Mobility grants for supervisors

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

Apply for mobility grants to participate on online events!
 

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 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:

  • Online events (participation on events together with the doctoral student or to improve the supervisor skills)
  • Visits together with the doctoral student (participation at conferences, basic research, etc.);
  • Visits to the official (co)supervisor of the doctoral student, together with the student;
  • Visits related to the improvement of supervisor skills (trainings, summer and winter schools, etc.).

2. For whom are the grants meant?

Supervisors of doctoral students of the Faculty of Arts and Humanities at the University of Tartu can apply for grants from the graduate school, if at the time of the visit their doctoral student is a member of a graduate school of the Faculty.

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 (online) events;
  • daily allowance.

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).

If the visit is related to participating at 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 (e.g. DoRa Pluss, centre of excellence, etc.).

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

Applications can be submitted every month by the 20th via Working Environment of Academic Mobility.

A supervisor can apply for a grant no more than once 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. 

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. 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.

Non-eligible costs: bank transfer fees and VAT are not eligible from the graduate school.

If the visit does not meet its objectives, the supervisor does not submit the travel 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.

6. Application form

To apply for the grant, one has to

  • fill in the official application form, confirm in the Working Environment of Academic Mobility; confirmation by the financial account holder is necessary;
  • describe the aim of the visit and its contribution to the improvement of quality and efficiency of doctoral studies (up to 2000 characters). In case of independent work, a work plan has to be submitted. To participate at 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.

7. Assessment of applications 

Applications are to be submitted every month by the 20th. The decision-making body of the graduate schools reviews the applications at the end of every month.

The following criteria are considered when assessing the applications:

  • the applicant is a staff member of the Faculty of Arts and Humanities at the University of Tartu, at the time of the visit s/he is a supervisor of a doctoral student who is a member of a graduate school;
  • the application has been filled correctly;
  • the aim of the visit is clear and connected to the objectives of the measure, the destination and work tasks are suitable, and the visit contributes to the improvement of quality and efficiency of doctoral studies;
  • the budget of the application is well considered and reasonable.

8. Before visit

A staff member of the University of Tartu has to provide a travel order. 

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.”

9. Notification requirements

If the supervisor has a presentation or a poster presentation, the notification requirements have to be fulfilled. The opening slide of the oral presentation and the poster have to carry the logo of the European Regional Development Fund.

Instructions for using the logo, files for logos and templates for slides.

If notification requirements are not followed, the expenses of the visit are not eligible for support from the graduate school.

10. 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 supervisor covers the expenses him-/herself and the graduate schools 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 via invoice, and the supervisor does not incur more expenses,

1) travel order has to be available by the time the invoice is to be paid for;

2) travel report has to include boarding passes, documents certifying the activities and the activity report.


Travel report

A staff member of the University of Tartu has to submit the travel report within five working days after the end of the travel.


Annexes to the travel report

Expense documents

All the expense documents of the visit have to be preserved; they have to be submitted together with the travel report to the programme 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!).

In case of costs paid by bank card or transfer, the payment order or bank statement has to be added.

Expense documents that are issued electronically can be attached in the travel workflow.

Documents to certify activities

If the objective of the visit is basic research, 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 of the doctoral student, the exchange of emails about arranging the appointment or a confirmation letter 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 programme of the event has to be added to the travel report. If the supervisor participates in an event with a presentation, s/he has to follow the notification requirements and after the visit submit the slides of the oral presentation with the activity report.

Activity report

Along with the travel report, all supervisors must submit an activity report in free form, up to 5000 characters, to the graduate school. The activity report explains the connection of the visit to the objectives of the measure and its results in relation to the improvement of quality and efficiency of doctoral 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.

The activity report has to be submitted within five working days after the end of the travel to the programme coordinator via e-mail (lii.lang@ut.ee)