Regulations for Grant for participation in a conference abroad

GENERAL REGULATIONS

The General Regulations apply.

Detailed information, full regulations and forms are available online. 
Any additional information can be obtained from the secretariat of the Research Foundation - Flanders, Egmontstraat 5, 1000 BRUSSELS, tel. +32 (0)2 512 91 10.

GRANT FOR PARTICIPATION IN A CONFERENCE ABROAD

Art. 1.

§1 Candidates for a Travel Grant(*) for participation in a conference abroad must, throughout the entire period of their stay, be affiliated to

  • a university in the Flemish Community (including the academic programmes within the corresponding association), or to
  • a federal or Flemish scientific institute as scientific staff of the Dutch-speaking community of, or to
  • a university hospital in the Flemish Community as scientific staff, or to
  • a hospital with an academic character recognized as research center in the Flemish Community as scientific staff.

§2 PhD candidates must have obtained their master's degree (**) in one of the member states of the European Economic Area (EEA) (***) or Switzerland. In all other cases, candidates must have held an appointment of at least 50% at one of the institutes referred to in Art 1 §1 for a period of at least one year, immediately preceding the start of the grant.

For postdoctoral level candidates Art 1 §2 does not apply. 

(*) French nomenclature: Bourse de voyage du Fonds de la Recherche Scientifique - Flandre (FWO). 
German nomenclature: Reisestipendium des Fonds für Wissenschaftliche Forschung – Flandern (FWO). 
Dutch nomenclature: Reiskrediet van het Fonds Wetenschappelijk Onderzoek - Vlaanderen (FWO).

(**) With the exclusion of master-after-master diplomas as described in the Higher Education Register.

(***) The EU countries plus Iceland, Norway and Liechtenstein.

Art. 2.

To be eligible for a grant for participation in a conference in one of the member states of the EEA or Switzerland, researchers must have at least one peer-reviewed publication (included in Web of Science or the VABB-SHW lists); for a grant for participation in a conference in countries outside Europe, they should preferably have three or more peer-reviewed publications.

Art. 3.

All PhD and postdoctoral FWO Fellows and holders of a Doctoral (PhD) grant strategic basic research (SB) cannot apply for a travel grant for participation in a conference in one of the member states of the EEA or Switzerland, since they already receive a bench fee that can be used for these purposes.

They are, however, eligible to apply for a grant for participation in a conference outside Europe.

Art. 4.

Applications for travel grants must be submitted online in English no later than 3 months prior to the departure date. This submission deadline is strictly binding.

Art. 5.

A researcher can be awarded a maximum of two travel grants (for a conference, course, workshop and/or short study visit within or outside Europe per civil year. 

Art. 6.

Applicants must indicate any grants obtained from or applied for with other Belgian or foreign authorities for the same purpose. Applicants must notify the FWO of the outcome of grant applications submitted to other authorities for the same purpose.

Art. 7.

Applications from Academic Assistant Staff and Special Academic Staff must be accompanied by the advice of the head of department/supervisor. Late submission of this advice will result in the application being declared ineligible.

Art. 8.

The competent executive board has to be informed about the submitted application. 

Art. 9.

The allowances cover the round-trip travel costs from Brussels to the place of the conference. They are personal and cannot be transferred.  

Art. 10.

Insofar as the budget allows, grants are awarded only for conferences of a purely scientific nature, featuring speeches and discussions of original contributions or reports. These are conferences organised by recognised scientific societies or associations. 

Art. 11.

The allowances are in principle awarded only to researchers with an academic master's degree who have undertaken original research and will deliver a speech at the relevant conference.

Art. 12.

Applications for such grants must be supported by a summary of the speech.

Art. 13.

If the speech at the conference is to be presented jointly by two or more researchers, only one shall be able to apply for a grant.  The proof of acceptance of the speech must bear the name of the applicant; if not, the author to whom the official acceptance is sent, must confirm that the applicant will give the speech.

Art. 14.

Beneficiaries must send a concise report on their participation in the scientific conference to the FWO within three months of their return to Belgium.

RULES OF APPLICATION

Art.15.

Travel costs

Upon allocation of the grant, the beneficiary books the trip at the FWO authorised travel agent, presenting the official original allocation letter. 

  • By plane: economy class
  • By train: cheapest fare

The invoice is sent directly to the FWO.

When travelling by car, the beneficiary receives a mileage allowance of maximum €800.00.

The beneficiary is automatically covered by a travel accident insurance with AIG. To this end, he/she must fill in the form ‘notification stay abroad’ (available at www.fwo.be).

 

31/5/2017

Note: the English version of the regulations are only a translation and have no legal force.