Pre- and postdoctoral researchers and assistant professors with tenure track wishing to undertake a long study leave abroad


The Scientific Research Committee (CWO) wishes to stimulate long study leaves abroad by young researchers because of the very positive effect on the research dynamics within the faculty.

At the same time the Committee wishes to stimulate researchers 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, Article 3 [Dutch only])

Who can apply?

  • All predoctoral and postdoctoral researchers and assistant professors with tenure track (at the FBE) are eligible. Other members of ZAP or OP3 staff are not 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 study leave of less than 1 month cannot receive support from the Committee.
  • If it is known that the study leave 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 study leave is not artificially extended over the minimum of 1 month.
  • 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 long study leave 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 study 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 study leave is determined through a declaration, signed by the responsible supervisor 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 study leave 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 study leave was longer than stated in the application.
    • The total amount of the lump sum for accommocation expenses is limited to a maximum of 2.400 euro, which equals a period of 3 months.
    • If the study leave ends up to be shorter than the required minimum of 1 month, 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 long study leave.

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 with the FWO, 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).
  • an endorsement letter of the supervisor (including the signature of the supervisor as well as the date) This annex is not required if the applicant is assistant professor with tenure track.
  • the invitation by the guest institution
  • the curriculum vitae of the applicant.


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.