Mobility grants for doctoral students

Mobility grants for doctoral students of graduate schools of the Faculty of Arts and Humanities at the University of Tartu

Mobility grants deadlines:
20th each Month (except July)

 

1. For which purposes can the grants be applied?

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 to foreign countries and Estonia.

A short-term visit lasts up to 30 calendar days (including the time for travelling to the destination and back).

Visits eligible for application:

 

  • Research in libraries, archives, research centres; participation in fieldwork.
  • Work with the (co)supervisor, research-related consultations.
  • Participation in training related to the research 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. In particular, this concerns doctoral students whose applications for DoRa Pluss or Kristjan Jaak programme did not get financing.

2. For whom are the grants meant?

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 students on academic leave and external students.

The student on academic leave has no right to carry out the curriculum (including to get a mobility grant), excluding when s/he is:

1) a person with a moderate, severe or profound disability or

2) a parent or guardian of a child younger than three years or

3) on academic leave due to conscription or alternative service.

3. Which expenses can be covered by the grant?

The graduate school reimburses:

  • travel expenses: flight, bus, train;
  • insurance and visa expenses;
  • accommodation;
  • participation fees of 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.

4. How to apply and how the grant is calculated?

Applications can be submitted via Working Environment of Academic Mobility until the budget is exhausted.

A doctoral student can apply for a grant no more than twice a year.

The maximum grant is 1500 euros per visit.


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.


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. The form of the travel price request can be found here: https://www.is.ut.ee/is/reisiparing

and/or

2) the expenses paid by the receiver of the grant are reimbursed based on the expense report after the event.

5. Self-financing and possible non-eligible costs

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.


 

APPLICATION FORM

To apply for the grant, one has to

  • describe the aim of the visit, its expected outcome and contribution to the completion of your studies (up to 2000 characters). 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.

ASSESSMENT OF APPLICATIONS

Applications are admitted throughout the year. The decision will be made within a month (please plan your travel at least two months ahead!). The decision-making body of the graduate schools meets at the end of every month.

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 or on an academic leave (excluding the exceptions listed in § 22, subsection 10, of the Universities Act); 
  • the application has been filled correctly and has been approved by required parties;
  • the aim of the visit is clear, the destination and work tasks are suitable, its connection with the essential needs of the student's research and the completion of their studies is strong;
  • the budget of the application is well considered and reasonable;
  • if the number of applications is great, the doctoral student’s earlier participation in the graduate school activities is taken into consideration.

 

BEFORE VISIT

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.


 

REPORTING

The report consists of three parts:

1) expense report,

2) annexes to the expense report (expense documents and documents certifying the activities),

3) activity report.

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.

Expense report

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

Expense documents

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, lii.lang@ut.ee, 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).

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 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.

Activity report

Along with the expense report, all doctoral students must submit an activity report in free form, up to 5000 characters, 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.

 

 

 

Contact

Lii Lang, lii.lang@ut.ee, 737 5346, program coordinator