Information ISTAD FAQ

International events have to be processed in accordance with the procedure outlined in the Ministry of Finance (Deptt. of Expenditure)’s OM No. F.No. 7(1)/E.Coord/2010 dated 31.5.2010 (revised vide OM No. 19(36)/E.Coord/2018 dated 30.05.2018). In-principle approval of the Minister-in-charge should be taken 4-6 months in advance.

Proposal may be submitted by the CSIR institutes along with the following details for processing the necessary GOI clearances and the approval of the Competent Authority:

1. Statement of total expected expenditure of the event with Breakup, duly vetted by the local Finance of CSIR Lab/Institute (e.g. Expenditure on Travel, Local Transport, Accommodation, Food & Catering, Venue booking, Printing & Publication, Registration kit/bag etc.). Please note this should conform to the rates prescribed under CSIR/GoI financial/expenditure management norms/guidelines circulated by CSIR time to time.
2. Statement of expenditure (with breakup) involved on Government part, if any (i.e. funds from CSIR/GOI Department etc.) duly vetted by the local Finance along with the copies of firm support letters from the Govt funding departments/organizations indicating quantum of funds approved.
3. Statement of funds received/proposed to be received from External sources (Non GOI sources like Registration fee/industry sponsorship etc ), duly vetted by the local Finance along with copies of firm support letters from funding/sponsoring agencies indicating quantum of funds approved.
4. Confirmation about the funds of the event being operated from the existing bank a/c of the Institute. If separate account has been opened, provide details thereof along with the permission of FA, CSIR (The necessary instructions issued by CSIR vide OM No.30-2(37)12011-IFD dated 11.11.2014 regarding opening of bank account and its operation may be referred)
5. Details of the role, responsibilities and other support to be provided by external agency (ies) (both national and foreign), if involved, in organizing the event. Please provide copy of firm support letter from them.
6. Copies of RC approval.
7. Details of the person/agency who will issue the invitation letters to the participants.
8. Details of the expenditure on Travel/Accommodation of the foreign participants, if involved, along with the list of the foreign participants who will be provided travel/accommodation by CSIR Lab/Institute.
9. As prescribed in the Ministry of Finance OM No. 19(36)/E.Coord/2018 dated 30.05.2018, Commitment for bearing travel/ accommodation cost on participants from foreign countries should be kept to the barest minimum. Ministries/Departments shall exercise utmost economy and austerity in this regard.
10. If no such expenditure is involved, kindly provide a statement, duly vetted by the local Finance, indicating that “the event does not involve expenditure on travel/accommodation of foreign delegates from GoI/CSIR/Laboratory sources”
11. Hosting of conferences in 5 - Star hotels is not permitted owing to austerity measures as per the directives issued by the Ministry of Finance, Govt. of India.
12. Full and final list of the expected foreign participants as per the enclosed proforma (i.e. passport details, contact details, birth place, nationality etc.). Please note that the MEA and MHA always insist on full and final list. Partial/incomplete lists are not considered and the clearance process takes minimum 6-8 weeks.
13. Details of the foreign participants from Prior Reference Category (PRC) countries (i.e. Afghanistan, Iraq, Pakistan, Sudan, foreigners of Pakistani origin and Stateless persons), are to be provided separately. Please submit Full details of such participants, if any, SEPARATELY in the attached proforma (MS Excel Sheet) as they require specific clearances of MEA and MHA.

The Minister concerned is the authority to approve proposals in case the expected expenditure is less than 40 lakhs. In case the expenditure exceeds Rs.40.0 lakh (Government Funds) the proposals require approval of the Department of Expenditure and such proposals need to be submitted to Ministry of Finance at least one month before the date the event and before the invitations are issued.

(a)CSIR institute is not the principal organizer(b) the total funds are not operated from the bank account of the CSIR institute.

No. ISTAD can move the proposal for necessary clearances only if (a) CSIR Institute is the principal organizer and (b) total funds are operated from the existing bank account of the institute.

All research projects, involving foreign collaboration in any form, require security / sensitivity clearance before their implementation

The Secretary of the administrative ministry of the concerned agency is the competent authority. In case of CSIR, the Secretary DSIR accords security sensitivity clearance to the research projects involving foreign partners/collaborators

Following information / documents are required:

1. Copy of the proposal submitted to the funding agency
2. Filled in Proforma for the Check List and Project Summary
3. Certificate of the Director of the concerned CSIR Institute
4. Recommendation / in principle approval of the sponsoring agency
5. Call for proposals against which the proposal was submitted
6. Actual Tangible results expected from the project and likely contributions with defined technological outputs
7. Measures in place to manage the IPR related issues
8. Copy of clearances from the applicable authority for sharing of sensitive data / information, material etc.

All visits of foreign nationals to CSIR/Labs require prior clearances of the concerned GoI Ministries/Departments (MEA/MHA as applicable).

Visits of foreign nationals to CSIR Labs/Institutes for (a) various activities under Bilateral/Multilateral/inter-institutional cooperation arrangements of CSIR/Labs/GOI and (b) for participation in International Conferences organized by CSIR/Labs, will be approved by DG, CSIR. The visit proposals duly approved by the Director of the inviting CSIR Lab/Institute and forwarded by ISTAG of the lab/institute should be sent to CSIR-ISTAD at least 1-2 months in advance

Visits of foreign nationals to CSIR Labs/Institutes not falling under any bilateral/multi-lateral/inter-institutional programmes of CSIR/Labs/GoI and for International Conference participation, may be approved by the Director of the concerned CSIR Lab/Institute. Such visits may be of short duration (up to 15 days) for the purpose of exploring/discussing collaborations, delivering lectures/talks as experts, participating in Research Cruises (up to 2 from one country only) and for longer duration for the purpose of research study/training/ fellowship/internships etc. under sponsorship of an outside agency or in their individual capacity. Nevertheless, it is mandatory to obtain prior clearances of the GoI Ministries/Departments (MEA/MHA as applicable). Such visit proposals of may be sent to CSIR-ISTAD for seeking GoI clearances.