Sabbatical leave


The Scientific Research Committee (CWO) wishes to support a leave abroad of ZAP-members on sabbatical leave because of the very positive effects on the further development of expertise and networking possibilities of this ZAP-member.

At the same time the Committee wishes to stimulate these ZAP-members to make more frequently use of the possibilities offered by external financing bodies such as FWO for this kind of study leaves.


See faculty regulations for the mobility fund

Who can apply?

  • All ZAP-members (at the FBE) are eligible.
  • A parallel application for the corresponding type of funding from the FWO is compulsory. The result of this parallel application must be submitted to the Committee before any financial support will be paid by the Committee. Should FWO-funding be granted for some of the expenses, then the corresponding funding granted by the CWO is cancelled.
  • The obligation to submit this parallel application is dropped for applicants who do not meet the formal requirements to be eligible for this type of FWO-funding.
  • Should a parallel application be refused by the funding body for formal reasons, e.g. the lateness or incompleteness of the application, then the Committee does not consider this a valid parallel application.

What requirements must be met by the application?

  • A sabbatical leave abroad of less than 6 months cannot receive support from the Committee.
  • If it is known that the sabbatical leave abroad will be interrupted by a short return for social reasons, or reasons related to the research activities, this has to be clearly stated and motivated in the application. The Committee warrants that the duration of the sabbatical leave abroad is not artificially extended over the minimum of 6 months.
  • The Committee will carefully assess the destinations, and the added value for research.
  • Apart from a stay at a foreign research institution, also a stay at other foreign institutions or organisations within the public or private sector are eligible under the same rules.
  • Only 1 sabbatical leave abroad can be granted by the Committee to each applicant.

What kind of support can be granted?

The committee grants an amount that is divided into an amount for traveling expenses and an amount for accommodation expenses.

  • Traveling expenses:
    • The (re)funding by the Committee is always based upon the real expenses for which proof can be provided.
    • The (re)funding of traveling expenses is limited to 500 euro for destinations within Europe, and 1.000 euro for destinations outside Europe.
    • To decide whether a country is part of Europe or not, the most recent version is used of the official country nomenclature GEOBEL.
    • Only if the sabbatical leave abroad could not be undertaken for reasons of force majeure, traveling expenses that have already been made can still be refunded up to max. the amount granted.
  • Accommodation expenses:
    • The support for the accommodation expenses consists of a lump sum of 800 euro for a month (= 30 days). The amount for part of a month is calculated using the number of days, taking into account that one day equals (1/30) * 800 euro.
    • The duration of the sabbatical leave abroad is determined through a declaration, signed by a responsible person at the guest institution, stating the start and ending date of the stay. The applicant must hand in this declaration before any refund can be given.
    • The day of departure and the day of return are taken into account for the calculation of the lump sum.
    • If the sabbatical leave abroad was shorter than stated in the application, the amount granted for accommodation expenses is reduced, when necessary, to comply with the rule of 800 EUR for 30 days.
    • The amount granted for accommodation expenses is not increased if the sabbatical leave abroad was longer than stated in the application.
    • The total amount of the lump sum for accommocation expenses is limited to a maximum of 9.600 euro, which equals a period of 12 months.
    • If the sabbatical leave abroad ends up to be shorter than the required minimum of 6 months, the approval of the committee is withdrawn and the amount granted will not be paid.

When can an application be submitted?

This application can be submitted throughout the year. In normal circumstances this application will be put on the agenda for the next meeting of the Committee during which this application type is handled.

The application must be submitted before departure. The assessment of the application can take place during or after the sabbatical.

Important: for each Committee meeting there is a budget limitation. During this meeting applications can be granted for max. total of this amount. The initial budget limitation can be found on the annual schedule of the Committee (in Dutch).

How to apply?

First register and afterwards complete the application form.

Annexes to be submitted?

The following annexes have to be submitted together with the application:

  • a copy of the parallel application for FWO sabbatical leave, together with the result of this application. If still unknown, the result can be handed in on a later date. However, this has to be done before any payment will be made by the Committee. Researchers not meeting the formal requirements to apply for this type of FWO-funding do not have to add this annex (e.g. predoctoral researchers who do not yet have an international publication).
  • the invitation by the host institution

Please do not add any original receipts or other original proofs of payment to your application! You kan submit these after you have received final confirmation of the decision concerning your application.

Procedure of decision making

  1. This application is scheduled for the next meeting of the Committee during which this application type is handled (see the annual schedule of the Committee).
  2. The Committee gives a positive or negative advice (that might be conditional) on the application.
  3. The Committee transmits the positive or negative advice to the Faculty Board for final decision.
  4. After the meeting of the Faculty Board the applicant will be informed of the final decision by e-mail as soon as possible.
  5. The amounts granted are paid to the applicant after the end of the study leave. Depending on the situation of the applicant, this will be done through weekly state or through reclamation of costs of externals. If the expenses have already been paid from a different UGent-budget, then the refund is made through internal transfer of these expenses. The applicant always must follow the instructions mentioned in the e-mail confirming the result of the application.