Workflow for Application and Reimbursement

HKTS Education Fund for Scientific Meeting
 
Announcement and Application

• A list of upcoming overseas conferences/scientific meetings will be posted and updated regularly on the Joint Website of the Hong Kong Thoracic Society here.
• Sponsorship applications for the respective conferences will be opened for not less than 5 working days on the website here.
• Applicants should be paid up members of the Hong Kong Thoracic Society.
• Applicants interested in applying for the respective sponsorships should download the application form here.
• Completed application forms should be sent to the conference secretariat Ms. Melissa Leung via email to hkts.melissa@gmail.com.
• Completed application forms should be sent 14 calendar days before the Council meeting and at least 1 month before the date of the respective conferences. Late application will not be accepted.

 
Selection and Nomination

• All applications will be reviewed by the sponsorship and nomination committee of the Hong Kong Thoracic Society.
• Should the number of applicants exceed the available number of sponsorships, the sponsorship and nomination committee will choose the most suitable candidate based on predefined criteria (see "Criteria for selecting candidate for sponsorship").
• The sponsorship and nomination committee reserves the right of final decision in selecting the most eligible candidates for receiving the respective sponsorships.
• Applicants should observe the prevailing sponsorship regulations or rules for receiving outside sponsorship in their own departments, hospitals or HA cluster administration.
• The sponsorship and nomination committee will not be responsible for failure of application due to violation of the sponsorship regulations or rules in their respective departments, hospitals or HA cluster administration.

 
Endorsement of Application

• All applications have to be endorsed at HKTS Council meetings.

 
Confirmation of Sponsorship

• Approval letters will be sent to the applicants’ communication e-mail addresses written on the application forms after endorsement at the Council meeting.

 
Withdrawal of Application

• Withdrawal of application after endorsement in council meeting will be counted and considered in the same way as if the applicant has received the sponsorship, in the opportunities for Education Fund for Scientific Meeting in that calendar year. 

Reimbursement

• Applicants should send their reimbursement documents to the conference secretariat Ms. Melissa Leung via email to hkts.melissa@gmail.com within 2 months after attending the overseas conference. The reimbursement form can be downloaded here.
• All reimbursements must be supported by valid receipts together with certificate of attendance. Letter of self-declaration of attendance is accepted only under circumstances pre-defined by the Nomination and Sponsorship Committee (e.g. certificate of attendance is not issued by the organizer).
• Reimbursements will be paid by cheque.

 
Criteria for selecting candidate for sponsorship

• Applicant is a current and paid up member of HKTS accordingly for at least one year and had paid up his/her membership fee in the past one year.
• Applicant has not received any sponsorship from the HKLF/HKTS/CHEST Delegation Hong Kong & Macau for overseas conference in the same calendar year.
• Applicant has active participation/roles in the sponsored conferences/meeting academic event (including but not limited to being an invited speaker or session chair, oral or poster presentation etc).
• Applicant had/has made significant contributions to the operation, planning and development of HKTS accordingly.
• Applicant had participated actively in annual scientific meeting/clinical meeting/evening symposium and other academic events organized by the HKTS.
• Applicant had engaged actively in the publicity events organized by the HKTS.
• The application had been notified to and supported by the team head or COS of the respective applicant.

The above criteria are by no means exhaustive and are subjected to regular update and amendment at the discretion of the sponsorship and nomination committee.
The sponsorship and nomination committee reserves the final right in selecting candidate for a particular sponsorship.