Standard Operating Procedure for Awarding SLCP International Travel Grants
1. Purpose
The SLCP International Travel Grant is intended to support members, particularly junior members and Paediatric Postgraduate Trainees, to present their academic and research work at recognised International Conferences held outside Sri Lanka. The grant aims to promote academic visibility, encourage research dissemination, and strengthen the involvement of younger members in college-related academic activities. The committee agreed that the proposed travel grant should be developed as one of the new SLCP grant schemes, alongside the larger SLCP Research Grant.
2. Source of Funding
The grant will be supported through the SLCP Research Fund, subject to availability of funds and approval by the SLCP Council, Finance Committee, President-Elect and Vice President. The final funding model may be based on a defined proportion of the College’s annual financial surplus (10%), as determined by the College and any donations made by any well-wishers, but would keep them as anonymous donations.
At each round, the number of grants to be awarded will be determined by the available balance of the finances in the grant and up to a maximum of 50% will be disbursed at each call round.
3. Eligibility
Applicants should be members of the Sri Lanka College of Paediatricians. In addition, Trainees (PGIM Registered, MD Paediatrics Training Programme) may be considered eligible if they are registered as Associate Members of the College and are applying with the support of a recognised supervisor who is an SLCP life member.
Priority may be given to junior members, trainees and early-career researchers, to encourage wider academic participation among younger members.
4. Eligible academic activities
The grant may be considered for applicants who have been accepted to present a completed research initiative at a recognised International Scientific Conference.
Priority would be given in the following order:
- Oral Presentations
- Invited lectures or invited speaker presentations
- Poster Presentations, only if funds are available and the work is considered of high academic merit.
The committee agreed that oral presentations should be prioritised over posters, as oral presentations usually require the recipient’s physical attendance at the conference.
5. Value of the grant
The proposed reimbursement structure is as follows, for Oral and Poster presenters:
| Category | Proposed support |
|---|---|
|
Oral presentation |
Up to 50% of the airfare in economy class |
|
Maximum ceiling |
Up to USD 750.00 |
|
Registration fee |
Up to USD 250 |
|
Per-diem |
USD 50 per each day of the conference +1 day, up to a maximum of five days. |
The proposed reimbursement for invited speakers:
Applicants must provide documentary evidence that the conference organisers are not already covering the airfare.
Invited speaker – Up to 75% of airfare in economy class
No other expenses will be covered
All reimbursements will be done after providing certificate of attendance and proof of expenses (airfare and registration), and submission of a 500-word report on the impact of the trip towards career development.
6. Exclusions
Applicants will not be eligible for SLCP travel support if airfare, registration, or equivalent travel funding has already been provided by the conference organisers or another funding body. Partial funding from another source must be declared, and SLCP support may be adjusted accordingly.
7. Frequency of application calls
Applications should be called at least twice each year, to accommodate international conferences held at different times of the year. (Call round in October and February)
8. Application requirements
Applicants should submit:
- A completed application form
- Conference acceptance letter for abstract/ oral presentation
- Evidence of early bird registration fee
- Letter confirming invited speaker status
- Estimated airfare and registration cost for abstract presentation and estimated airfare for invited speaker (three quotations – Preference is given to Sri Lankan Airlines)
- Declaration of other funding received or applied for
- Brief statement on how participation will benefit paediatric practice, research or academic development in Sri Lanka.
9. Selection process
Applications should be reviewed by the SLCP Research Committee or a panel appointed by the Committee. Selection should be based on:
- academic merit of the work
- type of presentation, with priority for oral presentations
- relevance to paediatrics and child health
- benefit to the applicant’s academic development
- benefit to SLCP and child health in Sri Lanka
- availability of funds
- previous receipt of SLCP grants
Applicants who have received a travel grant may be restricted from reapplying for a defined period, such as five years, to ensure fair distribution of funds among members. I think you need to reconsider this. The deciding factor should be quality and the impact.
10. Post-travel requirements
Successful applicants should submit a brief report within one month of return, including proof of attendance and certificate of presentation; final travel and registration receipts.
Recipients may also be requested to present their work or share their conference experience at an SLCP academic forum.
11. Misuse or non-compliance
If a recipient fails to attend the conference, does not present the accepted work, provides inaccurate information, or receives duplicate funding without declaration, the SLCP may request a return of the grant in full or in part. Future eligibility for SLCP grants may also be restricted.
7th June 2026
Research and Travel Grants committee
Dr B J C Perera/ Prof Jithangi Wanigasinghe/ Prof Heshan Jayaweera/ Prof Sachith Mettananda/ Dr Jagath Ranasinghe/ Dr Chamidri Naotunna