Vice Deanship for Scholarship and Training Affairs

Q1/ What is the purpose of applying for the Scholarship Nomination?

 A/ This process involves giving the scholarship nominee a financial guarantee and sending their nomination request to the Ministry of Education to get official approval for the scholarship.

 

Q2/ When can I apply for the internal or external Scholarship Nomination?

 A/ You can apply after you have been appointed at the university as a Teaching Assistant or a Lecturer. You must submit your request through the Scholar system. Please note that faculty members must complete their graduate studies within one to two years of their appointment date (as stated in your contract). There are also age limits: applicants must be no older than 30 for a Teaching Assistant and 35 for a Lecturer. The University Council, however, has the authority to approve exceptions to these age limits.

 

Q3/ Do I need to have an acceptance letter to apply for the external Scholarship Nomination? 

A/ No, an acceptance letter is not required for the nomination application.

 

Q4/ How can I get the financial guarantee? 

A/ You can get both the general and special financial guarantee letter through the Scholar system. (An informational video about the system is available on the university's website.)

 

Q5/ What services can I use the financial guarantee for ? 

A/ The financial guarantee helps in easily securing admission from international universities and can be presented to the embassy of the scholarship country to obtain a travel visa.

Q6/ What universities are the scholarship recipients are admitted to?

A/ All universities recognized by the Ministry of Education in the fields and specializations specified on the website, provided they are among the top 200 universities according to one of the following rankings (QS - Times Higher Education - Shanghai - U.S. News) or the top 200 universities in the field of specialization.

 Q7/ When will my scholarship decision be issued?

A/ The scholarship decision is issued one month before the start date of your studies. This requires official approval from the Ministry of Education and confirmation of your readiness to travel by uploading your travel visa to the Scholar System

Q8/ How can I open a file in the Safeer2 system? 

A/ After you have received your scholarship decision, please contact the Director of the Deputy Vice-Rector for Scholarship Affairs' office to complete the procedures for opening your file.

 

Q9/ After opening a file in Safeer2 what steps must I take? 

A/ You must create a personal account in Safeer2 and upload your entry stamp using the "Start Study" icon. This is necessary so that funding can begin from the date you entered the scholarship country. After this, you will be able to get the financial guarantee and ask the Cultural Mission about any matters.

 

Q10/ What is the designated duration for studying a Master's or PhD degree?

 A: The scholarship duration is determined based on the length of the program as stated in the admission letter, provided that it does not exceed three years for a Master's degree and five years for a PhD degree.

 

Q11: Can I be granted a scholarship to study the language only, and then search for admission to a degree program upon arrival in the host country?

A: This is not permitted; it is a requirement for the scholarship to obtain an academic degree (master's, doctorate, or fellowship).

 

Q12: I received a conditional acceptance based on a specific score in the IELTS language test. If I do not achieve the required score, should I apply for the scholarship or wait until I meet the language requirement?

A: You should wait until you meet the language requirement and obtain an unconditional acceptance.

 

Q13: What are the requirements for extending a scholarship (abroad)?

A: When submitting the request through the Saffir system, you must attach the following:

1.         A report from the academic supervisor at the host university indicating the percentage of completion and the percentage remaining to fulfill the requirements for obtaining the degree, along with the submission date of the thesis and the expected date for defense and degree award.

2.         A report from the academic advisor at Imam Abdulrahman bin Faisal University explaining the reasons for the extension request.

3.         The initial acceptance letter detailing the duration of the program.

 

Q14: When can a request for scholarship extension be submitted if needed?

A: The extension request should be submitted at least four months before the current scholarship end date.

Q15: What are the procedures for upgrading a scholarship?

A: After submitting the request through the Saffir system, the applicant for a scholarship upgrade must do so at least three months before the end of the current scholarship. The application must include the acceptance letter obtained and a statement from the current university indicating the expected completion date of the degree or the degree certificate if it has been obtained. It is required that there be no gap between the end date of the current scholarship and the start date of the upgrade (if there is a gap, it must not exceed three months to avoid the suspension of funding). Note that the gap period will be included in the upgrade duration.

 

Q16: I am currently a scholarship recipient abroad and wish to undertake a scientific trip to the Kingdom of Saudi Arabia. What are the required procedures?

A: First, obtain approval from the academic supervisor at the host university with a letter explaining the relationship of the scientific trip to your studies. Then, contact the hosting entity for the scientific trip to obtain approval, either directly or through the relevant department and college. After that, submit the request through the Saffir system for review by the relevant committees, as well as obtain approval from the Research Ethics Committee.

 

Q17: My scientific trip has concluded. What should I do?

A: Prepare a report on the scientific trip by the internal supervisor, specifying the actual start and end dates of the trip. This report should then be submitted by the department to which the scholarship recipient belongs to the Graduate Studies Deanship to inform the scholarship office.

 

Q18: Is it possible to defer the scholarship?

A: The scholarship recipient does not have the right to defer the scholarship, as stated in the scholarship and training regulations for university staff.

 

Q19: What is required of me after the scholarship ends?

1. Upon completing the internal scholarship period and obtaining the degree within the scholarship duration: You must commence work and submit an electronic request for resumption of work through the e-services (a tutorial video on the steps is available).
2. Upon completing the internal scholarship period without obtaining the degree: You should submit a request on the Muta'ath system for termination of the scholarship without obtaining the degree, along with justifications for the request, so it can be reviewed by the relevant committees. After that, you may proceed with submitting a request to resume work.
3. Upon completing the external scholarship period and obtaining the degree within the scholarship duration: You must resume work within no more than 30 days from the date of obtaining the degree.
4. Upon completing the external scholarship period without obtaining the degree: You should submit a request for termination of the scholarship without obtaining the degree on the Saffir2 system for review by the relevant committees, and then proceed to submit a request to resume work.

 

Q20: I received a scholarship decision, left my country, arrived at the scholarship location, opened a file, and studied for three months, then decided to terminate the scholarship for certain reasons. What must I do?

A: You should submit a request for termination of the scholarship without obtaining the degree in the Saffir system, along with justifications for the request to be reviewed by the relevant committees, and comply with the provisions of Article 29 of the scholarship and training regulations.

 

Q21: If I want to transfer from one country to another, what is the correct procedure to follow to avoid issues with funding suspension and other problems?

A: You must submit the request for transfer well in advance of the end of your scholarship (at least four months) to avoid funding suspension, along with all justifications and supporting documents. If the procedures are completed and the decision is issued, you must travel directly to the new scholarship location the following day, submit your resumption request on the Saffir system, and request to open a file at the new scholarship location. You should also comply with the provisions of Article 12 of the scholarship and training regulations for university staff.

 

Q22: If I encounter a problem in the host country, who should I turn to?

A: You should contact the scholarship office as soon as possible and inform the scholarship entity, represented by your academic advisor and the relevant department, to provide the necessary advice and support.

 

Q23: Where should I submit my resumption of work after the scholarship?

A: You can do this by accessing the e-services, then selecting Administrative Services, followed by Resumption of Work, and then choosing Resumption after Scholarship.

 

Q24: I am a scholarship recipient pursuing a doctorate and have received a research grant. Can I apply for it and start after completing my doctorate, or do I need to resume work immediately after my doctorate?

A: You are required to resume work after obtaining your doctorate and request appointment as an Assistant Professor. Only then can you apply for the research grant through the Scientific Council.

 

Q25: I applied for admission at an overseas university and paid the application fee. Will I be reimbursed for the fee after arriving in the host country if I am accepted?

A: You must submit a request for financial reimbursement through the cultural attaché upon arriving in the host country.

 

Q26: When should I apply for a travel visa?

A: It is not advisable to obtain the visa until after receiving approval from the university council for the scholarship request, the ministry's approval (security clearance), and financial commitment approval to avoid any financial losses.

 

Q27: What are the regulations for studying courses online in an external scholarship?

A:

1. Prior approval from the cultural attaché is required.

2. The course to be studied must be one that can only be taken online.

3. The number of credit hours studied online must not exceed six credit hours per semester (or equivalent) for graduate studies. This includes any transferred hours studied online at a university other than the one the student is attending, provided that these hours are not for courses requiring practical or hands-on attendance in all disciplines.

4. Proof of full-time enrollment and residence in the host country during online study is required.

5. Online courses must be taken at the same university where the student is enrolled.

6. Online study is limited to one course per semester.

 

Q28: I have received acceptance and was asked to pay a certain fee to reserve a spot at the university while I am still completing the scholarship procedures. Will I be reimbursed for this amount?

A: Reimbursement will not occur unless the scholarship decision has been issued. If approval is granted and you arrive at the scholarship location, reimbursement will be provided by the cultural attaché.

 

Q29: If I am appointed at the university or university hospital while I am a graduate student or a scholarship recipient under the Custodian of the Two Holy Mosques Scholarship Program, what should I do?

A: You must submit a scholarship request from the date of your appointment in the Muta'ath system. If approved and the procedures are completed, and the scholarship decision is issued, you can continue your scholarship if it is an internal one. However, for external scholarships, you must terminate your scholarship under the Custodian of the Two Holy Mosques Program and join the scholarship as an employee sponsored by the university.