “Has the Institute been sanctioned any conference by AICTE in the last 2 financial years?”, Select the appropriate option.
Online — http://www.aicte-india.org
Step 2: “Has the Institute been sanctioned any conference by AICTE in the last 2 financial years?”, Select the appropriate option.

Step 25: Step 3: Click on the selection menu icon ( ) in the Faculty ID field to add details of the conference coordinator. Select the faculty ID from the Faculty ID list and click on the OK button.
Online — http://www.aicte-india.org
Step 3: Click on the selection menu icon ( ) in the Faculty ID field to add details of the conference coordinator. Select the faculty ID from the Faculty ID list and click on the OK button.

Step 26: Step 4: Fill in all the fields of the Details of the Coordinator section.
Online — http://www.aicte-india.org
Step 4: Fill in all the fields of the Details of the Coordinator section.

Step 27: Step 5: Click on the selection menu icon ( ) in the Co-coordinator Faculty ID field to add details of the conference Co-coordinator. Select the faculty ID from the Faculty ID list and click on the OK button.
Online — http://www.aicte-india.org
Step 5: Click on the selection menu icon ( ) in the Co-coordinator Faculty ID field to add details of the conference Co-coordinator. Select the faculty ID from the Faculty ID list and click on the OK button.

Step 28: Step 6: Fill in all the fields of Details of the Co-coordinator section.
Online — http://www.aicte-india.org
Step 6: Fill in all the fields of Details of the Co-coordinator section.

Step 29: Step 7: AICTE has identified conferences of repute, organized/sponsored by leading Professional Bodies/institutions organized at a set frequency. Select the appropriate field.
Online — http://www.aicte-india.org
Step 7: AICTE has identified conferences of repute, organized/sponsored by leading Professional Bodies/institutions organized at a set frequency. Select the appropriate field.

Step 30: Step 8: Confirm the declaration
Online — http://www.aicte-india.org
Section B: AQIS Application Details

Step 31: Step 1: Click on the AQIS Application Details
Online — http://www.aicte-india.org
Step 1: Click on the AQIS Application Details

Step 32: Step 2: Navigate to the AQIS Application Details, fill in all the fields
Online — http://www.aicte-india.org
Step 2: Navigate to the AQIS Application Details, fill in all the fields

Step 33: Step 3: After filling in all the required details in the fields, click on the Save ( ) button.
Online — http://www.aicte-india.org
Section C: Academic Credentials of Coordinator /PI/Applicant

Step 34: Step 1: Click on the Academic Credentials of Coordinator /PI/Applicant
Online — http://www.aicte-india.org
Step 1: Click on the Academic Credentials of Coordinator /PI/Applicant

Step 35: Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.

Step 36: Step 3: Select “YES/NO” according to the parameter, fill in the Count/Number, and fill in the Area of Specialisation. Click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Further repeat the above Steps 2 and 3 for the following Parameters/Criteria
• Any state / National/International awards received?
• Membership of the Professional / Learned bodies/ Societies
• No. of National/International conferences organized
• Number of Patents Registered
• Number of Ph. D students Guided
• Papers published in International Journals in the last 3 years
• Papers published in national Journals in the last 3 years
• Relevant experience of conducting/coordinating similar programs from AICTE and other funding agencies in the past three years
• Research Experience in years
• Teaching/Industry Experience in years
• Whether the Coordinator has Ph.D.

Step 37: Step 4: After filling in all the required details in the fields, click on the Save ( ) button.
Online — http://www.aicte-india.org
Section D: Credentials of Co-coordinator

Step 38: Step 1: Click on the Credentials of Co-coordinator
Online — http://www.aicte-india.org
Step 1: Click on the Credentials of Co-coordinator

Step 39: Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.

Step 40: Step 3: Select “YES/NO” according to the parameter, fill in the Count/Number, and fill in the Area of Specialisation/Details. Click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Further repeat the above Steps 2 and 3 for the following Parameters/Criteria
• No. of National/International conferences organized
• Number of Ph. D students Guided
• Membership of the Professional / Learned bodies/ Societies
• Papers published in International Journals in the last 3 years
• Papers published in national Journals in the last 3 years
• Whether the Coordinator has Ph.D.
• Teaching/Industry Experience in years
• Relevant experience in conducting/coordinating similar programs from AICTE and other funding agencies in the past three years
• Research Experience in years

Step 41: Step 4: After filling in all the required details in the fields, click on the Save ( ) button.
Online — http://www.aicte-india.org
Section E: Credentials of Institution / Department

Step 42: Step 1: Click on the Credentials of Institution / Department
Online — http://www.aicte-india.org
Step 1: Click on the Credentials of Institution / Department

Step 43: Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.

Step 44: Step 3: Select “YES/NO” according to the parameter, fill in the Count/Number, and fill in the Details. Click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Further repeat the above Steps 2 and 3 for the following Parameters/Criteria
• For organizing the conference institute is collaborating with Industry
• Is the institute collaborating with the technical Society for organizing a conference
• Number of conferences already conducted in the institute in the last 3 years
• Number of courses Accredited in the Institute
• Is the institute collaborating with any reputed Institute or Laboratory for organizing the conference
• Number of Years of Establishment of the Institute
• Whether the level of the course under which the conference is to be conducted PG?
• Whether the course under which the proposal is submitted, is accredited by NBA?

Step 45: Step 4: After filling in all the required details in the fields, click on the Save ( ) button.
Online — http://www.aicte-india.org
Section F: Justification of proposal

Step 46: Step 1: Click on the Justification of proposal
Online — http://www.aicte-india.org
Step 1: Click on the Justification of proposal

Step 47: Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record and select the parameter Criteria.

Step 48: Step 3: Select the parameter/ Criteria, fill in the Details and Click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Further repeat the above Steps 2 and 3 for the following Parameters/Criteria
• Benefits to Faculty
• Benefits to Students
• Expected Outcome & Impact on Academic
• Expected Outcome & Impact on Research
• Name of Guest speakers with designation and organization
• Number of participants expected
• Objectives & Context
• Relevance

Step 49: Step 4: After filling in all the required details in the fields, click on the Save ( ) button.
Online — http://www.aicte-india.org
Section G: Foreign participants/invited speakers to the conference

Step 50: Step 1: Click on the Foreign participants/invited speakers to the conference
Online — http://www.aicte-india.org
Step 1: Click on the Foreign participants/invited speakers to the conference

Step 51: Step 2: Click on the new record ( ) button to add the Record
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record

Step 52: Step 3: After filling in all the fields clicks on the ( ) Save button.
Online — http://www.aicte-india.org
Section H: Financial commitment from other organizations/agencies

Step 53: Step 1: Click on the Financial commitment from other organizations/agencies.
Online — http://www.aicte-india.org
Step 1: Click on the Financial commitment from other organizations/agencies.

Step 54: Step 2: Click on the new record ( ) button to add the Record
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record

Step 55: Step 3: After filling in all the fields click on the ( )Save button.
Online — http://www.aicte-india.org
Section I: Budget Estimates GOC

Step 56: Step 1: Click on the Budget Estimates GOC
Online — http://www.aicte-india.org
Step 1: Click on the Budget Estimates GOC

Step 57: Step 2: Click on the new record ( ) button to add the Record
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record

Step 58: Step 3: Select ‘Head of Expenditure’, and fill in the ‘Anticipated Expenditure’ and ‘Justification’ of that expenditure.
Online — http://www.aicte-india.org
Note: Further repeat the above Steps 2 and 3 for the following ‘Head of Expenditure’
1) For Online Conferences
2) For Onsite Conferences

Step 59: Step 4: After filling in all the fields click on the ( ) Save button.
Online — http://www.aicte-india.org
• Certificate/Brochure and other documents designing.
• Conference website designing & updating.
• Honorarium to Experts/ Resource Persons.
• Publication of Proceedings.
• Miscellaneous.
• Pre-conference printing (announcements, abstracts, etc.)
• Banners/Folders, Pen, and other stationery material for registration and Certificate printing and brochure printing
• Hospitality to participants /resource persons (Tea, Snacks & Lunch)
• Boarding and lodging charges for out-stationed participants/ Experts/ resource persons
• TA/DA & Honorarium to Experts/ resource persons
• Misc. expenditure including Photography, LCD projector, screen, bouquets, mementos, short visit (if any), etc.
• Publication of Proceedings (Online/printed/CD)
• Any other required expenditure
Section J: AQIS Application Attachment

Step 60: Step 1: Click on the AQIS Application Attachment
Online — http://www.aicte-india.org
Step 1: Click on the AQIS Application Attachment

Step 61: Step 2: Click on the new record ( ) button to add the Record
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record

Step 62: Step 3: Click on the ( ) button in ‘Attachment Name’ to attach the Declaration certificate of GOC.
Online — http://www.aicte-india.org
Step 3: Click on the ( ) button in ‘Attachment Name’ to attach the Declaration certificate of GOC.

Step 63: Step 4: After attaching the Declaration Certificate, click on the save ( ) button.
Online — http://www.aicte-india.org
Note: Please attach a verified Declaration Certificate scanned copy in PDF format (Maximum Size10 MB).
Section K: Keywords related to the conference

Step 64: Step 1: Click on the Keywords related to the conference
Online — http://www.aicte-india.org
Step 1: Click on the Keywords related to the conference

Step 65: Step 2: Click on the new record ( ) button to add the Record
Online — http://www.aicte-india.org
Step 2: Click on the new record ( ) button to add the Record

Step 66: Step 3: After filling in all the fields click on the ( )Save button.
Online — http://www.aicte-india.org
Note: Minimum 5 Keywords related to conference themes are required to submit the application.
• Validate and submit the application

Step 67: Step 1: Click on the Coordinator/PI/Applicant Details
Online — http://www.aicte-india.org
Step 1: Click on the Coordinator/PI/Applicant Details

Step 68: Step 2: Click on the Validate application button.
Online — http://www.aicte-india.org
Step 2: Click on the Validate application button.

Step 69: Step 3: After clicking on the Validation button the message will be populated and stated as “Validation for Scheme: 'GOC- Grant for Organizing Conference' is completed Successfully”
Online — http://www.aicte-india.org
Click on the OK button.

Step 70: Step 4: Click on the Submit button.
Online — http://www.aicte-india.org
Processing Methodology
(a) Online submission of application by the institution.
(b) Applications received every two months will be processed in a single lot.
(c) Screening/ scrutiny of applications at Council.
(d) Evaluation of applications by the expert committee.
(e) The final decision will be taken by the Council, keeping in view the recommendations made by the experts and the availability of funds for the scheme.
(f) After the Council’s approval, the Offer Letter for the conference will be sent to the institution.
(g) Offer Letters can be used by the institute to raise funds from other sponsors.
For more information contact us
Scheme-related Information:
e-mail address: [email protected] Phone Number: (011) 29581334
Technical Information:
e-mail address: [email protected] Phone Number: (011) 29581340

Frequently Asked Questions
Q: What Documents Are Required To Be Produced Upon The Receipt Of Sanction Letter?
A: On receipt of Sanction Letter:
The Acceptance Letter with dates of the Conference, within 15 days from the date of receipt of the Offer Letter duly signed and seal affixed by the Coordinator and Head of the Institutions along with proforma for permission/ clearance of the Government of India for organizing International Conference.

Q: What Documents Are Required To Be Produced Upon The Conduct Of The Conference?
A: Documents to be submitted after the conduct of the conference:
(a) Statement of Accounts and Expenditure in prescribed format duly audited by the Chartered Accountant in the case of a private institution and by the Finance Officer/Account Officer in respect of government/government-aided institution.
(b) Supporting bills/documents on account of expenses incurred for the purpose duly attested by the Head of the Institute.
(c) Soft copy of the final report submitted on the portal as mentioned above (in section 10).

Q: What Would Happen If The Institute Does Not Submit The Required Documents After Conducting The Conference?
A: In such a case, the AICTE may withhold fund release to the Institute in its other schemes if the project is not closed by submitting the documents after 30 days of the conference.

Q: Who Should Be Auditing The "Statement Of Accounts And Expenditure"?
A: The "Statement of Accounts and Expenditure" in the prescribed format should be duly audited by the Chartered Accountant in the case of a private institution and by the Finance Officer/Account Officer in respect of government/government-aided institution.

Q: How Many Participants Must Be Visible In The Geotagged Photographs Of The Conference?
A: In the Geotagged photographs of the conference, at least 15 participants should be visible.

Q: Who Must Attest The Supporting Bills/Documents Reg. The Expenses Incurred?
A: Supporting bills/documents on account of expenses incurred for the purpose duly attested by the Head of the Institute.

Q: Who Must Be The Competent Authority For Signing The Acceptance Letter?
A: The Acceptance Letter must be signed and sealed affixed by the Coordinator and Head of the Institution.

Q: Is There A Deadline To Submitting The Acceptance Letter?
A: The Acceptance Letter with dates of the Conference, within 15 days from the date of receipt of the Offer Letter.

Q: Is There A Deadline To The Submission Of The Applications?
A: There is no deadline, the applications are invited throughout the year.

Q: Are All AICTE-Approved Institutes Eligible To Apply To This Scheme?
A: No, this scheme is only open to AICTE-approved institutes with at least 8 years of existence.

Q: Who Can Be The Coordinator For This Scheme?
A: Coordinator must:
(i) be a full-time regular Associate Professor or Professor or a senior faculty with at least 10-year experience in teaching and research with publications and
(ii) have organized at least three conferences if applying for an international conference and one conference if applying for the national conference.

Q: Who Can Be The Co-Coordinator For This Scheme?
A: (i) at least 7 years of experience in teaching and research and
(ii) have organized at least one conference if applying for an international conference.

Q: Will Certain Organizations Be Given Weightage Over The Others?
A: Weightage will be given to conferences supported by organizations (working on the theme of the conference) like:
(i) leading professional bodies like IEEE/ ASME/ ASCE etc.
(ii) reputed organizations/ departments/ technical universities etc.
(iii) industry/ industry associations/ R&D labs etc.