Create and activate an applicant account
Account registration is reviewed before activation.
- Register with your name, university, official email address and a password of at least 10 characters.
- An administrator reviews the registration. After approval, an activation link is emailed to the registered email address.
- Open the activation link, then sign in as an applicant. Keep access to this mailbox while the application is being processed.
Complete the application step by step
Move through the form using Next and Back; sections are saved as you progress.
- Conference details: enter the conference title, theme, organizing institution, venue, mode, type, expected local and foreign papers, proposed dates, and subthemes/sessions. Faculty and department are optional.
- Contacts and submissions: provide the responsible officer’s details, paper review counts, and select every relevant area of focus.
- Academic alignment: explain the academic value, national-priority alignment, SDG/global alignment, outreach, and at least one Public Investment Programme priority. Up to five PIP priorities may be entered.
- Programme and people: add the tentative agenda, keynote speakers, organizing committee, and young researcher activities. Attach confirmation proof of keynote speaker participation to the relevant speaker entry.
- Previous event: enter continuity and publication information, previous paper counts and citations, collaboration evidence, innovation outcomes, and prior UGC grants where applicable.
- Budget and support: enter funding sources, registration fees and expected income, budget expenditure, and any other support. The UGC request must not exceed LKR 500,000.
- Declarations and review: complete the confirmations, Open Access details, and applicant, institutional-head and Vice Chancellor recommendations.
Save a draft or return to it later
Incomplete drafts can be saved without passing submission checks.
- Use Save and return to applications to leave the form and continue later.
- Uploaded documents are stored with the draft. When you reopen it, use the displayed file link to confirm the document is attached.
- Each uploaded file can be up to 10 MB. For larger files, upload them to an approved cloud drive and provide a shareable link in the Budget & support step.
Prepare the required information and documents
Required fields are marked in the form. These checks are applied when you submit.
Valid proposed date range; agenda item with a session title; keynote speaker; organizing committee member; PIP priority; funding source; registration fee and expected income; budget expenditure; conference report; and conference publication.
- Complete expected local papers and expected foreign papers, national-priority alignment, and SDG/global-priority alignment.
- Enter the responsible officer’s name, designation, official postal address, email, and at least one telephone or mobile number.
- Provide the required paper review counts and all five applicant declaration confirmations, including an Open Access URL.
- Attach a conference report as evidence of continuity and a conference publication for the previous-event publication section.
- Upload the signed and stamped declaration letter, the institution/faculty head’s signature and stamp, and the Vice Chancellor’s signature and stamp.
- Complete the head and university recommendations and dates. Attach other evidence in the relevant section, such as keynote confirmation or a collaboration report/agreement.
- Accepted upload formats are PDF, common image, Word, Excel and text files. Check the form’s upload note for the file-size limit.
Review and submit
Submission is final until the administrator requests clarification.
- Before submitting, review every step and make sure the correct documents are attached. Open the saved-file links to verify each upload.
- Resolve any validation messages shown by the portal. Required checks do not prevent draft saving, but they must pass before submission.
- After submission, you can open the submitted application and download its PDF from the portal.
- Status updates and clarification notes are emailed to the applicant account's email address and responsible officer's email address.
Quick pre-submission checklist
Do one final check before selecting Submit application.
- At least one valid proposed date is entered.
- Agenda, keynote and committee entries are present.
- National, SDG and PIP alignments are completed.
- Continuity report and conference publication are attached.
- Funding, registration income and expenditure schedules are filled.
- All declaration and recommendation details are complete.
- Required signatures and stamps are uploaded.
- Uploaded documents are the intended, readable files.
Read the UGC International Conference Supporting Grant Scheme Guidelines (PDF) alongside this application guide.