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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;
  • financially supporting the organisation of academic activities;
  • financially supporting valorisation initiatives based on education and research;
  • 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: AAP starting grant;
  • mobility grants: travel grant, travel grant for students, extended stay, intersectoral stay, incoming stay, sabbatical;
  • ad hoc grants: organizational grant, valorisation grant, grant upon request.

Art 5.

Powers. The Fund is managed by the Faculty of Arts and Philosophy. The Research Committee of the faculty decides on the allocation of funds, within the regulatory framework as decided by the Faculty Board and to the extent that there are sufficient financial resources. The Committee reports to the Faculty Board and keeps therefore 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 and/or GISMO.

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 and decides on all the applications.

Applicants will be notified of the result of their applications within a week after the meeting of the Research Committee. 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.

Starting grants

AAP starting grants

Art 7.

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 8.

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 9.

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 abroad.

Art 10.

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.

Mobility grants

General regulations for joint/interdisciplinary PhD students

Art 11.

A travel grant, an extended stay at the partner institution of the PhD student, an extended stay at a 'third' institution, or an intersectoral stay can only be granted to a PhD student who is preparing a joint or interdisciplinary doctorate, if the faculty at the time (and for the full duration) of the requested stay is the employer of the PhD student.

Art 12.

An extended stay or an intersectoral stay can also be granted to an unpaid PhD student preparing a joint or interdisciplinary doctorate doctoral degree if the faculty at the time (and for the full duration) of the requested stay is the permanent residence of the PhD student. Extended or intersectoral stays at the partner institution of the PhD student however are excluded.

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.

The 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; this must be apparent from a personal letter of acceptance addressed to the applicant.

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 allowance amounts to a maximum of the costs for relocation to and from abroad, the flat-rate daily allowance of UGent for that destination (with a maximum of 1,500 euros) and the registration fee, minus the part that is funded by the FWO.

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 form providing insight into the details of the budget and the required allowance, (2) a copy of the application with the Research Foundation Flanders (FWO), (3) the result of that application. If the result is not yet known to the FWO, the applicant sends the result as quickly as possible. 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.

Travel grants for students

Art 20.

The travel grant for students is intended to allow students with a high research potential, who are enrolled at the faculty with a diploma contract, to participate in academic conferences abroad, to spend short research or intersectoral stays abroad or to participate in international workshops. Their research activities are substantiated by a portfolio and a statement from a Tenured Academic Staff (ZAP) member.

Art 21.

The travel grant for students is linked to the following content requirements:

  • the stay must have demonstrable added value for the development of the student's research competences; this must be apparent from a detailed motivation and from a description of the expected added value of the stay;
  • in the case of participation in a conference or seminar, the student must make an active contribution; this must be apparent from a personal letter of acceptance addressed to the student.

Art 22.

The travel grant for students is linked to the following procedural requirements:

  • the stay lasts a maximum of 3 weeks;
  • the stay takes place in Europe; deviations from this are only possible if fully substantiated;
  • the application is made by a Tenured Academic Staff (ZAP) member;
  • the travel grant for students can be awarded to the same student a maximum of 1 time.

Art 23.

The allowance amounts to a maximum of the costs for travel to the foreign destination and back, the fixed daily allowance of Ghent University for that destination (with a maximum of 1,500 euros) and the registration fee. All accommodation costs must be proven and amount to a maximum of the fixed daily allowance of Ghent University for that destination.

Art 24.

Working method: the Tenured Academic Staff (ZAP) member submits an application to the Faculty Research Fund. The application is made on the basis of a form that provides insight into (1) the details of the budget and the requested allowance, (2) the details and the necessity of the stay and (3) a statement about the research potential of the student.

Art 25.

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

Art 26.

Within three months upon return, the student is required to submit a brief academic report.

Extended stays

Art 27.

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 28.

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 29.

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 30.

The allowance amounts to a maximum of the costs for relocation to and from abroad and the flat-rate daily allowance of UGent for that destination (with a maximum of 1,500 euros per month and a maximum of 6,000 euros in total), minus the part that is funded by the FWO. 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 31.

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 form providing insight into the details of the budget and the required allowance, (2) a copy of the application with the Research Foundation Flanders (FWO), (3) the result of that application. If the result is not yet known to the FWO, the applicant sends the result as quickly as possible. 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 32.

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 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.

Intersectoral stays

Art 34.

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 35.

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 36.

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 37.

The allowance amounts to a maximum of the costs for relocation to and from abroad and the flat-rate daily allowance of UGent for that destination (with a maximum of 1,500 euros per month and a maximum of 6,000 euros in total), minus the part that is funded by the FWO. Researchers with a dependent family can ask the faculty for extra financial support for their intersectoral 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: 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 form providing insight into the details of the budget and the required allowance, (2) a copy of the application with the Research Foundation Flanders (FWO), (3) the result of that application. If the result is not yet known to the FWO, the applicant sends the result as quickly as possible. 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 39.

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 40.

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 41.

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 42.

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 43.

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 44.

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 45.

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 46.

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

Art 47.

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 48.

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 49.

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 50.

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 51.

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 52.

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

Art 53.

The Tenured Academic Staff (ZAP) member applies for a sabbatical at the faculty. The application is done on the basis of a form that provides insight into the details of the requested replacement and into the necessity and/or desirability of recording a sabbatical. The application also includes a detailed work plan and a description of the intended results.

    Art 54.

    The Tenured Academic Staff (ZAP) member is replaced taking into account the task load of the Tenured Academic Staff (ZAP) member to be replaced, with a maximum of 50%.

    Art 55.

    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 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 an application to the Faculty Research Fund (travel grant, extended stay or intersectoral stay).

    Art 56.

    Submission dates: there are no specific submission dates. The applicant takes into account (1) the timing as described in art. 6 of these regulations, (2) the time needed to arrange his / her replacement (min. 4 months), and (3) the time required to submit an application to the FWO for an additional sabbatical bench fee (min. 3 months).

    Art 57.

    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.

    Ad hoc grants

    Organizational grants

    Art 58.

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

    Art 59.

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

    Art 60.

    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 61.

    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 62.

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

    Valorisation grants

    Art 63.

    The valorisation grant is awarded to projects with a social impact for which no (or insufficient) resources can be found through other channels. The grant supports the communication and/or material organization of these types of projects. A grant must have demonstrable added value for the image of the faculty, one or more of its research groups and one or more of its study programs.

    Art 64.

    Per project a maximum of 2,500 euros can be requested. The partial amount for communication purposes is limited to 1,500 euros. Catering costs are limited to 1,000 euros. In exceptional circumstances and to the extent that the budget allows, these maximum amounts may be deviated from.

    Art 65.

    The credit can only be requested by a member of the Faculty of Arts and Philosophy. Collaboration between members across departments and/or offices is encouraged.

    Art 66. 

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

    Art 67. 

    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 68.

    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 69.

    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 70.

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

    Art 71.

    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.