VLIR

VLIR-UOS call for applications
for ICP Ph.D. scholarships

(ICP Ph.D.) 2008

CALL

8 November 2007

TABLE OF CONTENTS

1. GENERAL FRAMEWORK....................................................................................................................... 1
1.1. FORMAL FRAMEWORK .......................................................................................................................... 1
1.2. OBJ ECTIVES.......................................................................................................................................... 1
1.3. SCHOLARSHIP TYPE AND DURATION ..................................................................................................... 1
1.3.1. Type................................................................................................................................................ 1
1.3.2. Duration......................................................................................................................................... 1
2. ELIGIBILITY CRITERIA......................................................................................................................... 2
2.1. APPLICANT ........................................................................................................................................... 2
2.2. SUPERVISOR ......................................................................................................................................... 4
2.2.1. Local supervisor............................................................................................................................. 4
2.2.2. Flemish supervisor......................................................................................................................... 4
2.3. REFEREES............................................................................................................................................. 5
3. SUBMISSION MODALITIES................................................................................................................... 5
3.1. COMPOSITION OF THE APPLICATION FILE .............................................................................................. 5
3.1.1. Overview of the components .......................................................................................................... 5
3.1.2. Detailed information per component ............................................................................................. 6
3.2. SUBMISSION OF THE APPLICATION FILE................................................................................................. 7
3.2.1. By the applicant to the ICOS.......................................................................................................... 7
3.2.1.1. Number, formats and form................................................................................................................... 7
3.2.1.2. Timing................................................................................................................................................... 7
3.2.2. By the ICOS to VLIR-UOS............................................................................................................. 8
4. SELECTION PROCEDURE...................................................................................................................... 8
4.1. ELIGIBILITY CHECK............................................................................................................................... 8
4.2. SELECTION COMMITTEE ....................................................................................................................... 8
4.3. SELECTION CRITERIA ............................................................................................................................ 9
4.3.1. At the level of the applicant............................................................................................................ 9
4.3.2. At the level of the research proposal.............................................................................................. 9
4.3.3. At the level of the referees.............................................................................................................. 9
4.3.4. At the level of the supervision ........................................................................................................ 9
5. FUNDING.................................................................................................................................................. 10
5.1. ALLOWANCES PAID TO THE SCHOLARS ............................................................................................... 10
5.2. PAYMENTS TO THE UNIT OF THE SUPERVISOR (BENCH FEE)................................................................. 11
5.3. ALLOWANCES PAID TO THE SUPERVISOR ............................................................................................ 11
6. FOLLOW-UP AND REPORTING.......................................................................................................... 12
6.1. REPORTING ON SCIENTIFIC RESULTS................................................................................................... 12
6.2. FINANCIAL REPORTS........................................................................................................................... 12
7. TIMING..................................................................................................................................................... 12
8. APPLICATION FORM AND ANNEXES .............................................................................................. 13
9. MORE INFORMATION.......................................................................................................................... 13

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VLIR-UOS call for applications for ICP Ph.D. scholarships (ICP Ph.D.) 2008
CALL
8 November 2007

1. General framework
1.1. Formal framework

To enable promising graduates of the International Courses (ICPs)
1
to make a Ph.D. at a Flemish
university, VLIR-UOS launched its ICP Ph.D. programme in 2003. It had been noticed that promising
graduates of VLIR-UOS funded International Courses (ICPs) had, up until then, very limited
opportunities to make a Ph.D. at a Flemish university and had been forced to look for a scholarship
abroad. Therefore, VLIR-UOS included in its five-year plan for university development cooperation
for 2003-2007 a new programme, the so-called ICP Ph.D. scholarship programme. Starting from the
academic year 2002-2003, a maximum of ten Ph.D. scholarships can be granted every academic year
to excellent ICP graduates from a developing country. The ICP Ph.D. programme is also incorporated
in the five-year plan for 2008-2012.

Depending on the approval of the government of the North Actions Programme and the Scholarships
Programme of VLIR-UOS, a maximum of 10 ICP Ph.D. scholarships is granted in per reference year
(i.c. 2008).
1.2. Objectives

The ICP Ph.D. programme aims to institutionally strengthen universities or research institutions in the
South through capacity building, by upgrading local academic personnel by offering Ph.D.
scholarships.
1.3. Scholarship type and duration
1.3.1. Type

In a sandwich scholarship two-thirds of the research is conducted at the local institution and one-
third at the Flemish university.

The scholar is free to choose the periods of his/her stays in Belgium and his/her home country, albeit
in agreement with both supervisors. However, for practical reasons, the scholar is obliged to come to
Belgium at the start of the scholarship, i.e. on 1 October of the reference year.
1.3.2. Duration

A full ICP Ph.D. scholarship consists of two consecutive two-year terms.

1. First term
The scholarship is awarded for a first term of two years or 24 months without interruption, starting
on 1 October of the reference year. The scholar is, however, allowed to arrive in Belgium a few
days earlier for practical arrangements. The earliest date of arrival is 20 September of the
reference year, but for reasons of proper reception, Flemish universities prefer arrival in early
October of the reference year.

1
ICP: Master programmes that receive an institutional grant fromVLIR-UOS in the context of the North Actions Programme which is part
of the VLIR-UOSs activities in the field of University Cooperation for Development.
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2. Second term
In principle if sufficient research results have been obtained the first term is prolonged with a
second term of two years. The results should be described in a progress report which is to be
submitted by the scholar to VLIR-UOS before 1 J une of the last year of the first term. The
progress report will be evaluated by the Selection Committee Research Scholarships of VLIR-
UOS. The second term will start immediately after the first term, i.e. in principle on 1 October of
the last year of the first term. The total duration of the scholarship can never be more than 2 x 2
years.

2. Eligibility criteria
2.1. Applicant

The programme is not limited to those graduates who have already been granted an ICP scholarship of
VLIR-UOS.

Applicants should already have obtained their ICP Master's degree when they submit the application.
It is recommended that the graduates first return to their own university/research institution to work
out their research proposal together with the local supervisor and the Flemish supervisor.

1. ICP
The applicant must have been registered at a Flemish university as regular student and have
graduated from one of the following ICPs:

ICP nr. Name, organising professor, university
ICP 1 Master of Science in Biostatistics
Prof. P. J ANSSEN (UHasselt)
ICP 2 Master of Science in Physical Land Resources

Prof. E. VAN RANST (UGent), prof. D. GABRILS (UGent) en prof. F. DE SMEDT (Vrije
Universiteit Brussel)
ICP 3 Master in Water Resources Engineering
Prof. J . FEYEN (K.U.Leuven) en prof. F. DE SMEDT (Vrije Universiteit Brussel)
ICP 4 Master of Science in Aquaculture
Prof. P. BOSSIER (UGent)
ICP 5 Master of Science in Environmental Sanitation
Prof. M. VAN DEN HEEDE (UGent)
ICP 6 Master of Rural Development and Nutrition Main subject: Human Nutrition
Prof. L. D'HAESE (UGent) en prof. P. KOLSTEREN (UGent)
ICP 7 Master in Human Ecology
Prof. L. HENS (Vrije Universiteit Brussel)
ICP 8 Master of Science in Molecular Biology

Prof. P. DE BAETSELIER (Vrije Universiteit Brussel), prof. B. GODDEERIS
(K.U.Leuven) en prof. E. VAN MARCK (UA)
ICP 9 Master in Nematology
Prof. M. MOENS (UGent)
ICP 10 Master of Science in Food Technology
Prof. M. HENDRICKX (K.U.Leuven) en prof. B. DEWETTINCK (UGent)
ICP 11 Master of Science in Ecological Marine Management
Prof. N. DARO (Vrije Universiteit Brussel) en prof. R. BLUST (UA)
ICP 12 Master of Human Settlements
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Prof. H. HEYNEN (K.U.Leuven)
ICP 13 Master in Development Evaluation and Management
Prof. R. RENARD (UA)
ICP 14 Master in Globalization and Development
Prof. D. CASSIMON (UA)
ICP 15 Master in Governance and Development in Sub-Sahara Africa
Prof. S. MARYSSE (UA)

2. Degree
The applicant must have graduated from one of the above mentioned ICPs with at least the grade
of distinction.

3. Time of application
The applicant should not have graduated from an ICP more than five years before the start of the
ICP Ph.D. scholarship period; the calendar year counts. So: reference year - calendar year of ICP
graduation must be less than or equal to 5.
I.c.: ICP Ph.D. 2008: 2008 - 5 = 2003. Hence, ICP graduates from 2003, 2004, 2005, 2006 and
2007 are eligible.

4. Nationality
The applicants should be nationals of a developing country (VLIR-UOS country list, see annex 4)
and be resident in a developing country on the day of the application.

5. Age
The applicant should not be more than 40 years old on the day they submit the application.

6. Number of applications
One applicant cannot apply for an ICP Ph.D. scholarship more than twice.

7. Ph.D. admittance
The application should meet the criteria for admission to a Ph.D. programme, as defined by the
respective Flemish university. An official document of the responsible Ph.D. commission, which
clearly states that the applicant is allowed to start his/her Ph.D. research at the respective Flemish
university, should be included in the application file.

8. Scholarship history
A Ph.D. scholarship in Belgium is fiscally limited to 4 years. The applicant should not have
received any Ph.D. scholarship in the past.
The applicant should also provide a document from the Belgian university/-ies where he/she was
or still is registered, proving that he/she is entitled to be registered as Ph.D. student for 4 years
from 1 October of the reference year onwards.

9. Financial resources
The applicant should not have the financial resources they need to complete the Ph.D.

10. Duration and feasibility
It should be possible to complete the Ph.D. in time according to the sandwich principle and within
4 years.

11. Language and proficiency
The application is to be made in English. The applicant should have a very good command of the
English language.

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12. Institutional link
Considering that the aim of this programme is to institutionally strengthen the local institution, the
applicant should be employed in or have a close relationship with a university or research
institution in a developing country, and should be motivated to return to his/her home country
after completing the ICP Ph.D.

13. Context
The applicant should not be employed in a department of a university with which cooperation with
VLIR-UOS is going on in the context of the Programme for Institutional University Cooperation
(IUC) or in the context of an Own Initiative (OI).

14. Local and Flemish supervisor
The application should be supported both by a supervisor linked to the institution in the
developing country in which the applicant is employed and who is, according to the local
conditions, eligible to supervise a Ph.D. and by a supervisor employed by a Flemish university
(tenured academic staff ZAP or equivalent). For the additional requirements for supervisors,
see below.

15. Number of applications per supervisor
There cannot be more than two applications per supervisor (Flemish as well as local supervisor).

16. Submission of the application file
The complete application file should reach the ICOS institutional Coordinator for Development
Cooperation of the Flemish university at the latest on the internal deadline of the respective
university (see below). This deadline should be respected.

The ICOS will send the application to VLIR-UOS no later than 17 March 2008, 5 PM. Applicants
are not allowed to send their application to VLIR-UOS directly
2.2. Supervisor
2.2.1. Local supervisor

To be eligible as supervisor of an ICP Ph.D. proposal, one must be affiliated with a university or
research institute, dispose of the scientific knowledge required to be able to supervise the project, and
dispose of the authority to according to the rules and regulations proper to the own university or
research institute to act as supervisor of doctoral theses.
2.2.2. Flemish supervisor

To be eligible as supervisor of an ICP Ph.D. proposal, one must be affiliated with a Flemish university
and dispose of the scientific knowledge required to be able to supervise the project, and dispose of the
authority to according to the rules and regulations proper to the own university act as supervisor of
doctoral theses.

It is the ICOS responsibility to verify whether or not the Flemish supervisor meets the requirements
set by those rules and regulations.

It is up to the Flemish supervisor to agree with the applicants choice of local supervisor. The Flemish
supervisor should base his/her decision on sufficient knowledge of and confidence in the local
institution.
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2.3. Referees

The applicant is responsible that at least 2 referee comments reach the ICOS of the respective Flemish
university before the internal deadline of the Flemish university (see below). The referees
assessments are essential components of the application file. Therefore, the following should be
respected:

- Carefully selected referees can only improve the quality of the application file.
- Both referees should be experts in the scientific domain of the Ph.D. proposal.
- At least one referee should originate from and work in the North (so-called developed
countries, but preferably not Belgium) and at least one referee should originate from and work
in the South (so-called developing countries, but preferably not the applicants country of
origin).
- Both referees should be affiliated to a university or research institution, different from the
university of the applicant (both the Flemish university and the local institution).
- There should be no collaboration link between the research group of the applicant (both
Flemish and local) and the one of the referee (no joint publications during the last 3 years, no
ongoing joint projects, etc.).

3. Submission modalities
3.1. Composition of the application file
3.1.1. Overview of the components

The applicant is responsible for the application file to be complete and composed correctly. A
complete application file consists of the following documents for some, an obligatory format
(Annex, see below) is to be used , in the following order:

Actor N Description Annex
APPLICANT 1. Completed application form, including two passport
photos
1
FLEMISH UNIVERSITY 2. Document showing the candidates subscription history -
FLEMISH Ph.D. COMMISSION 3. Admission document -
4. Letter of recommendation 2F FLEMISH SUPERVISOR
5. Short cv (max. 2 pages!) -
6. Letter of recommendation 2L LOCAL SUPERVISOR
LOCAL INSTITUTION 8. Certificate relating to the institutional commitment
9. Assessment form for referees 3
REFEREE 1
11. Overview of referees 5 most important publications
relevant for the proposed Ph.D. research

-
12. Assessment form for referees 3
REFEREE 2
14. Overview of referees 5 most important publications
relevant for the proposed Ph.D. research.
-
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3.1.2. Detailed information per component

Here you can find detailed information on each of the documents of the application file, in the
mandatory order as shown in the overview.

1. Application form (annex 1)
- The application form in annex 1 is a mandatory format;
- The instructions on the cover page of the application form should be read carefully;
- No additional own annexes can be enclosed, unless they are vital to the information contained
in the application form; in that case, they should be added immediately after the application
form and not at the end of the whole application file;
- Applicants that apply for the second time for an ICP Ph.D. scholarship, should include the
evaluation by the Selection Committee Research Grants.

2. Document showing the candidates subscription history
Ask at the Belgian university/-ies where you studied, to provide you with an outprint of the
subscription database. The authorized person should sign this document and mention his/her name
and contact details. Ask the ICOS of the Flemish university where you studied, to provide you
with those contact details for the university concerned.

3. Admission document by the Flemish Ph.D. commission
An official document of the responsible Ph.D. commission of the Flemish university involved,
which clearly states that the applicant is allowed to start his/her Ph.D. research at the respective
Flemish university.
The official document of the relevant Ph.D. commission of the Flemish university involved,
should reach the ICOS before the announced deadline (see below).

4. and 6. Letters of recommendation (annexes 1F resp. 1L)
- The application must be accompanied by two letters of recommendation relating to the
applicant and the Ph.D. proposal: one written by the local supervisor (annex 2L) and one
written by the Flemish supervisor (annex 2F);
- Annexes 2L and 2F are mandatory formats;
- The local and Flemish supervisor should first of all write their own personal assessment of the
Ph.D. proposal, and should also mention how the Ph.D. scholar will be supervised, in which
way he or she will be integrated into the respective research unit, and whether the Ph.D.
degree can be obtained within a period of no more than four years, on the basis of the
sandwich formula.

5. and 7. Curricula vitae
- The local and Flemish supervisor should each provide the applicant with their short cv;
- Each cv cannot exceed two pages.

8. Certificate by the local institution, relating to the institutional commitment
- A certificate by the local institution in which the Rector or the Vice-Chancellor confirms,
firstly, the agreement of the institution with and commitment to the research and guarantees,
in principle, that the investment made in people and knowledge will be valorised (recruitment
of the Ph.D., use of acquired knowledge, etc.).
- Secondly, the Rector or Vice-Chancellor guarantees in the certificate that the bench fees paid
to the institution (see below), will be used solely to cover the costs linked to the research
concerned.
- Thirdly, the Rector or Vice-Chancellor guarantees that the scholar will be released from all
(teaching or other) activities, other than the research related to the ICP Ph.D. scholarship.

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9. and 12. Assessment forms for referees (annex32)
- The assessments of at least two referees are required for selection. These are an essential
component of the final application file. If one or more are missing, the application file will not
be eligible;
- Annex 3 is a mandatory format;
- Annex 3 is to be sent by the applicant to a number of referees, together with the applicants
completed application form;
- At least two referees should send the completed and duly signed assessment form to the ICOS
of the applicants respective university;
- The applicant is responsible for the timely delivery of the completed assessment form by the
referee to the ICOS of the respective Flemish university. It is therefore required that the
applicant follows up the referees closely;
- The applicant should:
- explain in short what is expected from the referee (fill in the assessment form, provide a
short cv and a publication list, and send all documents to the ICOS before the deadline);
- fill in the deadline and the coordinates of the ICOS of the respective Flemish university
(see annex 6) in the referee assessment form, before sending it to the referee;
- ask the referee to notify the applicant immediately after having sent the assessment form
to the ICOS.
- The ICOS should notify the applicant of having received the referees assessment forms.

10. and 13. Curricula vitae
- Each referee should provide the applicant with his/her short cv;
- Each cv cannot exceed two pages.

11. and 14. List of publications
Each referee should include a list of 5 of his/her most important publications in the research area
of the Ph.D. research proposal.
3.2. Submission of the application file
3.2.1. By the applicant to the ICOS
3.2.1.1. Number, formats and form

- The applicant must submit two hard copies (of which one is the original) of the complete
application file to the ICOS, together with the electronic version;
- The application form and enclosures may not be stapled or bound together in another
permanent way. They should be bundled in a loose way (for instance using paper clips or
folders);
- The documents of the application file should be separated by means of folders or sheets
mentioning the number and document type as summed up in the overview above;
- The applicant should use the mandatory formats as indicated (annexes).
3.2.1.2. Timing

The applicant is responsible for both the electronic version and the original hard copy of the complete
application file, to reach the ICOS before expiry of the internal deadline that is determined by the
respective university. The internal deadlines of the respective universities are shown in the table
below:

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ICOS (per university) Deadline
UGent 15 February 2008
K.U.Leuven 25 February 2008
UHasselt 26 February 2008
Universiteit Antwerpen 26 February 2008
Vrije Universiteit Brussel 26 February 2008
K.U.Brussel 26 February 2008

It is repeated here that the assessments of at least two referees are required for selection. These are an
essential component of the final application file. If one or more are missing, the application file will
not be eligible.

The application file must be submitted as a whole. Separate and/or additional enclosures will not be
admitted.
3.2.2. By the ICOS to VLIR-UOS

The ICOS check whether the application files are complete and comply with the eligibility criteria on
the basis of a checklist (annex 7 for the ICOS).

The ICOS provide an overview of all applicants for their respective university (annex 8 for the
ICOS).

All complete application files are grouped per university by the ICOS, and submitted to VLIR-UOS
before 17 March 2008, 5 p.m., in electronic copy and two original hard copies.

4. Selection procedure
4.1. Eligibility check

Before sending all timely received and complete application files to the Selection Committee Research
Scholarships, both the ICOS and the VLIR-UOS secretariat check them on compliance with the
eligibility criteria.

Application files that do not comply with all eligibility criteria or submission requirements, will not be
considered for selection. No exceptions can be made.
4.2. Selection Committee

The application files will be submitted for evaluation to the Selection Committee Research
Scholarships of VLIR-UOS. This Selection Committee will evaluate all application files and rank all
applications according to priority. Ranking will not be done per ICP or academic domain. All
applicants will compete with each other. Two lists will be made: a list of effectively selected
applicants and a reserve list of selected applicants for in case an effectively selected applicant does not
or cannot accept the scholarship.

This priority order is submitted for endorsement to the VLIR-UOS Bureau, which takes the final
decision as to awarding the ICP Ph.D. scholarships. A maximum of 10 scholarships can be awarded
every year. If there are insufficient high quality applicants, VLIR-UOS may award less than 10
scholarships.
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4.3. Selection criteria
4.3.1. At the level of the applicant

1. Scientific elements
- Academic curriculum;
- Research capacity, potential and skills;
- Knowledge of and experience with the subject of the research proposal;
- Experience in (a) developing country/-ies is considered an advantage;
- Language skills relevant to or necessary for the research.

2. Additional elements
There are no preferences concerning ICP or scientific domain. Some other elements may play a
role.
- Country of origin
The intention is to award half of the scholarships to applicants from countries in Sub-
Saharan Africa and other Least Developed countries.
- Gender
The participation of women in this Ph.D. programme is strongly encouraged. However, for
selection the quality of the applicant remains the principal factor.
4.3.2. At the level of the research proposal

1. The research proposal is to be original and innovative;
2. The research proposal is to be of high quality, clearly formulated and result-oriented. Special
attention must have been taken for the following aspects: formulation of null hypothesis,
methodology to be used, data collection and processing;
3. The research project should be feasible. It must be possible to complete the research within a
period of maximum 4 years, and in any case within a period not longer than the scholarship period
requested by the candidate, on the basis of the maximum period that he/she can be subscribed at
the Flemish university as a doctoral student with a doctoral grant, taking into account possible
previous doctoral grants (max. 4 years in total);
4. The research should be in line with the research agenda and expertise of the Flemish supervisor
and his/her unit;
5. The research should be highly relevant to development, by answering (an) identified need(s) in (a)
developing country/-ies;
6. The research proposal should clearly indicate in what way the interests/needs of all stakeholders
involved (local population, (local) authorities,) are taken into account;
7. The research proposal should clearly indicate to what extent and/or in what way the research
results that are envisaged can be applied in practice.
4.3.3. At the level of the referees

The specific choice of a referee is an important selection criterion. The profile of the referee as well as
his/her comments on the proposed Ph.D. research have a fundamental value during the selection
process.
4.3.4. At the level of the supervision

1. Resources Preference is given to research that is conducted in cooperation with a local research
unit that has no access to other resources to finance the proposed research.
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2. Local supervision There must be sufficient capacity and expertise at the local institution to allow
proper and competent supervision of the Ph.D. scholar.
3. Supervision by the Flemish supervisor There must be sufficient capacity and expertise at the unit
of the Flemish supervisor to allow proper and competent supervision of the Ph.D. scholar.
4. Sustainability Preference is given to proposals for which the local institutions guarantee that the
investment in people and knowledge will be valorised (recruitment of Ph.D.s, use of acquired
knowledge etc).

5. Funding

The following financial guidelines are applicable to the ICP Ph.D. scholars. All allowances and
payments mentioned below are to be accounted for on the budget of the Scholarships Programme of
the Flemish host university.
5.1. Allowances paid to the scholars

The amount is related to the country where the research is conducted: in Belgium or at the local
institution.

When residing in Belgium, the scholar will receive the following allowances by the Flemish
university:
1. A monthly allowance of 1.167 covering room and board, individual transport and personal
expenses
2
;
2. A monthly allowance of 59 per month for the spouse/official partner and per dependent child,
whether they stay in Belgium or not
3;

3. An installation fee of 500 at the start of the Ph.D. research in Belgium (non-recurrent payment);
4. A yearly fee of 750 for didactic materials and costs for conducting Ph.D. research (per academic
year);
5. A fee of 275 covering mailing costs of educational materials (non-recurrent payment).

When residing in his/her home country, the scholar will receive the following allowances by the
Flemish university:
1. A monthly allowance of 583,5 (50 % of the allowance when residing in Belgium) covering room
and board, individual transport and personal expenses
4
;
2. A family allowance of 29,5 (50 % of the allowance when residing in Belgium) for the
spouse/official partner and per dependent child, whether they stay in Belgium or not
5
.

The Flemish university will take care of the following payments:
1. One economy class return airline ticket per academic year, depending on the planning of the Ph.D.
scholar (home country Belgium home country);
2. Indirect travel costs: visa costs, notarisation or authentication costs of documents needed for visa
application, possible transit costs and costs needed for a medical certificate;
3. Tuition fee in accordance with the rate applied by the respective Flemish host university, as agreed
with VLIR-UOS;
4. Arrangements will be made by the Flemish university for insurance of the scholar for the period of
his stay in Belgium linked to the research period (max. compensation of 70 per month). The
insurance will cover medical insurance, accident insurance, third liability insurance and
repatriation.

2
These are the reference amounts, adjusted to the 2008 index. The amounts might be adjusted to the index annually.
3
4
5
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5.2. Payments to the unit of the supervisor (bench fee)

For every month the ICP Ph.D. scholar conducts full-time research in Belgium (with a maximum of 16
months), the research unit of the Flemish university will receive a bench fee of:
- 400 if the Ph.D. scholar is conducting research at a unit considered to be a financing category A
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=human and
social sciences)
- 500 if the Ph.D. scholar is conducting research at a unit considered to be a financing category B
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=exact
sciences);
- 600 if the Ph.D. scholar is conducting research at a unit considered to be a financing category C
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=applied and
(bio)medical sciences).

For every month the ICP Ph.D. scholar conducts full-time research in his or her home country, the
research unit of the local supervisor will receive a bench fee of:
- 400 if the Ph.D. scholar is conducting research at a unit considered to be a financing category A
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=human and
social sciences);
- 500 if the Ph.D. scholar is conducting research at a unit considered to be a financing category B
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=exact
sciences);
- 600 if the Ph.D. scholar is conducting research at a unit considered to be a financing category C
unit in accordance with the VLIRs Specific Agreement relating to Training Costs (=applied and
(bio)medical sciences).

By treating the Flemish and local research unit equally with respect to compensation of general costs
connected to conducting and supervising the research, VLIR-UOS wishes to confirm the
institutional character of the relationship between the two research groups, one in Flanders and one
in the South, in which the reinforcement of the research capacity of the local institution is the ultimate
goal. The payment of the grant to the local institution for every month that the Ph.D. scholar conducts
research locally is an extra incentive for the Ph.D. scholar to conduct his/her research primarily at the
local institution (cf. sandwich formula).

The local institution must provide guarantees in advance, however. On the one hand, the university
must confirm its agreement with and commitment to the Ph.D. research proposed; on the other hand,
the university must also guarantee that the funding provided in the form of a bench fee will be used
solely to cover the costs linked to the Ph.D. scholars research.
5.3. Allowances paid to the supervisor

The local supervisor can visit the Flemish University or the Flemish supervisor can visit the local
institution once a year. The local supervisor and the Flemish supervisor should agree among each
other who will make use of this possibility. VLIR-UOS takes into account the following costs for a
mission abroad:
- One economy class return airline ticket;
- A per diem
6
according to the country of destination with a maximum of 8 nights (list of per diems
in annex 5);
- Hotel expenses, based on the invoices, with a maximum of 8 nights (list of maximum hotel
allowances in annex 5).

6
The amount of per diemis calculated on the basis of the number of overnights abroad, multiplied with the amount of the per diemthat is
fixed for the country concerned. See annex 5.
12/13
CALL
8 November 2007

6. Follow-up and reporting
6.1. Reporting on scientific results

1. The ICP PhD scholar has to submit a progress report on his/her activities, accompanied by an
evaluation report by both supervisors, to the Selection Committee Research Scholarships of
VLIR-UOS before 1 J une 2010. In case the report is favourably assessed, the scholarship will
be granted for a second and final two-year term.

2. Within 6 months after the end of the second term, the scholar should submit to VLIR-UOS
either a final report or a Ph.D. thesis. The final report describes in a detailed and clear way the
results obtained during the first and second term. If useful, the scientific publications may be
integrated in their original form. The Ph.D. thesis should be sent to VLIR-UOS accompanied
by an official document testifying the successful defence. In any case, a final evaluation by the
two supervisors should accompany the final report or the Ph.D. thesis.

3. In case of premature termination, a report with an overview of the results obtained by the time
of termination should be transmitted to VLIR-UOS.
6.2. Financial reports

Financial reporting must be in accordance with the Specific Agreement relating to Scholarships. All
expenses, except the lump-sum payments, must be the object of invoices and vouchers. The originals
of these must be kept at the premises of the Flemish host university. The financial guidelines for the
Scholarships Programme determine what expenses are allowed and how they are to be accounted for.
Concrete instructions will be given by the Flemish host university to the scholar, on the basis of the
contract that VLIR-UOS will conclude with the Flemish university.

7. Timing

Timing Actor Action
8 November 2007 VLIR-UOS Launch of the call for applications for ICP
Ph.D. Scholarships 2008

See internal
deadline Flemish
university
Applicant Deadline for submission of the application
file by the applicants to the ICOS
15 March 2008 ICOS Deadline for submission of all Ph.D.
application files for the respective
university to VLIR-UOS

7 May 2008 Selection Committee Research
Scholarships
Selection of the applicants (no personal
defence by the applicants is foreseen)

J une 2008 Bureau VLIR-UOS Final decision on the selection

J une 2008 VLIR-UOS Notification to all applicants of the
outcome of the selection

13/13
CALL
8 November 2007

J une 2008-
September 2008
VLIR-UOS - Contracts
- Visa application
- Preparation of travel

1 October 2008 Selected Ph.D. cholars Starting date of Ph.D. research (in
Belgium)

1 J une 2010 Ph.D. scholar Deadline for submission of progress report
to VLIR-UOS

8. Application form and annexes

Annexes 1 to 6 are relevant to the applicant and are all mandatory.
- Annex 1: Application form
- Annex 2F: Recommendation letter by the Flemish supervisor
- Annex 2L: Recommendation letter by the local supervisor
- Annex 3: Assessment form for referees
- Annex 4: VLIR-UOS country list
- Annex 5: Maximum hotel allowances and per diem
- Annex 6: Contact details of the ICOS

Annexes 7 and 8 are for use by the ICOS only.
- Annex 7: Checklist for the ICOS
- Annex 8: Overview of the applicants

9. More information

Should you have any questions, please contact the ICOS of your university.
The responsible contact person at VLIR-UOS is:

Stefan Wellens
VLIR-UOS secretariat
Tel.: 02/289.05.56
Fax: 02/514.72.77
E-mail: stefan.wellens@vliruos.be
www.vliruos.be

VLIR

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VLIR-UOS call for applications

for ICP Ph.D. scholarships

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