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Research stays abroad

Information on foreign universities

Where can I find a list of the partner universities of the Viadrina?

A comprehensive list of the partner universities of the Viadrina can be found here.

Is it possible to make a research stay abroad at an institution that is not a partner university of the Viadrina?

Yes. It is possible to make a research stay abroad in an institution that is not a partner university of the Viadrina. The guest institution should reflect your area of research and must be included in your application.

Funding Lines

What funding lines does the VIP offer?

As a PhD student of the Viadrina, these are the funding lines that are available to you:

Application

How do I apply to the VIP?

Please consult the instructions for application for the VIP. For a research stay abroad (max. 3 months) please consult the current call for applications for a detailed description of the required paperwork. Also be aware of the application deadline of the current call for applications as applications received after this date cannot be accepted

I want to undertake research abroad for less than 3 months. Can I still apply for a research stay abroad (max. 3 months)?

Yes. It is possible to make a research stay abroad for less than three months.

Is it possible to make a research stay abroad for a country for which I hold citizenship?

Yes. It is possible to make a research stay abroad in a country for which you hold citizenship. However it is important that your choice of country be relevant to your research and the relevance is clearly demonstrated in your application. In addition you must bring proof that you are a PhD student of the Viadrina.

Which language skills do I need to apply for the VIP?

It isn’t necessary to submit any language certificates in your application to the VIP. However, please inform yourself of the language requirements of the institution in which you wish to stay.

Which documents do I need to include in an application to the VIP?

In addition to a letter of invitation from the relevant institution, it is necessary to include a report from your supervisor, an outline of your dissertation, including the format and schedule (max. 5 pages), a letter of motivation (max. 3 pages), a detailed timetable of the research stay abroad, proof of a completed university degree and proof of a PhD study at the Viadrina. Please follow the link current call for applications for an exact breakdown of the required documents.

How do I obtain a letter of invitation from a university lecturer or a lecturer from the guest institution?

It is necessary to have a letter of invitation for an application to the VIP. Visit the website of the guest institution to inform yourself of the chairs or lecturers that are relevant to your area of research. Please contact the relevant professors with regards to a research stay of max. 3 months. Please include your CV and a breakdown of the topics of your research.

What should be included in the letter of invitation from the guest institution?

There a no fixed requirements as to what should be included. However, it is recommended that the letter include:

  • Name and university of the PhD student
  • The research topics of the PhD student
  • Schedule of the planned research stay
  • Goals of the planned research stay
  • Scope of supervision of the inviting professor

Please click „Downloads“ for guidelines on how to compose a letter of introduction to the inviting institution. Be aware that the offer of a work place from the guest institution is not necessary for a successful application to the VIP.

I want to make research stays in multiple institutions. Do I have to include an invitation from each institution in my application to the VIP?

Yes. When you wish to make research stays, for a longer time, in multiple institutions, you should include an invitation from every institution in your application. If in doubt, please ask the project coordination if this is necessary in your particular case

Should the written assessment from my supervisor be sent directly to the VIP?

Please include the written assessment from your supervisor and your letter of invitation directly into your application for a research stay. It isn’t necessary for the supervisor to send the report separately. Please be aware, however, that the report from your supervisor must be signed.

What information should I include in my letter of motivation?

Your letter of motivation for a research stay abroad should not exceed three pages. Include your reasons for a research stay at this particular institution. Describe your planned activities and explain how they are relevant to your PhD and how they serve your desired networking goals. When composing your cover letter always bear in mind the Goals of the VIP.

What is meant by a “detailed timetable” of my research stay abroad?

A detailed timetable includes the planned activities for your research stay abroad (i.e. participation in colloquia or seminars) and this should be included in your application. The timetable can be submitted in the form of a spreadsheet or a timeline. When creating your timetable please be aware of the Goals of the VIP.

As proof of a completed university degree must I include an official, notarized translation of my original certificate?

If you have an official, notarized translation of your original certificate you are welcome to include it. Although a copy of your original certificate in a European language is sufficient. If in doubt as to whether your university degree certificate is sufficient for your application please contact the Project Coordination of the VIP.

Should I submit my application for a research stay abroad in English or German?

You can apply in English or German. Application forms and reports can be found, in English or German, on the VIP website under "Downloads". Please choose the language that is most appropriate for you (also your supervisor) and that most effectively represents your research stay abroad.

Can I apply at any stage of my study or am I restricted to a certain time frame?

No. It is possible to apply to the VIP at any point of your study. However the research stay abroad should have relevance with regards to your PhD and this relevance should be explained in your application. The application should be made during your PhD as support for Postdocs is not possible.

In what form should I send my application?

Please send your application by email in 1 PDF file (max. 2MB) to the Project Coordination of the VIP (ipid-programm@europa-uni.de). It is not necessary to apply by postal mail.

Funding

What is included in a fellowship for a research stay abroad?

The VIP-Fellowship for a research stay abroad (max. 3 months) is comprised of a subsistence allowance. The amount of the allowance is dependent on the length of stay and the location(s) of the planned research stay. You can find a detailed overview of these amounts under “Downloads”. In addition to this a fellow will also receive a one-time travel allowance. The amount of this travel allowance is dependent on the destination(s) and it can also be found under “Downloads”.

I currently receive a grant for my PhD from the Viadrina or an outside institution (i.e. foundation or endowment). Can I still apply for a fellowship or must I suspend my grant for the duration of my research stay abroad?

Since this is a fellowship intended to cover costs for a research stay abroad it is not necessary to suspend the grant for your PhD from the Viadrina or external institution (i.e. foundation or endowment). Therefore it is possible to receive a combination of funding. It is only in the case that your PhD grant is specifically for a research stay abroad that further financing from the VIP is not possible. So a fellowship can only be awarded when you are not receiving additional grants for the same purpose and duration.

In the leaflet describing travel allowances to/from Germany a distinction is made between the east and west of the USA, Canada and Russia. Where is the distinction made in each individual country?

An exact division of the East and West of the USA, Canada and Russia can be found in the leaflet describing the travel allowances to/from Germany.

I am currently receiving a grant for a research stay abroad. Can I still apply for a VIP fellowship?

That depends on the type of grant. Should the grant include a travel allowance as well as a monthly fellowship for your planned research stay abroad then, unfortunately, it is not possible to apply for a VIP-Fellowship. A fellowship from the VIP can only be applied for when you are receiving no other support for the same purpose and duration.

Can I apply for additional child support from the VIP?

Unfortunately the VIP cannot provide child support. However there is the possibility to apply to the Family Representative of the Viadrina for child support for children, foster children or dependant children living under your roof. Further information concerning child support for international PhD students can be found at the Family Representative of the Viadrina (familienbeauftragte@europa-uni.de).

Selection of Applicants

How are applicants for the VIP selected?

After the deadline for applications has past, all applications will be forwarded to The Commission for the Appropriation of Funds within the Field of Research and Graduate Education of the Viadrina. The commission will then review all applications and will make their decision based upon the criteria and goals of the VIP.

Are all applications assessed at the same time after the application deadline has past or is the awarding of fellowships carried out consecutively?

After the application deadline all applications are collected and forwarded to The Commission for the Appropriation of Funds within the Field of Research and Graduate Education of the European University Viadrina. The time of application plays no role in the selection procedure as long as the application is submitted before the application deadline. There is no ongoing selection process.

When can I expect to receive a decision?

The project coordination will send you an email to confirm that they have received your application. This email will also contain an estimated date for the decisions to be made.

Research stay abroad

In which parts of the year can I make a research stay abroad (max. 3 months)?

In principle it is possible to make a research stay abroad at any time of the year. The exact time of year for the research stay abroad should be arranged with the guest institution

I have a confirmation for a research stay abroad (max. 3 months) from the VIP. Is it possible to postpone the stay to another time?

A postponement for a planned research stay is possible with the consent of the inviting guest institution and the VIP project coordination, although the postponement must be within the same calendar year. A postponement to another calendar year is not possible. In this case you must re-apply.

I have a confirmation for a research stay abroad(max. 3 months) form the VIP. Can I change my research stay to different institution than the one stated in the application?

This is not possible. The confirmation of support from the VIP is only valid in connection to the guest institution stated in the original application. If you wish to make a research stay abroad at a different institution you must re-apply.

Insurance

Is insurance included in the fellowship for a research stay abroad?

No, insurance is not included in the fellowship for a research stay abroad. You must provide the insurance yourself. As a fellow of the VIP that is promoted by the German Academic Exchange Service (DAAD) and funded by the Federal Ministry of Education and Research (BMBF), however, you have the possibility to insure yourself through the DAAD-Insurance. („DAAD-Versicherung“).

Accomodation

Are the costs for my accommodation during my research stay abroad already included?

The costs for accommodation during your research stay abroad must be paid from the fellowship. For accommodation options please talk to the guest institution. Finding accommodation must be undertaken by you. If the cost for the accommodation exceeds the subsistence allowance this difference must be paid by you. An increase in the fellowship is not possible.