Friedrich-Alexander-Universität Erlangen-Nürnberg

Instructions for members

SAOT affiliation in publications RELATED to conferences (abstracts, proceedings, book chapters or journal papers)

SAOT must be affiliated, if SAOT is expected to reimburse the travel expenses, or if one author receives complete or partial funding by SAOT:

  • Scholarship
  • Salary or
  • Equipment

Of course, others should feel encouraged to mention SAOT in the affiliations, too.

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SAOT affiliation in publications NOT-RELATED to conferences (abstracts, proceedings, book chapters or journal papers)

SAOT must be affiliated, if one author receives complete or partial funding by SAOT:

  • Scholarship
  • Salary or
  • Equipment

Of course, others should feel encouraged to mention SAOT in the affiliations, too.

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SAOT affiliation example

Matthias Mustermanna,b
aLehrstuhl für Technische Thermodynamik, Friedrich-Alexander Universität Erlangen-Nürnberg
bErlangen Graduate School in Advanced Optical Technologies (SAOT), Friedrich-Alexander Universität Erlangen-Nürnberg

or

Matthias Mustermann
Lehrstuhl für Technische Thermodynamik and Erlangen Graduate School in Advanced Optical Technologies (SAOT), Friedrich-Alexander Universität Erlangen-Nürnberg

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SAOT acknowledgements

SAOT must be mentioned in the Acknowledgements always, if one author is SAOT member. This should be written as follows:

The authors gratefully acknowledge funding of the Erlangen Graduate School in Advanced Optical Technologies (SAOT) by the German Research Foundation (DFG) in the framework of the German excellence initiative.

Please do not forget to add the acknowledgements, even if SAOT was already affiliated. Please do not forget to add the acknowledgements, even if you submit an one page abstract only.

If part of your project has been supported by the DFG, too, you can use this acknowledgment:

The authors gratefully acknowledge funding of parts of this work and of the Erlangen Graduate School in Advanced Optical Technologies (SAOT) by the German Research Foundation (DFG) in the framework of the German excellence initiative.

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How to inform SAOT about publications NOT-RELATED to conferences (journal papers, books, book chapter)

Please inform the director of administration (Dr. Andreas Bräuer) via email about the publication NOT-RELATED to conferences, as soon as it has been published and can be cited completely (not when it was submitted, accepted or online published).
Please use the respective forms (Journal form.xls, Journal form.pdf / book_book chapter form.xls, book_book chapter form.pdf).
Please attach the publication as it has been published to this email and if possible, add a link, where the paper can be downloaded.

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How to inform SAOT about publications RELATED to conferences (journal papers, books, book chapter)

Please inform the SAOT secretary (saot@aot.uni-erlangen.de) about the publication of a conference publication, as soon, as it has been published (not when it was submitted, accepted or online published). Please fill the conference_form.xls/ conference_form.pdf and attach the conference publication, as it has been published in the conference proceedings or conference book. If the conference publication is published in a journal, which is ranked within the science citation index, please also treat this publication as a journal publication NOT-RELATED to conferences and submit it as described above.

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Reimbursement of travel expenses to international conferences

Considering travel expenses to international conferences, which should be reimbursed by the SAOT some rules have to be obeyed.

   1. Once a year (usually at the end of one year) you are asked to inform SAOT about your travel plans to international conferences for the following year. Please discuss your travel plans to international conferences with your supervisor and your mentors. Then fill the respective Travel plans form.xls/Travel plans form.pdf. Please send one copy per email to saot@aot.uni-erlangen.de and one copy (which is signed by your Principal Investigator) via post-mail to SAOT.
If you missed to inform SAOT about your travel plans at the beginning of the year, you also can ask for travel costs reimbursement during the year. In this case, the probability of acceptance is less.
   2. If SAOT agrees with your travel plans, you will receive a letter about the confirmation of travel expenses reimbursement.
   3. Latest two weeks before your accepted business travel, you have to submit a "Dienstreiseantrag" to SAOT. Be careful, there is one document for doctoral candidates, who have a contract with the university and one different document for scholarship holders. What else do we need:
         a. Dienstreiseantrag
         b. The contribution which you submitted to the conference. This can be the submitted abstract and/or the submitted paper. Again, travel expenses will only be reimbursed, if you are affiliated with SAOT and if you mentioned SAOT in the acknowledgements.
The Dienstreiseantrag (original version) will be signed and then will be sent back to you. Together with the Dienstreiseantrag we will send some advertisements to you, which should be distributed by you during the conference. If we forgot to send you advertisement, please contact us before you start your business travel.
   4. After the conference (latest 5 months after the travel), please submit your "Reisekostenabrechnung" to SAOT. If the submission is late (after 5 month after your travel), you will have to pay back the "Abschlag" (if you received one), and will not get the travel reimbursed (This is not SAOT idea, but university regulations). To make things complete we need:
         a. Reisekostenabrechnung
         b. Dienstreiseantrag (original version)
         c. The conference publication and the filled conference form, as it is described above “How to inform SAOT about a publication RELATED to conferences”
         d. Your bank account
   5. It takes at least two weeks, until you receive the reimbursed money.

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Mission

SAOT provides an interdisciplinary research and education program of excellence within a broad international network of distinguished experts to promote innovation and leadership in the areas

Optical Metrology
Optical Material Processing
Optics in Medicine
Optics in Communication and Information Technology
Optical Materials and Systems
and Computational Optics.