Guidelines and Procedures for Applying to TC1 Funds for Events

TC1 has its annual operating fund managed at the IFIP Headquater 
In Laxenburg, Austria. The annual TC1 operating fund is 3000 Euro.
The TC1 fund will be used for supporting TC1 events organized by
Working Groups and for supporting activities related to the TCS 
conference organized by TC1, and for supporting some TC1 events 
proposed by TC1 members and WGs.  Since the amount of the TC1
operating fund is limited (3000 Euro for each year) the support 
will be only partial support for each application approved. Those 
who are interested in applying support of the TC1 fund should 
follow the steps and procedures described below.

The following are the steps and procedures to apply and obtain
(partial) support of the TC1 fund for an event.

  (1) [Proposal for applying support of the TC1 fund]
     Each event organizer can submit his proposal to get support of 
   the TC1 fund. The proposal must be submitted to the TC1 chair.

 The proposal should contain the following:
    * Title of the proposal
    * Name of the proposer
The proposer should be one of a WG chair, a chair of a TCS conference 
and a TC1 member.  
    * Name of the event and its organizer
    * Dates and the place of the event
    * Aims and scope of the event
    * Reasons for applying (partial) support of TC1 fund
    * Amount for applying for support of the TC1 fund and Total expenses of 
      the event
    * Date that the decision of approval for the proposal is needed.

[N.B.] The proposer should contact to the TC1 chair in advance before
       submitting his proposal to check if there is any space in getting 
       support.  
       The proposal should be seconded by the corresponding WG and/or 
       other TC1 members.  

       The proposal must explain in details for what and how the support 
       from the TC1 fund will be used, if it is approved at the TC1 and 
       IFIP office.

 (2) [Submission and approval of the proposal]
    * The proposal must be submitted to the TC1 chair, cc-ing it to the TC1 secretary.
    * The proposal will be reviewed by the TC1 chair and a couple of TC1 members.

       During reviewing processes the TC1 chair may contact to the proposer to 
       get more information. Note that if the proposed event is to be supported 
       by any other fund(s) the proposer must explain it in his proposal.

* If the proposal is approved by the TC1 chair and some reviewers the TC1 chair 
 will notify approval of its proposal to TC1 members to get their approval.

* After getting the TC1 approval for the proposal the TC1 chair will send it 
  to the IFIP Headquater to get their approval of the proposal.

* After getting approvals from TC1 and the IFIP Headquater the TC1 chair will
  notify to the proposer about decision made on his proposal.

 (3) [How to get actual support from the TC1 fund]

   * The TC1 fund is under the control and management of the IFIP Headquater and not
     at the hand of the TC1 chair and the TC1 secretary.

* Payment for the approved proposal will be usually done by reimbursement. In order
  to take an actual reimbursement procedure the proposer must have the following
  documents:
        - copy of the proposal,
        - copy of notification of acceptance for the proposal,
        - copy of all payments issued by their corresponding authorities 
  (like receipts of payments issued by travel agents, receipts of payments
  for hotel bills, receipts of payments for airfares (copy of flight coupons
  will be required in case of (partial) support of airfares), etc.), and
- copy of some other documents related to TC1 support; for example, if TC1
  support is used for supporting an invited speaker a copy of its invitation
  letter that explains what&how he will be supported and what&how the TC1
  fund will be used for.

      To get endorsement from the IFIP Headquater and the TC1 chair the proposer is
      requested to send copies of the above documents to the IFIP Headquater and the
      TC1 chair, keeping their copies by himself.

   The proposer must take some procedures to get money from the IFIP Headquater,
   following their instructions, and he must inform the TC1 chair the amount
   received from the IFIP Headquater.

 (4) [Report on the event]

    The proposer should send his final report (including technical issues and
    financial issues) of the event to the TC1 chair and the TC1 secretary.

    After reviewing the report the TC1 chair will contact the proposer; in some cases
    the report may be requested rewriting.

    The final report will be sent to all TC1 members from the TC1 Chair.

  [N.B.]  
     Note that this "Guidelines and Procedures" has been drafted in July, 2003
    in preparation to any application for TC1 funds from Working Groups.
    When we get actual applications we may need to revise this Guidelines and
    Procedures to contain more explanations and items required in application.
    Also, we appreciate your comments, if there is any missing item.