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Apply to Scientific and Technical Meetings

There are two ways of accessing your eligible events:

1) The “Home” tab to the left on the top navigation menu will have a full overview of events you are eligible for based on your nationality and/or country of residence.

  • To apply, simply click on the arrow symbol and follow the instructions provided.
  • To retrieve more information about the event, click on the project and event number hyperlink as well as the document icon.

The second part of the “Home” tab, called “Active Applications”, contains a list of applications you have already submitted and/or drafted. The “Application Status” column shows the current status of each application.

2) The “My Eligible Events” tab found on the top navigation menu provides a search function on the first part of the page. Users can search by event number, type, title, start date, end date, location, country, designation deadline or project number. Fill out at least one of the criteria fields and click on “Search”. The second part of the page is an overview of all the events you are eligible to apply for.

  • To apply, simply click on the arrow symbol and follow the instructions provided.
  • To retrieve more information about the event, click on the project or event number.

By clicking on the “Apply” arrow symbol from the “Home” or “My Eligible Events” tab, you will be taken to the event application form. You are requested to review the information in your profile. Expand the page by clicking on the triangle symbol as shown below.

Review the information in all three sub-pages of your profile, including personal, education and employment, and collapse the profile by newly clicking on the traingle symbol. To edit your profile, save the draft application and navigate back to the “Profile” tab.

You will notice that a number of new sub-tabs have appeared next to the “Application Form”. The “History” sub-tab gives you an overview of the status of your application, including action taken. The column describing the actions changes as the application moves further along in the process for approval.

The “Documents” sub-tab provides an overview of your profile and application documents.

The “Previous Involvements” sub-tab lists events you have previously attended. Provided you participated in events prior to May 2017, a link listing the attended events will be available.

Navigate back to the “Application Form” sub-tab to answer the mandatory event questions. These questions differ based on the event type you are applying for, e.g. technical meeting, training activity, national training activity, safeguards training or safeguards traineeship.

  • “Save” the information provided to continue working on the application at a later point, or;
  • “Save & Continue” to continue with application submission, or;
  • “Cancel” to cancel the application process.

When you click on “Save & Continue”, the system will check whether you need to provide the IAEA with an occupational exposure history form. You are required to upload the occupational exposure history form if the event you are applying for involves occupational exposure to radiation.

You will be able to download the form from the system if needed. The signed document can then be uploaded at the bottom of the application form. A pop-up window will appear after clicking on “Add Document” as shown below. Choose the corresponding document type and confirm the upload.

After providing the mentioned document, click on “Save & Continue” to proceed with the application submission:

The “Submit Request” button is enabled upon certifying that the profile and application information is true and complete. On submission, the application is sent by email to the primary Registration Focal Point (RFP) of the selected Designation Authority with a copy (CC) to the alternate RFP.

After successful application submission, a confirmation message will appear and you will be navigated to “My Applications”, where you can see the updated application status “submitted for country approval”:

From the “Home” tab, users may access the “Actions” menu on the left-hand side, which consists of four items, namely Pending, Completed, Notifications and Archive. The “Actions” menu enables you to respond to requests and receive information related to your role as a participant or country approver.

Pending: Actions you need to take, e.g., responding to a request from the country approver to provide more information.

Completed: Actions you have taken, e.g., submitted an application (as shown below).

Notifications: Items where no action is required from you, but you have been informed about their outcome, e.g., your application has been country approved.

Archive: Items you have archived to clean up your other folders. To archive, click the row to select (or multiple rows by holding down the shift key) and click on the “Archive” symbol on the top left of the table.