Mobility grants for doctoral students of graduate schools of the Faculty of Arts and Humanities at the University of Tartu
Apply for mobility grants to participate on research-related online events!
The aim of this measure is to improve the quality and efficiency of doctoral studies, the precondition for which is following the principles of innovative doctoral training.
Graduate schools support research-related short-term mobility abroad and Estonia.
A short-term visit lasts up to 30 calendar days (including the time for travelling to the destination and back).
The departure and destination points of the travel have to be related to the conduct of research (the travel need not begin and end in the same place). Journeys beginning both in Estonia and abroad can be financed.
Visits eligible for application:
- Online events (seminar, course, summer and winter school, conference etc.)
- Research in libraries, archives, research centres; participation in fieldwork.
- Work with the (co)supervisor, research-related consultations.
- Participation in research-related training and events for graduate students (f.ex. summer schools).
- Other visits directly related to the student's research.
In substantiated cases, applications are admitted for making conference presentations or poster presentations, for participation at conferences. A precondition is that the application of the doctoral student for DoRa Pluss or Kristjan Jaak programme did not get financing (for the same event).
Doctoral students of the Faculty of Arts and Humanities at the University of Tartu can apply for grants from the graduate school where they are enrolled.
The graduate school cannot reimburse the expenses of external students.
The graduate school reimburses:
- travel expenses: flight, bus, train;
- insurance and visa expenses;
- participation fees of (online) events;
- daily allowances if the doctoral student is a staff member of the University of Tartu.
The graduate school does not reimburse the cost of social events at conferences, lunches and dinners, membership fees and excursions that are charged separately from the participation fee (excluding excursions related to research).
The graduate school cannot pay daily allowances if the doctoral student is not a staff member of the University of Tartu.
If the visit is related to participation in an event, it can include one day before and one day after the event. The necessity of a longer visit must be substantiated and certified.
Different short-term mobility grants and project financing from structural funds cannot be combined between one another (e.g. Kristjan Jaak scholarship, DoRa Pluss, centre of excellence, etc.).
NB! DoRa Pluss activity 1.2 (doctoral students mobility) can be combined with a short-term grant of the graduate school. In this case, the doctoral student has to inform the Archimedes DoRa coordinator about the short-term visit financed by the graduate school, and the doctoral student’s DoRa Pluss grant is reduced in proportion to the duration of the short-term visit.
DoRa scholarships for international doctoral students to study in Estonia have no restrictions for travel. The students can apply for short-term and long-term mobility grants and it does not affect their DoRa scholarship.
For details, please consult the program coordinator.
Applications can be submitted via Working Environment of Academic Mobility every month by the 20th. To log in, use your University of Tartu username and password.
A doctoral student can apply for a grant up to twice a year.
The maximum grant is 1500 euros per visit.
The mobility grants of graduate schools are based on actual expenses:
1) grants are paid according to invoices for services (addressed to the University of Tartu). Travel services have to be ordered using the public procurement of the University of Tartu.
2) the expenses paid by the receiver of the grant are reimbursed based on the travel report / expense report after the event.
A precondition for the mobility grant of the graduate school is self-financing – after the final sum of expenses eligible for support is known, self-financing of 5% has to be paid to the financial account of the graduate school. The notion of self-financing refers to another source of financing of the university that is not connected to a structural funds project, not to an extra financing on the part of the doctoral student. To pay the self-financing from the source indicated in the application, the senior specialist for research and development at the Dean's Office delivers an in-house invoice after the travel report has been submitted. To cover the self-financing, we recommend turning to your supervisor or head of the structural unit.
Non-eligible costs: bank transfer fees and VAT are not eligible from the graduate school.
To cover the non-eligible costs, we recommend turning to your supervisor or head of the structural unit. In case of non-eligible costs, please confirm with the keeper of the source of financing, if they agree to pay for those costs (and sum total).
If the university pays the visit expenses based on the invoice and the student cancels the visit, the student is expected to reimburse the expenses paid by the university from their own funds.
If the visit does not meet its objectives, the doctoral student does not submit the expense report on time, or part of the expenses incurred later prove to be not eligible for support, the graduate school is entitled to demand the reimbursement of the expenses.
To apply for the grant, one has to
- fill in the official application form in the Working Environment of Academic Mobility; confirmations by the supervisor, as well as the keeper of the source of financing are necessary. NB! Submit your application so early as possible, pay attention to the deadlines of the grant.
- describe the aim of the visit, its expected outcome and contribution to the completion of your studies. In case of independent work, a work plan has to be submitted. To participate in an event, please submit the programme of this event. Please find the detailed instructions in the working environment. The annexes of the application do not need to be signed separately.
The following criteria are considered when assessing the applications:
- the applicant is a doctoral student of the Faculty of Arts and Humanities of the University of Tartu, s/he is not an external student;
- the application has been filled correctly and has the required confirmations in the Working Environment of Academic Mobility;
- the aim of the visit is clear, the destination and work tasks are suitable, the reasoning is related to one or several objectives of the measure, and its connection with the essential needs of the research and its completion is strong;
- the budget of the application is well considered and reasonable;
- if the number of applications is high, the doctoral student’s earlier participation in the graduate school activities is taken into consideration.
If the doctoral student is also a staff member of the University of Tartu, a travel order has to be provided.
The travel order has to include the sentence:
“The travel complies with the objectives and plan of action of the University of Tartu ASTRA Project PER ASPERA (2014-2020.4.01.16-0027) and the graduate school.”
If the doctoral student makes a presentation or a poster presentation at an event, the notification requirements have to be fulfilled. Please see the next chapter.
If the doctoral student makes a presentation or a poster presentation at an event, the notification requirements have to be fulfilled. If notification requirements are not followed, the expenses of the visit are not eligible for support from the graduate school.
The opening slide of the oral presentation or the poster has to carry the logo of the European Regional Development Fund.
Instructions for using the logo, files for logos and templates for slides can be found at webpage.
The report consists of three parts:
If the doctoral student covers the expenses him-/herself and the graduate school reimburses them after the event, the expense report, expense documents, documents certifying the activities and the activity report have to be submitted.
If the University pays for the expenses according to the invoice, and the doctoral student does not incur more expenses, the expense documents, documents certifying the activities and the activity report have to be submitted.
The report is submitted in the Working Environment of Academic Mobility.
The doctoral student who is also a staff member of the University of Tartu has to submit the travel report within five working days after the end of the secondment.
The doctoral student who is not a staff member of the University of Tartu submits the report within seven days after the end of the visit.
Annexes to the expense report
All the expense documents of the visit have to be preserved; they have to be submitted together with the expense report to the program coordinator (Lii Lang, firstname.lastname@example.org, 737 5346).
Expense documents have to be submitted in original. Tickets, boarding passes, invoices, etc. have to be arranged chronologically; smaller documents have to be glued on an A4 sheet (please do not use the stapler).
An invoice must include the following data: invoice number, business name and address, register code, date of the invoice, name or description of the services, sum of the invoice, sum and percent of VAT.
If case of costs paid by bank card or transfer, the payment order or bank statement has to be added.
Documents to certify activities
If the objective of the visit is independent work, the main proof is the activity report where the main assignment and its result have to be described for each day.
If the objective of the visit is meeting the (co)supervisor or consultant, the exchange of emails about arranging the appointment or a confirmation letter in free form signed by the receiver or a signature sheet have to be added. In the activity report, the work tasks and results of each day have to be described.
If the objective of the visit is participation in an event, the program of the event has to be added to the activity report.
If the doctoral student participates in an event with a presentation or a poster presentation, s/he has to follow the notification requirements and submit the slides of the oral presentation or the file of the poster presentation after the visit with the activity report.
Along with the expense report, all doctoral students must submit an activity report, to the graduate school. The activity report explains the outcome of the visit in relation to the quality of research and the completion of studies.
If the visit is not connected with participation in an event, the work tasks and results of each day of the visit have to be described.