Regulations on the Faculty Research Fund

Overall structure and working method

Art 1.

The Faculty Research Fund provides financial support for the development of research activities at the Faculty of Arts and Philosophy of Ghent University.

Art 2.

The objectives of the Faculty Research Fund are to help towards:

  • providing adequate basic funding for all researchers;
  • stimulating incoming and outgoing research mobility;
  • creating opportunities to bridge valuable mandates of researchers;
  • financially supporting the organisation of academic activities;
  • supporting the visibility of the faculty’s research.

Art 3.

The Faculty Research Fund works in a subsidiary capacity in the sense that it takes into account other funding, coming from both inside or outside Ghent University.

Art 4.

The Faculty Research Fund achieves its objectives by means of the following grants:

  • starting grants: ZAP starting grant, AAP starting grant;
  • mobility grants: travel grant, extended stay, intersectoral stay, incoming stay, sabbatical;
  • ad hoc grants: organizational grant, grant upon request.

Art 5.

Powers. The Fund is managed by the Faculty of Arts and Philosophy, which is advised by the Research Committee of the faculty for the allocation of funds. The Research Committee issues recommendations within the regulatory framework and to the extent that there are sufficient financial resources, about the applications in the context of the Faculty Research Fund and reports to the Faculty Board. The Research Committee also keeps a register of all applications and the follow-up action taken on them.

Art 6.   

General working method. Applications must be submitted on time electronically via the e-mail address of the Research Committee (). An application consists of a single electronic file containing all the necessary documents. Applications may be submitted in Dutch or in English.

To qualify for funding, the applicant must have a complete, up-to-date file in the academic bibliography and on the faculty's research portal.

Timely submission means at least one week before the Research Committee's meeting. Applications can not be handled retroactively (i.e., the application can not relate to a period started before the meeting of the Research Committee). The Research Committee discusses all the applications and delivers an opinion to the Faculty Board that decides on the application.

Applicants will be notified of the result of their applications within a week after the Faculty Board’s meeting. Rejections are motivated.

The Research Committee ceases its activities in July and August. Applications relating to the months of August and September should be requested in good time.

ZAP starting grants

Art 7.

The ZAP starting grant is automatic and one-off financial assistance allocated to the faculty’s new Tenured Academic Staff (ZAP) members in the context of their research.

Art 8.

The ZAP starting grant amounts to EUR 5,000 for a full-time Tenured Academic Staff (ZAP) member and is proportionately reduced depending on the recruitment rate of the Tenured Academic Staff (ZAP) member. At least 60% of the allocated amount must be used for expenses related to academic mobility.

AAP starting grants

Art 9.

The AAP starting grant is automatic and one-off financial assistance to the faculty’s junior assistants, post-doctoral assistants, predoc and postdoc fellows subsidized by third parties, provided they do not have their own operating funds. The grant aims to provide them with basic funding in the context of their research work.

Art 10.

The AAP starting grant amounts to EUR 3,000 per full-time employee and is proportionately reduced depending on the recruitment rate of the AAP member. The grant can be assigned no more than once at the predoc stage and once at the postdoc stage to the same member of staff.

Art 11.

The AAP starting grant can only be used to cover research-related expenses. Are excluded: (1) the purchase of computers, (2) the organization of conferences, and (3) research mobility.

Art 12.

Once the grant has been assigned, the parties involved have budgets that allow them to cover their research expenses. The expenses are subject to regular administrative inspections.

Travel grants

Art 13.

The travel grant enables faculty researchers who have insufficient operating funds to take part in academic conferences abroad, to spend short research or intersectoral stays abroad or to participate in international workshops. The following researchers are potentially eligible: doctoral students, salaried non-tenured researchers and non-salaried researchers holding a PhD. Their research activities are supported by data in the faculty research portal and the academic bibliography. Tenured Academic Staff (ZAP) members and visiting professors can apply for this grant, but priority is given to applications of pre- and postdoctoral researchers.

Art 14.

Het travel grant is linked to the following content requirements:

  • the stay must have demonstrable added value for pre- and post-doctoral research; this must be evident from a reasoned statement which is framed in the current research and which describes the expected added value of the stay;
  • in the case of participation in a conference or seminar, the applicant must make an active contribution.

Art 15.

The travel grant is linked to the following procedural requirements:

  • the stay lasts a maximum of 3 weeks;
  • the applicant must first submit a corresponding grant application with the Research Foundation Flanders (FWO);
  • the grant application with the Research Foundation Flanders (FWO) must be submitted on time and meet all the formal requirements;
  • the faculty grant can be awarded no more than twice annually, and only once annually to Tenured Academic Staff (ZAP) members.

Art 16.

The maximum compensation is the real additional cost of the stay (travel, accommodation and registration costs) calculated in accordance with the guidelines of Ghent University, less the component that is subsidized by the Research Foundation Flanders (FWO). No daily allowances are granted.

Art 17.

Working method: applicants first submit an application to the Research Foundation Flanders (FWO). In the event of a rejection from the Research Foundation Flanders (FWO) and/or for additional funding up to the above maximum amounts, they can submit their applications to the Faculty Research Fund. The application is done on the basis of (1) a copy of the application with the Research Foundation Flanders (FWO) (2) the result of that application, (3) a form providing insight into the details of the budget and the required compensation. Only PhD students who do not yet meet the publication requirements of the Research Foundation Flanders (FWO) can receive a travel grant on the Faculty Research Fund (max. 2 times) without first submitting an application to the Research Foundation Flanders (FWO).

Art 18.

Submission dates: there are no specific submission dates. Applicants take into account the timing as described in Art. 6 of these regulations.

Art 19.

Within three months upon return, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.

Extended stays

Art 20.

The extended stay is intended to enable faculty researchers who have insufficient operating funds to stay at foreign research establishments for a longer period of time as part of their pre- or post-doctoral research. The following researchers are potentially eligible: doctoral students, salaried non-tenured researchers and non-salaried researchers holding a PhD. Their research activities are supported by data in the faculty research portal and the academic bibliography. Tenured Academic Staff (ZAP) members and visiting professors can apply for this grant, but priority is given to applications of pre- and postdoctoral researchers.

Art 21.

The extended stay is linked to the following content requirements:

  • the stay must have demonstrable added value for pre- and post-doctoral research; this should be reflected in a detailed plan that is framed in the current research and that includes the expected results of the stay;
  • the expertise of the host institution must be of a high-quality academic quality;
  • the application must be accompanied by a positive opinion from the supervisor or the head of the research unit and by a letter of invitation from the host institution.

Art 22.

The extended stay is linked to the following procedural requirements:

  • the stay lasts at least 3 weeks;
  • the applicant must first submit a corresponding grant application to the Research Foundation Flanders (FWO);
  • grant applications to the Research Foundation Flanders (FWO) must be submitted in good time and meet all the formal requirements;
  • the faculty grant can be assigned no more than once at the predoc stage, once at the postdoc stage, and only once to the same Tenured Academic Staff (ZAP) member within a period of 5 years.

Art 23.

The compensation covers the real expenses and amounts to no more than EUR 1,000 euro per month with a maximum of six months / EUR 6,000. Researchers with a dependent family can ask the faculty for extra financial support for their extended stays abroad. In that case, applicants specify the additional costs that will be incurred. The faculty may choose to compensate all or part of those expenses, always in compliance with the financial regulations of Ghent University.

Art 24.

Working method: Applicants first apply with the Research Foundation Flanders (FWO). In the event of a rejection from the Research Foundation Flanders (FWO) and/or for additional funding up to the above maximum amounts, they can submit their applications to the Faculty Research Fund. The application is done on the basis of (1) a copy of the application with the Research Foundation Flanders (FWO), (2) the result of that application, (3) a form providing insight into the details of the budget and the required compensation. Only PhD students who do not yet meet the publication requirements of the Research Foundation Flanders (FWO) can receive an extended stay on the Faculty Research Fund without first submitting an application to the Research Foundation Flanders (FWO).

Art 25.

Submission dates: applicants submit their dossiers upon receipt of the Research Foundation Flanders (FWO) result, taking into account the timing as described in Art. 6 of these regulations.

Art 26.

Within three months upon return, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.

Intersectoral stays

Art 27.

The intersectoral stay is intended to enable faculty researchers who have insufficient operating funds to stay at another, private or public institution outside academia as part of their pre- or post-doctoral research. The following researchers are potentially eligible: doctoral students, salaried non-tenured researchers and non-salaried researchers holding a PhD. Their research activities are supported by data in the faculty research portal and the academic bibliography. Tenured Academic Staff (ZAP) members and visiting professors can apply for this grant, but priority is given to applications of pre- and postdoctoral researchers.

Art 28.

The intersectoral stay is linked to the following content requirements:

  • the stay must have added value for pre- and post-doctoral research; this should be reflected in a detailed plan that is framed in the current research and that includes the expected results of the stay;
  • the expertise of the host institution must be useful for the research;
  • the application must be accompanied by a positive opinion from the supervisor or the head of the research unit and by a letter of invitation from the host institution.

Art 29.

The intersectoral stay is linked to the following procedural requirements:

  • the stay lasts at least 3 weeks;
  • in the case of an intersectoral stay abroad, the applicant must first submit a corresponding grant application to the Research Foundation Flanders (FWO);
  • grant applications must be submitted to the Research Foundation Flanders (FWO) in good time and meet all the formal requirements;
  • the faculty grant can be assigned no more than once at the predoc stage, once at the postdoc stage, and only once to the same Tenured Academic Staff (ZAP) member within a period of 5 years.

Art 30.

The compensation covers the real expenses and amounts to no more than EUR 1,000 euro per month, with a maximum of six months / EUR 6,000. Researchers with a dependent family can ask the faculty for extra financial support for their stays abroad. In that case, applicants specify the additional costs that will be incurred. The faculty may choose to compensate all or part of those expenses, always in compliance with the financial regulations of Ghent University.

Art 31.

Working method: In the case of an intersectoral stay abroad, applicants who meet the Research Foundation Flanders (FWO) conditions first apply with the Research Foundation Flanders (FWO). In the event of a rejection from the Research Foundation Flanders (FWO) and/or for additional funding up to the above maximum amounts, they can submit their applications to the Faculty Research Fund. The application is done on the basis of (1) a copy of the application with the Research Foundation Flanders (FWO), (2) the result of that application, (3) a form providing insight into the details of the budget and the required compensation. Only PhD students who do not yet meet the publication requirements of the Research Foundation Flanders (FWO) can receive an intersectoral stay on the Faculty Research Fund without first submitting an application to the Research Foundation Flanders (FWO).

Art 32.

Submission dates: applicants submit their dossiers upon receipt of the Research Foundation Flanders (FWO) result. Applicants take into account the timing as described in Art. 6 of these regulations.

Art 33.

Within three months upon return, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.

Incoming stays

Art 34.

With the incoming stay, the faculty seeks to attract foreign researchers with a minimum of two years’ postdoc experience who, thanks to their expertise, offer considerable added value for the faculty.

Art 35.

The incoming stay is linked to the following content requirements:

  • the researchers must be internationally recognized for their expertise and research experience, as evidenced by their participation in conferences and their publications;
  • the stay must have demonstrable added value for at least one research group and or department of the faculty; this should be reflected in a detailed plan that is framed in the current research and that includes the expected results of the stay;
  • the application must be accompanied by a positive opinion from the head(s) of department involved.

Art 36.

The incoming stay is linked to the following procedural requirements:

  • the stay lasts at least one month and no more than three months;
  • the researcher must be affiliated to a foreign academic institution for the entire period of their stay;
  • an incoming stay can be granted to the same researcher no more than twice;
  • the same Tenured Academic Staff (ZAP) member can be supervisor of an incoming researcher once a year only;
  • the researcher records his/her publication resulting from this stay, in the academic bibliography via the FLW affiliation applied for by him/her.

Art 37.

The researcher receives a monthly flat-rate subsistence allowance of EUR 1,700. Researchers with a dependent family can ask the faculty for extra financial support for their stays abroad. In that case, applicants specify the additional costs that will be incurred. The faculty may choose to compensate all or part of those expenses, always in compliance with the financial regulations of Ghent University.

Art 38.

Working method: applicants (= supervisors) submit an application to the Faculty Research Fund. The application is done on the basis of (1) a form providing insight into the motivation and details of the budget and the required compensation, (2) the researchers’ CVs, and (3) the work plan.

Art 39.

Submission dates: there are no specific submission dates. Applicants take into account the timing as described in Art. 6 of these regulations.

Art 40.

Statutory and regulatory provision: for stays up to 90 days, foreign researchers are registered as visitors at Ghent University. Visitors must have a visa C (shorty-stay visit, tourist visa). The visa is nationality-related and must be requested in the country of origin. The researcher must apply for a visitor’s card.

Art 41.

Within three months upon return of the researcher, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.

Sabbaticals

Art 42.

The sabbatical provision enables Tenured Academic Staff (ZAP) members of the faculty to take sabbaticals. The Tenured Academic Staff (ZAP) members concerned are exempt of their other assignments for a longer period of time to dedicate their time to academic research.

Art 43.

Sabbaticals are linked to the following content requirements:

  • they must have demonstrable added value for the Tenured Academic Staff (ZAP) member’s research; this should be reflected in a detailed plan that includes the expected results of the sabbatical;
  • the application must be accompanied by a positive opinion from the head of department.

Art 44.

The sabbatical is linked to the following procedural requirements:

  • a sabbatical may be granted only once within a period of five years;
  • a sabbatical cannot be granted if the sabbatical were to take place in the year prior to the Tenured Academic Staff (ZAP) member’s retirement;
  • assistant professors can apply, but priority is given to applications of associate professors, full professors and senior full professors.

Art 45.

A sabbatical ideally lasts 6 months, a minimum of 3 months and a maximum of 12 months.

Art 46.

The Tenured Academic Staff (ZAP) member first applies for a "sabbatical leave" at the Research Foundation Flanders (FWO). In the case of a positive result, the Tenured Academic Staff (ZAP) member can choose either to arrange his/her own replacement or to transfer the funds to the Faculty Research Fund, after which the faculty will take care of the replacement according to the rules set out in art. 47. In case of incomplete or non-payment by the Research Foundation Flanders (FWO), the Tenured Academic Staff (ZAP) member can submit an application to the Faculty Research Fund. The application is done on the basis of (1) a copy of the application with the Research Foundation Flanders (FWO), (2) the result of that application, (3) a form providing insight into the details of the requested replacement.

    Art 47.

    The Tenured Academic Staff (ZAP) member is replaced by one or more visiting professors. The employment percentage of the visiting professors is calculated on the basis of the task load of the Tenured Academic Staff (ZAP) member to be replaced, with a maximum of 50%.

    Art 48.

    If the Tenured Academic Staff (ZAP) member wishes to combine his/her sabbatical with one or more short stays abroad, or with a long stay abroad, he/she must submit the necessary corresponding applications to the Research Foundation Flanders (FWO). The applications with the Research Foundation Flanders (FWO) must be submitted on time and meet all the formal requirements. In case of incomplete or non-payment by the Research Foundation Flanders (FWO), the Tenured Academic Staff (ZAP) member can submit a corresponding application to the Faculty Research Fund (travel grant, extended stay or intersectoral stay).

    Art 49.

    Submission dates: applicants submit their dossiers upon receipt of the Research Foundation Flanders (FWO) result, taking into account the timing as described in Art. 6 of these regulations. Applications will be handled - except in unforeseen circumstances - at the meeting of the Research Committee of May (c.q. June) or November (c.q. December).

    Art 50.

    Within three months upon return, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.

    Organizational grants

    Art 51.

    The organizational grant is awarded for the organization of academic conferences, seminars or meetings of academic associations.

    Art 52.

    The organizational grant is a maximum of EUR 500 per organized day or EUR 250 per half-day.

    Art 53.

    The organizational grant may only be granted under the following conditions:

    • the event is subsidized by at least one other external body (Research Foundation Flanders, KANTL, departments or universities other than Ghent University, …);
    • the event is (co-)organized by one or more members of the faculty;
    • the event gives the university and faculty sufficient visibility (printed matter, website, posters, …).

    Art 54.

    The application dossiers contains at least:

    • a detailed programme;
    • a detailed budget, which includes the expected expenses and revenue;
    • agreement (conditional or not) by at least one other external body for (co-)funding.

    Art 55.

    Submission dates: there are no specific submission dates. Applicants take into account the timing as described in Art. 6 of these regulations.

    Grants upon request

    Art 56.

    Faculty staff can submit fully-reasoned applications for other forms of financial research support. Applications will be reviewed ad hoc, depending on the merits of the application and according to the resources available.

    Art 57.

    Only if the application involves the temporary employment of non-tenured researchers (AAP/WP) who have acquired a non-immediate-consecutive renewal of their assignment on an academic research project, the application may relate to staff expenses. The bridging period can be up to three months and the compensation amounts to EUR 4,000 per month. When the real salary cost (cf. scale, seniority, …) exceeds EUR 4,000, the recruitment rate shall be reduced accordingly. If the beneficiary is paid in the preliminary stages or follow-up process at predoc level, then the bridging sum will also be at predoc level.

    Art 58.

    Non-tenured researchers (AAP/WP) of the faculty who acquire a BAEF, Fulbright or other similar scholarship, can, if necessary, apply for top-up funding via the grant upon request. In the event that they have no personnel status at Ghent University during that period, they must apply for the status of unsalaried employee and to register their publications in the academic bibliography of Ghent University. The faculty retains the right not to pay out the amounts allocated in the event of non-compliance with these conditions. 

    Art 59.

    Submission dates: there are no specific submission dates. Applicants take into account the timing as described in Art. 6 of these regulations.

    Art 60.

    Within three months after using the grant, applicants are required to submit a brief academic report. Without this report, no further grant applications can be done at the Faculty Research Fund.