Proposal

[Urvi N. Shah]

Somebody put it up on a google doc coz dkc se nahi ho raha aur yaha temperature drop ho raha hai toh I cant concentrate in sub zero conditions.

Some grammar i have to change here and there. If you find any grammar mistakes, please feel free to correct. And, apart from that, somebody volunteer to help me out with the bills and determine the  cost of all meals. That somebody needs to have some bills too.And and, before making content changes, post on the group. Then we need to meet to sign.

Rs ka naya symbol also someone put

Dear Sir,

On behalf of the IIT Madras contingent which attended the 4th University Scholars Leadership Symposium, I, Jithin Sam Varghese would like to bring to the notice of the respected "travel grant committee" the expenditure incurred before and during the course of the symposium.

The applicants had been selected through a two stage selection procedure consisting of screening of applications as the first benchmark and a five minute presentation as the second.Thereafter, the 13 selected students applied, registered and paid the symposium fees based on the assumption that 50% of the costs would be borne by the institute. This assumption stemmed from the knowledge of the previous grants provided to students who had represented our university at an international platform Unaware of the new policy, wherein a fixed amount would be assigned to every contingent irrespective of the costs, the students were taken by surprise when a sum total of 3 lakhs was assigned to them which failed to cover even 1/4th of the costs incurred. The following is the break up of the expenses.

Subject/Items	Cost(in rupees)
Registration fees	770 USD @60.91=46903
Cost of flight tickets	Cathay Pacific= 29556
Visa cost	4000
Expenditure on meals which were not provided by symposium organisers	we used to spend around 150 pesos(3.43 usd) on one meal. Toh it should be 21 usd but I think we spent around 40 usd on meals. Need to determine the exact cost coz we need to submit bills. I have a few bills. does anybody else have also/..toh we can get together and make a proper file of bills.
Total

I sincerely request the committee to reconsider the amount allocated to us. The symposium has been a rich learning experience for all of us, enabling us to successfully represent our institute at a prestigious global platform. Moreover, three members have also been awarded a cash grant of 1000 USD for coming third in the, "Voice for Social Change", a social entrepreneurship competition, out of the 700 delegates from 25 countries. This has brought enormous acclaim to the university. Apart from this as the International Affairs secretary of the institute, I can vouch for the fact, that this symposium has helped us in forging strong bonds with international students from various reputed universities all over the world which in the near future can be translated into MOUs also.

This symposium, despite its unparalleled benefits, has been financially exhausting. I hope that the travel committee weighs the costs against the  benefits of the symposium and reimburses us substantially, covering at least 50% of the costs.

I have herewith attached all the bills to substantiate all our expenditure claims.(I have all the pre travel bills. photocopy lena padega par)

Thank You

Yours faithfully

Jithin Sam Varghese
International Affairs Secretary, IIT Madras (2013-14)

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Urvi N Shah
M.A.
IIT Madras

[Sanchit Mehta]

Its funny how the hindi comes in between sometimes :P 

On a serious note, as always.. well done Urvi! :P

Just that I dont think the expenditure on meals should be written so specifically. We should just round it off to like 4 or 4.5USD per meal making it a total of something like 40USD We can claim for 6 dinners and one full day. 

Also the statement about 50% can be framed as "symposium fees based on the assumption that a minimum of 50% of the total costs would be borne by the institute....."

Or should we say that how the initial mails gave the impression that the registration fees was goign to be waved off since we were representing the institute. 

@Other: Please add stuff soon.. i heard the travel grant committee meets on Monday.

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Sanchit Mehta

Undergraduate Student
Department of Metallurgical & Materials Engg.
Indian Institute of Technology Madras
Mobile +919962266543
 

[Urvi N. Shah]

no we shouldnt say that we were expecting that the regn fees would be waived off. That story is over. Put it on a google doc, Sanchit. After that we can make edits. 

  

[Rahul Dcunha]

I have a couple of points to make

1) Cut out the details and if necessary put it on a separate attachment.

2) Concentrate on the fact that it has been a great financial hardship on the students.Put more senti in the letter.Make it sound as if we couldnt afford it and yet ended up spending for it based on prior info.

3)Make it a point to say that we would be grateful if we could send a member of the delegation to explain the situation to the committee.

Rest is fine but make it more to the point cause they arent going to be very bothered about formality and our message shouldn't be lost in all the rhetoric. 

Go Urvi 

PS: You are still a big spoilsport :P

Rahul Dcunha
3rd Year Undergraduate Student
Dept of Metallurgy and Materials Engineering

[Urvi N. Shah]

Cut out the details matlab? The expenditure part?

[neha nathan]

Keep it short and curt. I don't think we need to talk about how it helped us and the selection etc etc etc in the main letter. Divide it as 2 separate files. One just mentioning the most important details - number of people, total expenditure, the return we expected.

Let the 2nd file have all of these points elaborated.

That should work  think.

Regards

Neha Nathan

Final year Undergraduate

Department of Chemical Engineering

IIT Madras

[Urvi N. Shah]

Some more questions

a) What do you mean by being to the point? What exactly is redundant since I felt that I should have elaborated more on the learning experience part?

b)If I need to make it more sentimental, do you want me to expand the last para?

c) Should the expenditure table be at the end?

d) Who is helping me with the bills which we need to submit?

PS Rahul: I still don't feel guilty or anything like that :P

[Urvi N. Shah]

Umm. Then I think you guys should make the necessary changes because I am not getting the hang of it. The only change I can make is to the last and first para. 

[Urvi N. Shah]

Moreover, Rahul I disagree with the idea that the expenditure table should be attached at the last. Attention decreases with time. So, something as important as the cost break-up which is a direct  proof of the financial burden, should be presented as soon as possible. #Just saying.

[Rahul Dcunha]

So Urvi and I have revamped the entire doc so kindly have a look and if there are any changes to be made, make them asap.

Cheers

[Urvi N. Shah]

Hey,

So, Rahul made the necessary changes.

Now, we need to fix a time to meet and sign the letter.

Will tonight be fine?Everybody please reply.  Since, this concerns everybody, please don't make us run after you.

@Jithin, can you aslo tell us whom the letter should be addressed to?

[Rahul Dcunha]

Ok we're setting it at 23:00 at Tiffs.If anyone has an issue, ping us else we assume everyone is fine with it. 

Cheers  

[neha nathan]

Hey!

Someone please get a print out of this and come at night :)

[Sashank Sudhakar Vandrangi]

I'll get the print out. PFA the pdf that I intend to print. Let me know if it works. I made one change in removing the quotes around the "travel grant committee"

Let me know by 7.

Cheers,

Sashank

Regards,

Sashank Vandrangi

Undergraduate Student,

Department of Mechanical Engineering,

IIT Madras.

 

"We all DIE. The goal is not to live forever... The goal is to create something that will."

Chuck Palahniuk

[Sashank Sudhakar Vandrangi]

oops. PFA :P

[neha nathan]

And we forgot to sign the proposal :|

[Subhojyoti Baksi]

When we are meeting today? 9 pm fine? We have to sign it within ton8 only..isnt it?

Best Regards,

 

Subhojyoti Baksi

MBA Class of 2012-2014

DoMS IIT Madras

Ph: 9280206429

[Sashank Sudhakar Vandrangi]

5pm tiffanys, from what I know. Its on the thread, right?