✈️ IEEE CIS Summer School 2026

Travel Grant Terms & Conditions

Applicable to Selected Participants Traveling from Outside Pune

Financial assistance, 6-day accommodation, and meal support provided by IEEE Student Branch, Pimpri Chinchwad College of Engineering (PCCOE), Pune for selected outstation participants.

Apply via Registration FormExplore Terms & Conditions

Key Provisions at a Glance

Financial and residential benefits provided to selected participants traveling from outside Pune.

Up to ₹7,000

Travel Reimbursement

Round-trip travel reimbursement (Home City ↔ Pune ↔ Home City) against valid original proofs of expenditure.

6 Days Stay

Accommodation

Designated accommodation facility arranged by the organizing committee for the duration of the school.

4 Meals / Day

Food & Dining

Four nutritious meals per day provided throughout the designated 6-day residential period.

100% Mandatory

Attendance Policy

Full attendance in all sessions, lectures, and hands-on clinics is strictly required for reimbursement.

Summary Table of Benefits & Requirements

Official summary breakdown for quick reference.

Benefit / RequirementOfficial Provision
Accommodation6 days at designated accommodation facility
Food & Meals4 meals per day during the designated 6-day period
Travel CoverageHome city → Pune → Home city (Round trip)
Maximum Travel Reimbursement₹7,000 (Rupees Seven Thousand only) per participant
Proof RequiredOriginal hard-copy travel tickets / boarding passes / receipts
Attendance Requirement100% mandatory attendance across all days and sessions
Application MethodThrough official IEEE Summer School registration form
Selection ConfirmationOfficial confirmation sent to registered email address
Final AuthorityIEEE Summer School Management Team, PCCOE Pune
Official Regulations

Comprehensive Terms & Conditions

Organized by IEEE Student Branch, Pimpri Chinchwad College of Engineering (PCCOE), Pune.

01

1. Purpose of the Travel Grant

  • The Travel Grant is intended to provide financial assistance to selected participants traveling from their home city to Pune, Maharashtra, to attend the IEEE Summer School organized at Pimpri Chinchwad College of Engineering (PCCOE).
  • The grant is subject to the eligibility criteria, documentation requirements, attendance requirements, reimbursement limits, and other terms specified in this document.
02

2. Registration and Selection Process

  • Interested participants must register for the IEEE Summer School through the official registration/application link provided by the organizing team.
  • Submission of the registration form does not guarantee selection for the Travel Grant.
  • Applications will be reviewed and evaluated by the Summer School Management/Organizing Team.
  • Participants selected for the Travel Grant will receive official confirmation through the email address provided during registration.
  • Only participants who receive official confirmation of selection will be eligible for the Travel Grant benefits.
  • The decision regarding selection and allocation of Travel Grants shall be made by the Summer School Management Team.
03

3. Travel Reimbursement

  • Eligible selected participants may receive reimbursement for travel expenses incurred for the journey from their home city to Pune and from Pune back to their home city.
  • The maximum travel reimbursement shall be ₹7,000 (Rupees Seven Thousand only) per participant for the complete round trip.
  • Reimbursement shall be provided only against valid proof of travel expenditure.
  • Participants must retain and submit the original hard copies of travel tickets/receipts as proof of expenditure.
  • The organizing team reserves the right to verify the authenticity and validity of submitted travel documents.
  • If the actual eligible travel expenditure is lower than the maximum grant amount, reimbursement shall be limited to the actual eligible expenditure.
  • Expenses without valid supporting documentation may not be considered for reimbursement.
  • The organizing team reserves the right to determine whether a submitted travel expense qualifies for reimbursement under the Travel Grant.
04

4. Accommodation

  • Selected Travel Grant recipients will be provided accommodation for a period of six (6) days during the IEEE Summer School.
  • Accommodation will be arranged by the organizing team at the designated accommodation facility.
  • Accommodation will be provided only for the dates specified by the organizing team.
  • Participants are expected to comply with all rules, regulations, and policies applicable to the accommodation facility.
  • Any personal expenses, damages, additional services, or expenses arising from individual requirements shall be borne by the participant unless explicitly stated otherwise by the organizing team.
05

5. Food and Meals

  • Selected Travel Grant recipients will be provided four (4) meals per day during the designated six-day accommodation period.
  • The meals provided shall be as per the arrangements and schedule determined by the organizing team.
  • Additional food, beverages, or personal dietary requirements beyond the facilities arranged by the organizing team shall be the responsibility of the participant, unless otherwise communicated.
06

6. Attendance Requirement

  • Participants receiving the Travel Grant are required to attend the complete IEEE Summer School programme.
  • 100% attendance is mandatory for participants receiving travel reimbursement and associated Travel Grant benefits.
  • Participants are expected to attend the lectures, sessions, and other compulsory activities scheduled for all days of the Summer School.
  • Failure to maintain the required attendance may result in the participant becoming ineligible for travel reimbursement and/or other Travel Grant benefits.
  • The Management/Organizing Team shall have the authority to determine attendance based on the official attendance records maintained during the programme.
07

7. Submission of Travel Documents

  • Participants seeking travel reimbursement must submit the required travel documents within the deadline communicated by the organizing team.
  • Participants must preserve the original hard copies of all applicable travel tickets and receipts until the reimbursement process has been completed.
  • Documents submitted must clearly establish the participant's journey between their home city and Pune.
  • Incomplete, illegible, altered, or unverifiable documents may be rejected.
  • The organizing team may request additional documentation or clarification where necessary for verification.
08

8. Travel Insurance and Personal Responsibility

  • Travel Grant recipients are independently responsible for securing appropriate travel, medical, and accident insurance for the entire duration of their journey and stay, where they consider such insurance necessary.
  • Participants are responsible for making their own arrangements and decisions concerning personal safety, health, travel, and belongings.
  • The provision of a Travel Grant, accommodation, or meals shall not be construed as the organizers assuming responsibility for risks associated with the participant's travel or personal activities.
09

9. Limitation of Liability

  • To the extent permitted by applicable law, the IEEE Summer School Management/Organizing Team and PCCOE shall not be held responsible for circumstances beyond their reasonable control relating to the participant's travel.
  • The organizers shall not be responsible for travel delays or disruptions; transportation cancellations; missed connections or schedule changes; loss, theft, or damage of baggage or personal belongings; personal injury or accident occurring during travel or personal activities; illness or medical expenses incurred by the participant; or any other loss, expense, or inconvenience arising from circumstances outside the reasonable control of the organizers.
  • Participants are responsible for taking reasonable precautions and making appropriate arrangements for their own travel, health, safety, and personal belongings.
10

10. Changes, Cancellation, or Withdrawal

  • The organizing team reserves the right to modify the Travel Grant arrangements, accommodation arrangements, meal arrangements, programme schedule, or related provisions where circumstances require.
  • Any significant changes will be communicated to selected participants through the registered email address or other official communication channels.
  • If a selected participant is unable to attend the Summer School, they must promptly inform the organizing team.
  • A participant who does not attend the programme or fails to satisfy the applicable eligibility and attendance requirements may not be entitled to reimbursement.
11

11. Verification and Misrepresentation

  • All information provided by applicants must be accurate and complete.
  • Submission of false, misleading, altered, or fraudulent documents may result in immediate disqualification from the Travel Grant.
  • Any reimbursement found to have been obtained through misrepresentation or fraudulent documentation may be subject to recovery by the organizing authority.
  • The organizing team reserves the right to verify any information or documentation submitted by an applicant or recipient.
12

12. Management Team's Authority

  • The Travel Grant is subject to the availability of funds and the conditions established by the IEEE Summer School Management/Organizing Team.
  • The Management Team reserves the right to interpret, administer, modify, or enforce these Terms & Conditions as necessary.
  • The decision of the IEEE Summer School Management/Organizing Team regarding selection, eligibility, attendance, reimbursement, documentation, and allocation of Travel Grant benefits shall be final and binding.
  • No correspondence or appeal shall be entertained in matters where the Management Team has exercised its discretion under these Terms & Conditions.
13

13. Acceptance of Terms

  • By applying for or accepting the IEEE Summer School Travel Grant, the participant acknowledges that they have read, understood, and agreed to comply with all the Terms & Conditions stated in this document.
  • The participant further acknowledges that eligibility for the Travel Grant does not constitute an unconditional entitlement to reimbursement and that reimbursement is subject to compliance with the requirements specified herein.
Important Administrative Note

IEEE Summer School – PCCOE, Pimpri Chinchwad College of Engineering, Pune. These Terms & Conditions may be amended by the Management/Organizing Team where necessary.

Ready to Apply for the Travel Grant?

Complete your IEEE CIS Summer School application form and select the Travel Grant support option in Step 8 (Logistics).

Go to Application Form