Application faculty research fund

Regulations Faculty Fund

For information on faculty funding for research activities: regulations faculty funding. (faculty regulations from May 2020).


CORONA and Faculty fund grants 

  • Positive answers to your faculty fund application does not imply travel authorization, please see UGent guidelines on International mobility. 
    We advise you not to spend any money on transport, accommodation, etc. for the time being as long as you are not sure that you can leave. Costs incurred in the period prior to this admission do not qualify for possible reimbursement in the event of cancellation of the trip.
  • CORONA and online scientific activities: Given the exceptional circumstances due to corona crisis, applications for e.g. registration fees for online conferences or scientific activities may also be submitted for the Faculty Mobility and Sabbatical Fund. This applies as long as travels abroad proves difficult. (communication September 2020)
  • Additional costs such as medical testing can be submitted, however, not the cost of an extended stay due to quarantine regulations.

Application procedure

Application for faculty research fund and faculty mobility fund.

  1. Check if you're eligible for Recognition and funding for training via Doctoral Schools - reimbursement by Doctoral Schools
  2. Follow the guidelines in the online forms (usually either stay abroad or research activities in Belgium or new incoming visitor) register all the details and submit.
    • Use application for  'research activities in Belgium' for activities in Belgium or for activities which do not involve travel (f.i. publication cost...)
    • Please note that Sharepoint applications works best with internet explorer!
  3. Applicants will receive a confirmation of the registration by mail ( = reminder to hand in the whole file)
  4. Get approval of supervisor (only for doctoral students) and chair of the department
  5. Submit the whole file - either per mail or in print version
    • (Printed) application form and attachments should be sent to or hand in at the office of the Dean (Lutgard Schockaert - Universiteitstraat 8 – 1st floor) after approval of supervisor (only for doctoral student) and chair of the department.
    • PDF file of application can be downloaded by clicking on printing (save as PDF or select PDF creator)

The following attachments should be enclosed in the application file:

Attachments in case of stay abroad

  • SAP travel registration
  • Invitation
  • Copy application FWO
  • In absence of a FWO application: Description of the work with planning (max. 1 p.)
  • If applicable copy work placement agreement

Attachments in case of activities in Belgium

  • Extra documents as justification
  • If applicable copy application FWO

Remarks:

  • Don't forget to check if you are eligible for other funding such as  funding for doctoral training
  • Always note your applications for other funding in remark section of the application for faculty funding

CORONA and online scientific activities

Given the exceptional circumstances due to corona crisis, applications for e.g. registration fees for online conferences or scientific activities may also be submitted for the Faculty Mobility and Sabbatical Fund. This applies as long as travels abroad proves difficult. (communication September 2020)

Guidelines for reimbursement and procedure

Please also see §15. Financial settlement of applications in regulations faculty funding

  • If FWO funds are granted, applicants must notify the dean's office and the decision can then be reviewed.
  • Procedure - submitting documents: expenses are supported by documents, i.e. there is no flat-rate daily allowance; mobility expenses constitute travel and accommodation where it is assumed that the expenditure will be managed with due care and diligence. Note: submit supporting documents no later than one month after stay.
  • Applicants who received a grant from the faculty fund shall submit a brief evaluation no later than one 1 month after having used the resources ( except when participating in conferences)
      • CORONA - The deadlines for submitting supporting documents for the faculty fund (1 month after the activity) are provisionally abandoned until the situation is normalised. (communication March 2020)
  • In case of cancellation, the administration will note a remark in the comments/remarks field (e.g. cancel).  If the activity will take place at another time, please submit a new application in sharepoint.

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