vlir

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VLIR-UOS call for applications

for ICP Ph.D. scholarships

(ICP Ph.D.) 2008

CALL

8 November 2007

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TABLE OF CONTENTS

1. GENERAL FRAMEWORK.................................................................................... ................................... 1

1.1. FORMAL FRAMEWORK....................................................... ................................................................ ... 11.2. OBJECTIVES ............................................................. ............................................................... .............. 11.3. SCHOLARSHIP TYPE AND DURATION ........................................................ ............................................. 1

1.3.1. Type................................................................................................................................................ 11.3.2. Duration...... ................................................................ ................................................................ ... 1

2. ELIGIBILITY CRITERIA................................................................. ........................................................ 2

2.1. APPLICANT .............................................................. ............................................................... .............. 22.2. SUPERVISOR............................................................ ............................................................... .............. 4

2.2.1. Local supervisor................................................................................ ............................................. 42.2.2. Flemish supervisor......................................................................................................................... 4

2.3. REFEREES ................................................................ ............................................................... .............. 5

3. SUBMISSION MODALITIES........................................................... ........................................................ 53.1. COMPOSITION OF THE APPLICATION FILE ........................................................... ................................... 5

3.1.1. Overview of the components ............................................................. ............................................. 53.1.2. Detailed information per component ........................................................... .................................. 6

3.2. SUBMISSION OF THE APPLICATION FILE.............................................................. ................................... 73.2.1. By the applicant to the ICOS............................................................. ............................................. 7

3.2.1.1. Number, formats and form................... ...................... ...................... ...................... ...................... ........ 73.2.1.2. Timing...................... ...................... ...................... ...................... ...................... ..................... ................ 7

3.2.2. By the ICOS to VLIR-UOS ................................................................ ............................................. 8

4. SELECTION PROCEDURE................................................................................... ................................... 8

4.1. ELIGIBILITY CHECK............................................................ ................................................................ ... 8

4.2. SELECTION COMMITTEE ............................................................... ........................................................ 84.3. SELECTION CRITERIA ......................................................... ................................................................ ... 94.3.1. At the level of the applicant............................................................... ............................................. 94.3.2. At the level of the research proposal.............................................................................................. 94.3.3. At the level of the referees........................................... ................................................................ ... 94.3.4. At the level of the supervision ........................................................... ............................................. 9

5. FUNDING ............................................................ ................................................................ ...................... 10

5.1. ALLOWANCES PAID TO THE SCHOLARS .................................................................................... ........... 105.2. PAYMENTS TO THE UNIT OF THE SUPERVISOR (BENCH FEE)................................................................ . 115.3. ALLOWANCES PAID TO THE SUPERVISOR ........................................................... ................................. 11

6. FOLLOW-UP AND REPORTING............................................................... ........................................... 12

6.1. REPORTING ON SCIENTIFIC RESULTS ........................................................ ........................................... 126.2. FINANCIAL REPORTS .......................................................... ................................................................ . 12

7. TIMING ............................................................... ................................................................ ...................... 12

8. APPLICATION FORM AND ANNEXES ............................................................. ................................. 13

9. MORE INFORMATION.......................................................... ............................................................... . 13

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8 November 2007

1. General framework

1.1. Formal framework

To enable promising graduates of the International Courses (ICPs) 1 to make a Ph.D. at a Flemishuniversity, VLIR-UOS launched its ICP Ph.D. programme in 2003. It had been noticed that promisinggraduates of VLIR-UOS funded International Courses (ICPs) had, up until then, very limitedopportunities to make a Ph.D. at a Flemish university and had been forced to look for a scholarshipabroad. Therefore, VLIR-UOS included in its five-year plan for university development cooperationfor 2003-2007 a new programme, the so-called ICP Ph.D. scholarship programme. Starting from theacademic year 2002-2003, a maximum of ten Ph.D. scholarships can be granted every academic yearto excellent ICP graduates from a developing country. The ICP Ph.D. programme is also incorporatedin the five-year plan for 2008-2012.

Depending on the approval of the government of the North Actions Programme and the ScholarshipsProgramme of VLIR-UOS, a maximum of 10 ICP Ph.D. scholarships is granted in per reference year(i.c. 2008).

1.2. Objectives

The ICP Ph.D. programme aims to institutionally strengthen universities or research institutions in theSouth through capacity building, by upgrading local academic personnel by offering Ph.D.scholarships.

1.3. Scholarship type and duration

1.3.1. Type

In a sandwich scholarship two-thirds of the research is conducted at the local institution and one-third at the Flemish university.

The scholar is free to choose the periods of his/her stays in Belgium and his/her home country, albeitin agreement with both supervisors. However, for practical reasons, the scholar is obliged to come toBelgium at the start of the scholarship, i.e. on 1 October of the reference year.

1.3.2. Duration

A full ICP Ph.D. scholarship consists of two consecutive two-year terms.

1. First termThe scholarship is awarded for a first term of two years or 24 months without interruption, startingon 1 October of the reference year. The scholar is, however, allowed to arrive in Belgium a fewdays earlier for practical arrangements. The earliest date of arrival is 20 September of thereference year, but for reasons of proper reception, Flemish universities prefer arrival in earlyOctober of the reference year.

1 ICP: Master programmes that receive an institutional grant from VLIR-UOS in the context of the North Actions Programme which is part

of the VLIR-UOSs activities in the field of University Cooperation for Development.

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2. Second termIn principle if sufficient research results have been obtained the first term is prolonged with asecond term of two years. The results should be described in a progress report which is to besubmitted by the scholar to VLIR-UOS before 1 June of the last year of the first term. The

progress report will be evaluated by the Selection Committee Research Scholarships of VLIR-UOS. The second term will start immediately after the first term, i.e. in principle on 1 October ofthe last year of the first term. The total duration of the scholarship can never be more than 2 x 2years.

2. Eligibility criteria

2.1. Applicant

The programme is not limited to those graduates who have already been granted an ICP scholarship ofVLIR-UOS.

Applicants should already have obtained their ICP Master's degree when they submit the application.It is recommended that the graduates first return to their own university/research institution to workout their research proposal together with the local supervisor and the Flemish supervisor.

1. ICPThe applicant must have been registered at a Flemish university as regular student and havegraduated from one of the following ICPs:

ICP nr. Name, organising professor, university

ICP 1 Master of Science in BiostatisticsProf. P. JANSSEN (UHasselt)

ICP 2 Master of Science in Physical Land ResourcesProf. E. VAN RANST (UGent), prof. D. GABRILS (UGent) en prof. F. DE SMEDT (VrijeUniversiteit Brussel)

ICP 3 Master in Water Resources EngineeringProf. J. FEYEN (K.U.Leuven) en prof. F. DE SMEDT (Vrije Universiteit Brussel)

ICP 4 Master of Science in AquacultureProf. P. BOSSIER (UGent)

ICP 5 Master of Science in Environmental SanitationProf. M. VAN DEN HEEDE (UGent)

ICP 6 Master of Rural Development and Nutrition Main subject: Human NutritionProf. L. D'HAESE (UGent) en prof. P. KOLSTEREN (UGent)

ICP 7 Master in Human EcologyProf. L. HENS (Vrije Universiteit Brussel)

ICP 8 Master of Science in Molecular BiologyProf. P. DE BAETSELIER (Vrije Universiteit Brussel), prof. B. GODDEERIS(K.U.Leuven) en prof. E. VAN MARCK (UA)

ICP 9 Master in NematologyProf. M. MOENS (UGent)

ICP 10 Master of Science in Food TechnologyProf. M. HENDRICKX (K.U.Leuven) en prof. B. DEWETTINCK (UGent)

ICP 11 Master of Science in Ecological Marine ManagementProf. N. DARO (Vrije Universiteit Brussel) en prof. R. BLUST (UA)

ICP 12 Master of Human Settlements

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Prof. H. HEYNEN (K.U.Leuven)ICP 13 Master in Development Evaluation and Management

Prof. R. RENARD (UA)ICP 14 Master in Globalization and Development

Prof. D. CASSIMON (UA)

ICP 15 Master in Governance and Development in Sub-Sahara AfricaProf. S. MARYSSE (UA)

2. DegreeThe applicant must have graduated from one of the above mentioned ICPs with at least the gradeof distinction.

3. Time of applicationThe applicant should not have graduated from an ICP more than five years before the start of theICP Ph.D. scholarship period; the calendar year counts. So: reference year - calendar year of ICPgraduation must be less than or equal to 5.

I.c.: ICP Ph.D. 2008: 2008 - 5 = 2003. Hence, ICP graduates from 2003, 2004, 2005, 2006 and

2007 are eligible.

4. NationalityThe applicants should be nationals of a developing country (VLIR-UOS country list, see annex 4)and be resident in a developing country on the day of the application.

5. AgeThe applicant should not be more than 40 years old on the day they submit the application.

6. Number of applicationsOne applicant cannot apply for an ICP Ph.D. scholarship more than twice.

7. Ph.D. admittanceThe application should meet the criteria for admission to a Ph.D. programme, as defined by therespective Flemish university. An official document of the responsible Ph.D. commission, whichclearly states that the applicant is allowed to start his/her Ph.D. research at the respective Flemishuniversity, should be included in the application file.

8. Scholarship historyA Ph.D. scholarship in Belgium is fiscally limited to 4 years. The applicant should not havereceived any Ph.D. scholarship in the past.The applicant should also provide a document from the Belgian university/-ies where he/she wasor still is registered, proving that he/she is entitled to be registered as Ph.D. student for 4 yearsfrom 1 October of the reference year onwards.

9. Financial resourcesThe applicant should not have the financial resources they need to complete the Ph.D.

10.Duration and feasibilityIt should be possible to complete the Ph.D. in time according to the sandwich principle and within4 years.

11.Language and proficiencyThe application is to be made in English. The applicant should have a very good command of theEnglish language.

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12.Institutional linkConsidering that the aim of this programme is to institutionally strengthen the local institution, theapplicant should be employed in or have a close relationship with a university or researchinstitution in a developing country, and should be motivated to return to his/her home countryafter completing the ICP Ph.D.

13.ContextThe applicant should not be employed in a departmentof a university with which cooperation withVLIR-UOS is going on in the context of the Programme for Institutional University Cooperation(IUC) or in the context of an Own Initiative (OI).

14.Local and Flemish supervisorThe application should be supported both by a supervisor linked to the institution in thedeveloping country in which the applicant is employed and who is, according to the localconditions, eligible to supervise a Ph.D. and by a supervisor employed by a Flemish university(tenured academic staff ZAP or equivalent). For the additional requirements for supervisors,

see below.

15.Number of applications per supervisorThere cannot be more than two applications per supervisor (Flemish as well as local supervisor).

16.Submission of the application fileThe complete application file should reach the ICOS institutional Coordinator for DevelopmentCooperation of the Flemish university at the latest on the internal deadline of the respectiveuniversity (see below). This deadline should be respected.

The ICOS will send the application to VLIR-UOS no later than 17 March 2008, 5 PM. Applicantsare not allowed to send their application to VLIR-UOS directly

2.2. Supervisor

2.2.1. Local supervisor

To be eligible as supervisor of an ICP Ph.D. proposal, one must be affiliated with a university orresearch institute, dispose of the scientific knowledge required to be able to supervise the project, anddispose of the authority to according to the rules and regulations proper to the own university orresearch institute to act as supervisor of doctoral theses.

2.2.2. Flemish supervisor

To be eligible as supervisor of an ICP Ph.D. proposal, one must be affiliated with a Flemish universityand dispose of the scientific knowledge required to be able to supervise the project, and dispose of theauthority to according to the rules and regulations proper to the own university act as supervisor ofdoctoral theses.

It is the ICOS responsibility to verify whether or not the Flemish supervisor meets the requirementsset by those rules and regulations.

It is up to the Flemish supervisor to agree with the applicants choice of local supervisor. The Flemishsupervisor should base his/her decision on sufficient knowledge of and confidence in the localinstitution.

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2.3. Referees

The applicant is responsible that at least 2 referee comments reach the ICOS of the respective Flemishuniversity before the internal deadline of the Flemish university (see below). The refereesassessments are essential components of the application file. Therefore, the following should be

respected:

- Carefully selected referees can only improve the quality of the application file.- Both referees should be experts in the scientific domain of the Ph.D. proposal.- At least one referee should originate from and work in the North (so-called developed

countries, butpreferablynot Belgium) and at least one referee should originate from and workin the South (so-called developing countries, but preferablynot the applicants country oforigin).

- Both referees should be affiliated to a university or research institution, different from theuniversity of the applicant (both the Flemish university and the local institution).

- There should be no collaboration link between the research group of the applicant (bothFlemish and local) and the one of the referee (no joint publications during the last 3 years, no

ongoing joint projects, etc.).

3. Submission modalities

3.1. Composition of the application file

3.1.1. Overview of the components

The applicant is responsible for the application file to be complete and composed correctly. Acomplete application file consists of the following documents for some, an obligatory format(Annex, see below) is to be used , in the following order:

Actor N Description Annex

APPLICANT 1. Completed application form, including two passportphotos

1

FLEMISH UNIVERSITY 2. Document showing the candidates subscription history -

FLEMISH Ph.D. COMMISSION 3. Admission document -

4. Letter of recommendation 2FFLEMISH SUPERVISOR

5. Short cv (max. 2 pages!) -

6. Letter of recommendation 2LLOCAL SUPERVISOR

7. Short cv (max. 2 pages!) -LOCAL INSTITUTION 8. Certificate relating to the institutional commitment

9. Assessment form for referees 310. Short cv (max. 2 pages!) -

REFEREE 1

11. Overview of referees 5 most important publicationsrelevant for the proposed Ph.D. research

-

12. Assessment form for referees 313. Short cv (max. 2 pages!) -

REFEREE 2

14. Overview of referees 5 most important publicationsrelevant for the proposed Ph.D. research.

-

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3.1.2. Detailed information per component

Here you can find detailed information on each of the documents of the application file, in themandatory order as shown in the overview.

1.

Application form (annex 1)- The application form in annex 1 is a mandatory format;- The instructions on the cover page of the application form should be read carefully;- No additional own annexes can be enclosed, unless they are vital to the information contained

in the application form; in that case, they should be added immediately after the applicationform and not at the end of the whole application file;

- Applicants that apply for the second time for an ICP Ph.D. scholarship, should include theevaluation by the Selection Committee Research Grants.

2. Document showing the candidates subscription historyAsk at the Belgian university/-ies where you studied, to provide you with an outprint of thesubscriptiondatabase. The authorized person should sign this document and mention his/her name

and contact details. Ask the ICOS of the Flemish university where you studied, to provide youwith those contact details for the university concerned.

3. Admission document by the Flemish Ph.D. commissionAn official document of the responsible Ph.D. commission of the Flemish university involved,which clearly states that the applicant is allowed to start his/her Ph.D. research at the respectiveFlemish university.The official document of the relevant Ph.D. commission of the Flemish university involved,should reach the ICOS before the announced deadline (see below).

4. and 6. Letters of recommendation (annexes 1F resp. 1L)- The application must be accompanied by two letters of recommendation relating to the

applicant and the Ph.D. proposal: one written by the local supervisor (annex 2L) and onewritten by the Flemish supervisor (annex 2F);

- Annexes 2L and 2F are mandatory formats;- The local and Flemish supervisor should first of all write their own personal assessment of the

Ph.D. proposal, and should also mention how the Ph.D. scholar will be supervised, in whichway he or she will be integrated into the respective research unit, and whether the Ph.D.degree can be obtained within a period of no more than four years, on the basis of thesandwich formula.

5. and 7. Curricula vitae- The local and Flemish supervisor should each provide the applicant with their short cv;- Each cv cannot exceed two pages.

8. Certificate by the local institution, relating to the institutional commitment

- A certificate by the local institution in which the Rector or the Vice-Chancellor confirms,firstly, the agreement of the institution with and commitment to the research and guarantees,in principle, that the investment made in people and knowledge will be valorised (recruitmentof the Ph.D., use of acquired knowledge, etc.).

- Secondly, the Rector or Vice-Chancellor guarantees in the certificate that the bench fees paidto the institution (see below), will be used solely to cover the costs linked to the researchconcerned.

- Thirdly, the Rector or Vice-Chancellor guarantees that the scholar will be released from all(teaching or other) activities, other than the research related to the ICP Ph.D. scholarship.

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9. and 12. Assessment forms for referees (annex32)

- The assessments of at least two referees are required for selection. These are an essentialcomponent of the final application file. If one or more are missing, the application file will not

be eligible;- Annex 3 is a mandatory format;- Annex 3 is to be sent by the applicant to a number of referees, together with the applicants

completed application form;- At least two referees should send the completed and duly signed assessment form to the ICOS

of the applicants respective university;- The applicant is responsible for the timely delivery of the completed assessment form by the

referee to the ICOS of the respective Flemish university. It is therefore required that theapplicant follows up the referees closely;

- The applicant should:- explain in short what is expected from the referee (fill in the assessment form, provide a

short cv and a publication list, and send all documents to the ICOS before the deadline);- fill in the deadline and the coordinates of the ICOS of the respective Flemish university

(see annex 6) in the referee assessment form, before sending it to the referee;

-

ask the referee to notify the applicant immediately after having sent the assessment formto the ICOS.- The ICOS should notify the applicant of having received the referees assessment forms.

10. and 13. Curricula vitae

- Each referee should provide the applicant with his/her short cv;- Each cv cannot exceed two pages.

11. and 14. List of publications

Each referee should include a list of 5 of his/her most important publications in the research areaof the Ph.D. research proposal.

3.2. Submission of the application file

3.2.1. By the applicant to the ICOS

3.2.1.1. Number, formats and form

- The applicant must submit two hard copies (of which one is the original) of the completeapplication file to the ICOS, together with the electronic version;

- The application form and enclosures may not be stapled or bound together in anotherpermanent way. They should be bundled in a loose way (for instance using paper clips orfolders);

-

The documents of the application file should be separated by means of folders or sheetsmentioning the number and document type as summed up in the overview above;- The applicant should use the mandatory formats as indicated (annexes).

3.2.1.2. Timing

The applicant is responsible for both the electronic version and the original hard copy of the completeapplication file, to reach the ICOS before expiry of the internal deadline that is determined by therespective university. The internal deadlines of the respective universities are shown in the table

below:

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ICOS (per university) Deadline

UGent 15 February 2008K.U.Leuven 25 February 2008UHasselt 26 February 2008Universiteit Antwerpen 26 February 2008

Vrije Universiteit Brussel 26 February 2008K.U.Brussel 26 February 2008

It is repeated here that the assessments of at least two referees are required for selection. These are anessential component of the final application file. If one or more are missing, the application file willnot be eligible.

The application file must be submitted as a whole. Separate and/or additional enclosures will not beadmitted.

3.2.2. By the ICOS to VLIR-UOS

The ICOS check whether the application files are complete and comply with the eligibility criteria onthe basis of a checklist (annex 7 for the ICOS).

The ICOS provide an overview of all applicants for their respective university (annex 8 for theICOS).

All complete application files are grouped per university by the ICOS, and submitted to VLIR-UOSbefore 17 March 2008, 5 p.m., in electronic copy and two original hard copies.

4. Selection procedure

4.1. Eligibility check

Before sending all timely received and complete application files to the Selection Committee ResearchScholarships, both the ICOS and the VLIR-UOS secretariat check them on compliance with theeligibility criteria.

Application files that do not comply with all eligibility criteria or submission requirements, will not beconsidered for selection. No exceptions can be made.

4.2. Selection Committee

The application files will be submitted for evaluation to the Selection Committee ResearchScholarships of VLIR-UOS. This Selection Committee will evaluate all application files and rank allapplications according to priority. Ranking will not be done per ICP or academic domain. Allapplicants will compete with each other. Two lists will be made: a list of effectively selectedapplicants and a reserve list of selected applicants for in case an effectively selected applicant does notor cannot accept the scholarship.

This priority order is submitted for endorsement to the VLIR-UOS Bureau, which takes the finaldecision as to awarding the ICP Ph.D. scholarships. A maximum of 10 scholarships can be awardedevery year. If there are insufficient high quality applicants, VLIR-UOS may award less than 10scholarships.

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4.3. Selection criteria

4.3.1. At the level of the applicant

1. Scientific elements

-Academic curriculum;

- Research capacity, potential and skills;- Knowledge of and experience with the subject of the research proposal;- Experience in (a) developing country/-ies is considered an advantage;- Language skills relevant to or necessary for the research.

2. Additional elementsThere are no preferences concerning ICP or scientific domain. Some other elements may play arole.

- Country of originThe intention is to award half of the scholarships to applicants from countries in Sub-Saharan Africa and other Least Developed countries.

-GenderThe participation of women in this Ph.D. programme is strongly encouraged. However, forselection the quality of the applicant remains the principal factor.

4.3.2. At the level of the research proposal

1. The research proposal is to be original and innovative;2. The research proposal is to be of high quality, clearly formulated and result-oriented. Special

attention must have been taken for the following aspects: formulation of null hypothesis,methodology to be used, data collection and processing;

3. The research project should be feasible. It must be possible to complete the research within a

period of maximum 4 years, and in any case within a period not longer than the scholarship periodrequested by the candidate, on the basis of the maximum period that he/she can be subscribed atthe Flemish university as a doctoral student with a doctoral grant, taking into account possible

previous doctoral grants (max. 4 years in total);4. The research should be in line with the research agenda and expertise of the Flemish supervisor

and his/her unit;5. The research should be highly relevant to development, by answering (an) identified need(s) in (a)

developing country/-ies;6. The research proposal should clearly indicate in what way the interests/needs of all stakeholders

involved (local population, (local) authorities,) are taken into account;7. The research proposal should clearly indicate to what extent and/or in what way the research

results that are envisaged can be applied in practice.

4.3.3. At the level of the referees

The specific choice of a referee is an important selection criterion. The profile of the referee as well ashis/her comments on the proposed Ph.D. research have a fundamental value during the selection

process.

4.3.4. At the level of the supervision

1. Resources Preference is given to research that is conducted in cooperation with a local researchunit that has no access to other resources to finance the proposed research.

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2. Local supervision There must be sufficient capacity and expertise at the local institution to allowproper and competent supervision of the Ph.D. scholar.

3. Supervision by the Flemish supervisor There must be sufficient capacity and expertise at the unitof the Flemish supervisor to allow proper and competent supervision of the Ph.D. scholar.

4. Sustainability Preference is given to proposals for which the local institutions guarantee that theinvestment in people and knowledge will be valorised (recruitment of Ph.D.s, use of acquiredknowledge etc).

5. Funding

The following financial guidelines are applicable to the ICP Ph.D. scholars. All allowances andpayments mentioned below are to be accounted for on the budget of the Scholarships Programme ofthe Flemish host university.

5.1. Allowances paid to the scholars

The amount is related to the country where the research is conducted: in Belgium or at the local

institution.

When residing in Belgium, the scholar will receive the following allowances by the Flemishuniversity:1. A monthly allowance of 1.167 covering room and board, individual transport and personal

expenses 2;2. A monthly allowance of 59 per month for the spouse/official partner and per dependent child,

whether they stay in Belgium or not3;3. An installation fee of 500 at the start of the Ph.D. research in Belgium (non-recurrent payment);4. A yearly fee of 750 for didactic materials and costs for conducting Ph.D. research (per academic

year);5. A fee of 275 covering mailing costs of educational materials (non-recurrent payment).

When residing in his/her home country, the scholar will receive the following allowances by theFlemish university:1. A monthly allowance of 583,5 (50 % of the allowance when residing in Belgium) covering room

and board, individual transport and personal expenses 4;2. A family allowance of 29,5 (50 % of the allowance when residing in Belgium) for the

spouse/official partner and per dependent child, whether they stay in Belgium or not5.

The Flemish universitywill take care of the following payments:1. One economy class return airline ticket per academic year, depending on the planning of the Ph.D.

scholar (home country Belgium home country);

2.

Indirect travel costs: visa costs, notarisation or authentication costs of documents needed for visaapplication, possible transit costs and costs needed for a medical certificate;3. Tuition fee in accordance with the rate applied by the respective Flemish host university, as agreed

with VLIR-UOS;4. Arrangements will be made by the Flemish university for insurance of the scholar for the period of

his stay in Belgium linked to the research period (max. compensation of 70 per month). Theinsurance will cover medical insurance, accident insurance, third liability insurance andrepatriation.

2These are the reference amounts, adjusted to the 2008 index. The amounts might be adjusted to the index annually.3These are the reference amounts, adjusted to the 2008 index. The amounts might be adjusted to the index annually.4These are the reference amounts, adjusted to the 2008 index. The amounts might be adjusted to the index annually.5

These are the reference amounts, adjusted to the 2008 index. The amounts might be adjusted to the index annually.

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5.2. Payments to the unit of the supervisor (bench fee)

For every month the ICP Ph.D. scholar conducts full-time research in Belgium (with a maximum of 16months), the research unit of the Flemish universitywill receive a bench fee of:- 400 if the Ph.D. scholar is conducting research at a unit considered to be a financing category A

unit in accordance with the VLIRs Specific Agreement relating to Training Costs (= human andsocial sciences)- 500 if the Ph.D. scholar is conducting research at a unit considered to be a financing category B

unit in accordance with the VLIRs Specific Agreement relating to Training Costs (= exactsciences);

- 600 if the Ph.D. scholar is conducting research at a unit considered to be a financing category Cunit in accordance with the VLIRs Specific Agreement relating to Training Costs (= applied and(bio)medical sciences).

For every month the ICP Ph.D. scholar conducts full-time research in his or her home country, theresearch unitof the local supervisor will receive a bench fee of:- 400 if the Ph.D. scholar is conducting research at a unit considered to be a financing category A

unit in accordance with the VLIRs Specific Agreement relating to Training Costs (= human andsocial sciences);

- 500 if the Ph.D. scholar is conducting research at a unit considered to be a financing category Bunit in accordance with the VLIRs Specific Agreement relating to Training Costs (= exactsciences);

- 600 if the Ph.D. scholar is conducting research at a unit considered to be a financing category Cunit in accordance with the VLIRs Specific Agreement relating to Training Costs (= applied and(bio)medical sciences).

By treating the Flemish and local research unit equally with respect to compensation of general costsconnected to conducting and supervising the research, VLIR-UOS wishes to confirm theinstitutional characterof the relationship between the two research groups, one in Flanders and one

in the South, in which the reinforcement of the research capacity of the local institution is the ultimategoal. The payment of the grant to the local institution for every month that the Ph.D. scholar conductsresearch locally is an extra incentive for the Ph.D. scholar to conduct his/her research primarily at thelocal institution (cf. sandwich formula).

The local institution must provide guarantees in advance, however. On the one hand, the universitymust confirm its agreement with and commitment to the Ph.D. research proposed; on the other hand,the university must also guarantee that the funding provided in the form of a bench fee will be usedsolely to cover the costs linked to the Ph.D. scholars research.

5.3. Allowances paid to the supervisor

The local supervisor can visit the Flemish University or the Flemish supervisor can visit the localinstitution once a year. The local supervisor and the Flemish supervisor should agree among eachother who will make use of this possibility. VLIR-UOS takes into account the following costs for amission abroad:- One economy class return airline ticket;- A per diem6according to the country of destination with a maximum of 8 nights (list of per diems

in annex 5);- Hotel expenses, based on the invoices, with a maximum of 8 nights (list of maximum hotel

allowances in annex 5).

6The amount of per diem is calculated on the basis of the number of overnights abroad, multiplied with the amount of the per diem that is

fixed for the country concerned. See annex 5.

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6. Follow-up and reporting

6.1. Reporting on scientific results

1. The ICP PhD scholar has to submit a progress report on his/her activities, accompanied by anevaluation report by both supervisors, to the Selection Committee Research Scholarships ofVLIR-UOS before 1 June 2010. In case the report is favourably assessed, the scholarship will

be granted for a second and final two-year term.

2. Within 6 months after the end of the second term, the scholar should submit to VLIR-UOSeither a final report or a Ph.D. thesis. The final report describes in a detailed and clear way theresults obtained during the first and second term. If useful, the scientific publications may beintegrated in their original form. The Ph.D. thesis should be sent to VLIR-UOS accompanied

by an official document testifying the successful defence. In any case, a final evaluation by thetwo supervisors should accompany the final report or the Ph.D. thesis.

3. In case of premature termination, a report with an overview of the results obtained by the timeof termination should be transmitted to VLIR-UOS.

6.2. Financial reports

Financial reporting must be in accordance with the Specific Agreement relating to Scholarships. Allexpenses, except the lump-sum payments, must be the object of invoices and vouchers. The originalsof these must be kept at the premises of the Flemish host university. The financial guidelines for theScholarships Programme determine what expenses are allowed and how they are to be accounted for.Concrete instructions will be given by the Flemish host university to the scholar, on the basis of thecontract that VLIR-UOS will conclude with the Flemish university.

7. Timing

Timing Actor Action

8 November 2007 VLIR-UOS Launch of the call for applications for ICPPh.D. Scholarships 2008

See internaldeadline Flemishuniversity

Applicant Deadline for submission of the applicationfile by the applicants to the ICOS

15 March 2008 ICOS Deadline for submission of all Ph.D.

application files for the respectiveuniversity to VLIR-UOS

7 May 2008 Selection Committee ResearchScholarships

Selection of the applicants (no personaldefence by the applicants is foreseen)

June 2008 Bureau VLIR-UOS Final decision on the selection

June 2008 VLIR-UOS Notification to all applicants of theoutcome of the selection

5/25/2018 VLIR

15/15


CALL

8 November 2007

June 2008-September 2008

VLIR-UOS - Contracts- Visa application- Preparation of travel

1 October 2008 Selected Ph.D. cholars Starting date of Ph.D. research (inBelgium)

1 June 2010 Ph.D. scholar Deadline for submission of progress reportto VLIR-UOS

8. Application form and annexes

Annexes 1 to 6are relevant to the applicant and are allmandatory.- Annex 1: Application form- Annex 2F: Recommendation letter by the Flemish supervisor

-

Annex 2L: Recommendation letter by the local supervisor- Annex 3: Assessment form for referees- Annex 4: VLIR-UOS country list- Annex 5: Maximum hotel allowances and per diem- Annex 6: Contact details of the ICOS

Annexes 7 and 8 are for use by the ICOS only.- Annex 7: Checklist for the ICOS- Annex 8: Overview of the applicants

9. More information

Should you have any questions, please contact the ICOS of your university.The responsible contact person at VLIR-UOS is:

Stefan Wellens

VLIR-UOS secretariat

Tel.: 02/289.05.56

Fax: 02/514.72.77

E-mail: [email protected]

www.vliruos.be
mailto:[email protected]://www.vliruos.be/http://www.vliruos.be/mailto:[email protected]

vlir

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