Academic-related Fee Application

Trial Version, Digital Technologies, 2026.07.01

I. Workflow:

Please start the application process at least 3 WEEKS in advance.

★ Step 1. Send the “Required Information” (one paragraph) together with “Supporting Documents” (in a ZIP or RAR file) to dt@hibiuh.edu.cn

Step 2. First-round check: Professor Assistant will review the information, and discuss with the Program Lead. (Approved or Rejected)

★ Step 3. A PUBLIC PRESENTATION & DEFENCE (online or offline) will be arranged by the Professor Assistant and Program Lead, who will also notify students and faculty members to attend.

Step 4. Second-round check: Professor Assistant share the “Required Information”(one paragraph) in Faculty Committee Chat Group.

Step 5. Final Decision: Approved or Rejected

★ Step 6. Participants are required to submit a Reflection Document to dt@hibiuh.edu.cn after returning to campus (within 2 weeks). The detailed format and requirements will be specified by the supervisor or relevant faculty.

II. Required Information (one paragraph):

1. Your Name & Several keywords of the scientific topic
2. Website link and Full official name of the conference or related academic activity
3. Participation type (Oral Presentation / Poster Presentation / Attendance Only)
4. Conference Place (City)
5. Conference dates (Number of attendance days) (Non-conference) 6. Breif Introduction of this academic activity.
6. Budget (predicted total budget & conference registration fee)

Demo (conference): My name is {Your Name}. Recently I have finished a {Paper or Abstract} related to {Scientific Topic}, and this work is accepted by the {Conference Official Name}. The participation type is {Participation Type}. The conference will be held in {City, Country}, from {Start Date} to {End Date} {XXX days}. The total budget is around {XXXX RMB}, including a conference registration fee of {XXX RMB}.

Demo (non-conference): My name is {Your Name}. Recently I have finished a {Academic Work} related to {Scientific Topic}, and this work now requires covering expenses for {Academic Activity}. Here is the brief introduction to this academic activity: {Brief Introduction}. The total budget is around {XXXX RMB}.

III. Supporting Documents (one ZIP or RAR file):

1. Accepted Paper (PDF) or Academic Work
2. Acceptance Letter (Screenshot or saved as PDF from email)
3. Website link and Screenshot of the conference official website
4. Website link and Screenshot of the fee information on the conference website
5. (Non-conference) All possible supporting materials for the academic activity.

IV. Note:

1. All invoices and payment records must be retained.
2. All other details must comply with the university’s reimbursement standards.
3. For specific information in reimbursement standards, please consult Professor Assistant.
4. If the supervisor accompanies the students to attend, they need to provide two separate paragraphs to describe the background information and budget for the students and the supervisor respectively. The document can be submitted by either the student or the supervisor.

V. Contact:

1. DT Program: dt@hibiuh.edu.cn
2. DT Professor Assistant: Ms TANG Tongyan, tongyan.tang@hibiuh.edu.cn
3. DT Program Lead: Prof ZHANG Feng, feng.zhang@hibiuh.edu.cn

Update: 2026.07.15

Further explanations：

1. Affiliation:

• For academic activities you participate, please state your affiliation in accordance with the format specified below: Digital Technologies, Sino-German Digital and Intelligent Industrial College, Hainan Bielefeld University of Applied Sciences, Xizhao Road No 1, Yangpu, Danzhou, Hainan, 578001, China (电子信息科学与技术，中德数字智能产业学院，海南比勒费尔德应用科学大学，西照路1号，海南儋州洋浦，578001，中国). We strongly encourage collaboration. The annual evaluation of students and faculty is not based solely on “first author and first affiliation”. However, the use of the our operational funds must be more targeted and precise.

• In principle, if our university is to cover the costs, the first author and first affiliation must be our university.

2. Expenses:

• Students should be informed upfront that they MAY need to cover all related costs themselves.

• Regarding academic expenses such as publications and conferences, we cannot guarantee full reimbursement. Support is limited and subject to open presentations, academic-related fee applications, and faculty committee decisions. Reimbursement rates can range from 0% to 100%, depending on available funding and case-by-case reviews.

• In principle, for research papers and conferences where teachers are listed as first authors while students are not, the relevant expenses shall be covered by the teacher’s individual research funds rather than operational funds. Alternatively, dedicated funding may be applied for separately at the presidium meeting following review and approval by the Faculty Committee.

3. Supervisor:

• As a DT faculty member, you can provide academic guidance to students from all majors at BiUH. The corresponding author is theoretically the most important role. They should not be seen as a “passenger” but as a “leader”, and therefore bear primary responsibility for quality, process, and cost.

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