RESEARCH DEPARTMENT

RESEARCH CO-ORDINATION OFFICE

SPECIAL RESEARCH FUND ANNOUNCEMENT 2020

DOCTORAL GRANTS FOR CANDIDATES FROM
DEVELOPING COUNTRIES
North-South “Sandwich”- type grants
Please consult the document “Announcement and application information”

Title of the doctoral

research
Ghent University
supervisor
Candidate &
country
Enclosures
To be sent by the □ Advice Ghent University supervisor (See:
Ghent University http://www.ugent.be/en/research/opportunities/phd/docos.htm)
supervisor
To be sent by the □ Statement of the partner university concerning guarantees on the PhD work
candidate at the partner university, the mobility scheme and the financial support at the
partner university
□ Copies diplomas1 and transcripts of records
□ Ranking among fellow students and/or percentile score
If applicable □ Document concerning ethical implications
□ Parallel applications
□ Own enclosures……………………
The application, drawn up on the required forms (and its enclosures) should
be submitted at the latest on 4 February 2020 at 23.59 (Belgian time)

 The application has to be submitted electronically to [email protected]

 (please use a pdf converted from the Word document and not a scanned pdf2)
 The document has to be named as followed: “surname candidate_ name
candidate_DOS_application”. Send the application form and annexes as separate PDF-files.
 When sending the application, please make sure the Ghent University supervisor and co-supervisor
are included in the e-mail, either as sender, or in CC.
 The deadline will be strictly respected; late or incomplete applications will be rejected without review.

1 In case the candidate is selected for the grant, legalized copies will be required for the admission and
registration procedure (more information on how to legalize a diploma:
https://www.ugent.be/en/teaching/admission/degreestudent/application/legalen.htm)
2 Via File < Export < Create PDF/XPS document

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PART I – DATA OF THE APPLICANT
1 ADMINISTRATIVE INFORMATION
1.1 Title of the doctoral research proposal

1.2 The candidate

Name, first name
Place of birth (city + country)
Date of birth
Sex
Nationality
Country of residence
Civil status
Home address
Home telephone
Current place of residence
Current position
Work telephone
E-mail address

1.3 Ghent University supervisor (only one allowed)

All applicants need the explicit commitment of a Ghent University professor who will act as the PhD
supervisor of their research. Without this support this funding application is not eligible and will be
rejected without review. Ghent University supervisors can support maximum 2 applications per call.

Name and first name

Date of birth
Institution(s) of appointment
please add % of appointment, type and duration
of the appointment
Departement
Department code
Address
Phone
E-mail
ORCID-ID3

3The Ghent University (co)supervisor is obliged to have an ORCID-ID (publically available). Those who do not yet have an
ORCID-ID can find more information on: https://www.ugent.be/orcid
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 Name administrative staff member that can be
contacted instead of the supervisor
E-mail
Phone

1.4 Ghent University co-supervisor (only one allowed)

Name and first name
Date of birth
Institution(s) of appointment
please add % of appointment, type and duration
of the appointment
Departement
Department code
Address
Phone
E-mail
ORCID-ID
Name administrative staff member that can be
contacted instead of the supervisor
E-mail
Phone

1.5 Supervisor at the partner university or research centre in the developing country
(obligatory)
The supervisor must have the authority to supervise PhD students and must hold a PhD degree.

Name, first name

Institution(s) of appointment
Function
Address
Phone
E-mail

1.6 Researcher involved in the project (if applicable)

Name, first name
Institution(s) of appointment

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 Function
Address
Phone
E-mail

1.7 Discussion in committee

Alfa Bèta Gamma

Request to have the proposal evaluated by a committee other than that to which the Ghent
University supervisors faculty is assigned (e.g. in the case of cross-faculty collaboration).
Only 1 Committee can be selected, it is not possible to discuss a proposal in 2 different
selection Committee’s.

1.8 Does the proposed research include possible ethical and/or biosafety issues and/or
processing of personal data?
experiments on human beings?
experiments on vertebrates?
processing of personal data (AVG/GDPR legislation)?

Has a positive ethical advice already been obtained?

yes (add one copy to the original project application form)
ethical advice is being applied for
ethical advice hasn’t been applied for yet
not applicable

Has the processing of personal data been registered in the register of processing activities?
yes
not yet
not applicable

Are genetically modified organisms involved?

Are biological, phytopathological and/or zoopathogenes involved?

Is an attestation concerning biosafety already available?

For information, see: http://www.ugent.be/nl/univgent/bestuur/welzijnmilieu/milieu/bioveiligheid

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 yes,SBB code (or AMV code) ……
attestation is being applied for
not applicable

1.9 Abstract of the research proposal (in Dutch and English)

Project title in Dutch:

Keywords in Dutch (your choice, at least 3):

Abstract of the proposed research project in Dutch (max. 60 words):

Project title in English:

Keywords in English (your choice, at least 3):

Abstract of the proposed research project in English (max.60 words):

1.10 Research field codes (at least one):

Please include at least 1 research field code. For the different codes, see
https://www.ugent.be/en/research/research-ugent/research-discipline.htm under “Disciplinary Subfield
L4”.

1.11 Data Management Plan

There is no need to add a Data Management Plan (DMP) to the current application but such a plan will
be required if the application is successful. In that case a DMP has to be added to the project file in
GISMO 6 months after the start of the co-funding at the latest. Questions about writing a DMP or the
templates can be addressed to [email protected].

1.12 Parallel applications

Supervisor
Proposed start and end dates
Title
Funding agency
Requested amount
Status of the application

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 Indicate whether the doctoral research application as a whole – or some part of it – has also been
submitted at BOF or at another funding agency. Answer the questions below:

1. Which researchers have contributed to the present project proposal? What is the contribution
of each of these researchers?
2. Are there any other research proposals that overlap partly or entirely with the present
proposal? If so, how do they overlap and what is the status of the other proposals? Is this
overlap (partly) the result of previous collaborations with other researchers?
3. In case of overlapping research proposals, why is additional funding applied for?
a. Is this to maximize the chances to receive funding? In this case the Research
Council can decide to award its funding conditionally, meaning that the funding will
only be granted if the parallel application is not successful. In that sense, the
information regarding the overlap of research proposals will have no influence on
the evaluation procedure itself. But if needed the research council will cancel the
selection or reduce the allocated budget to avoid funding the same project twice.
b. Or is the additional funding supplementary to the parallel funding applied for via another
funding program? In case both applications are successful: how will these budgets
complement one another, what will each budget be used for?

If necessary, copy and add the above section. Enclose a copy of each parallel application.

2 THE CANDIDATE
2.1 Studies
University studies, Deliberation data Results, marks or University + country
diplomas and/or (day, month, year) GPA + ranking
current studies (note among fellow
all years of study, with students and/or
complete and precise percentile score
designations and
details)

 Mention the global title of your studies (bachelor and master level) (not the titles of the individual
courses) and the results per degree (weighted marks or GPA).
 Add copies of all diplomas4 and certificates and the transcripts of records (in English).
 If possible, also mention your ranking among fellow students, providing a piece of evidence.
An exception is made if the university cannot provide this information but in that case a
statement (letter, email) from a lawful representative ((vice-)rector, (vice-)director, dean, ...) of
that university is needed, explaining that they cannot deliver the ranking and percentile score.
 If you are currently in the final year of your master degree studies, add the transcript of records
of the master courses you have completed so far.

4
At this stage these copies do not have to be legalized, but in case the candidate is selected for the grant, legalized copies will
be required for the admission and registration procedure (how to legalize a diploma:
https://www.ugent.be/en/teaching/admission/degreestudent/application/legalen.htm)
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Students who mention a GPA must always indicate the maximum score that can be obtained
(e.g. …/3, …./4, …/5) and must add an official attestation of the grading/credit system. Please
contact your university administration if needed.
Please note! Students with a Ghent university diploma do not have to add copies of their diploma or
study results (excluding interuniversity programs at Ghent university).
Incomplete applications will not be considered.
The study results have a major impact on the evaluation of the application. This means that applicants
need to prove that they are top students (in terms of study results). It is strongly recommended to
provide official documents (ranking among fellow students, percentile score….) to attest this. Only
when documents proving these results are added to the application, the evaluation committees will
have all the necessary information at their disposal to assess the academic quality of the candidates.

2.2 Research grants or positions after their university studies inside or outside Ghent
University
If candidates already had any paid research grants or positions after their university studies inside or
outside Ghent University, please mention them here (including any current position, stating whether this
position is renewable and whether the candidate has already applied to have it renewed. For example:
appointments as researcher, staff member, teaching assignments, …).
Mention the start and end date of each grant and position.
2.3 Other study/research activities
Please indicate other professional/research activities in between your studies and professional career
(if applicable)
Mention the start and end date of each grant and position.

2.4 Scientific/scholarly studies and/or experience outside the candidate’s homeland (Other
than those mentioned in the diplomas
Please do not mention attendances to international conferences.

2.5 Thesis (Master level)

Supervisor
Title
Year
University
Brief description of the thesis

2.6 Scholarly/scientific publications by the candidate

Categories A1 P1 A2 B1 B2 B3 C1 C2

Published

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 In press or
accepted
Sole author
(*)
First author
(*)(**)
Last author
(*)(**)
(*)Published, in press and accepted
(**)to be used for publications with two or more authors
List all publications, divided into the categories mentioned below and mention all authors of each
publication. For each category, order the publications chronologically and number them. Only mention
publications that are published, in press or accepted for publication. Also state expressly which
publications are in press or accepted for publication. To give equal opportunities to all candidates, no
bibliographic updates will be accepted after the deadline.
Scientific output of the candidate:
add pages if necessary
Web of Science
Articles - A1 (mention quartile, ranking and impact factor)
1.
2.
…
Conference proceedings– P1 (mention first and last page number)
1.
2.
…
Other
Articles – A2
1.
2.
…
Books – B1
1.
2.
…
Books – B2
1.
2.
…
Books – B3
1.
2.
…
Conference proceedings – C1 (mention the first and last page number)
1.
2.
…
Patents – C2
1.

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2.
…

3 THE DOCTORAL RESEARCH

3.1 Explain the proposed doctoral research with a bibliography of cited articles on maximum
3 pages (bibliography of cited articles excluded).

Use Arial, size 10 pt. Applications that do not respect this format can be considered as not
eligible.
No restrictions will be imposed relating to the fields of research, nevertheless preference will be given
to topics that are relevant for development (please do consider also section 3.3. when drafting the
research project).

3.2 Planning and time schedule of the doctoral research (max. ½ page)
Give a planning (in the form of a time schedule) of the activities related to the doctoral
research, clearly showing when the activity will be carried out and where (at Ghent
University or the partner institute).
Please indicate in this time schedule the research activity/per time frame and the place where this activity
will be performed (Ghent university or partner university/institution). These scholarships take the form
of a so called sandwich scholarship, the following mobility scheme is mandatory:
 Students need to start and end with a research stay of minimum 3 up to maximum 12
months in Ghent.
 The first research stay in Ghent needs to start between 1/10/2020 and 28/02/2021.
 At least 24 months of locally funded research stay in the South must be scheduled in
between the first and last research stay in Ghent.

 Students need to keep in mind that due to all practical arrangements (visa, housing, contract, …)
different (short) research stays can be time consuming for the student to manage.
 Students are obliged to pursue a Ghent University PhD degree, either as a single Ghent University
degree or as a joint PhD degree with the partner university in the South (in which case a joint PhD
agreement must be signed, see section 3.5). Please note that if students plan to defend their PhD at
their home university (South) their university will need to sign a joint PhD agreement with Ghent
University. Without a valid Joint PhD agreement students are always obliged to defend* their
PhD at Ghent University (North).

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 1/10/2020-xx/xx/xxxx xx/xx/xxxx-xx/xx/xxxx

WP1 North

WP2 South/

PhD North *
Defence

3.3 Information on the relevance of the proposal in relation to development issues (max. 1
page)
Describe the principles for relevance for development, as defined in the document “Announcement and
application information” pages 2-3, section “Objective” and “Admissibility”.
No restrictions will be imposed relating to the fields of research, nevertheless preference will be given
to topics that are relevant for development. Development relevance relates to “the extent to which the
objectives of a proposal are consistent with beneficiaries’ requirements, country needs, synergy
opportunities, global priorities and partners’ and donors’ policies.”5 Please make sure that this section
aligns with the proposed doctoral research project as described in section 3.1.Following operational
criteria can be taken into account:
 The proposal meets the needs of (direct and indirect) beneficiaries
 The proposal fits into at least one of the Sustainable Development Goals (SDG’s) 6 targeted by
the United Nations. These goals can be found on https://sustainabledevelopment.un.org/sdgs
 If applicable, the proposal takes into account its negative/positive environmental impact.
 If applicable, the proposal takes into account its negative/positive impact on the policy level
3.4 Motivation for PhD studies in relation to capacity building
On maximum ½ page.
Candidates must motivate their PhD studies in relation to the expected capacity building for the local
context in the South (institution, region, country, ..). Will the candidate be incorporated in a research
group in the developing country afterwards? And what are the possibilities for validation of the acquired
knowledge?
The information on the relevance of the proposal in relation to development issues has a major
impact on the evaluation of the application. Please make sure to complete this section.

5 VLIR-UOS Selection System – Policy and guidelines

6
More information on https://sustainabledevelopment.un.org/sdgs
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3.5 Type of doctoral degree
Ghent University PhD degree

Joint PhD at Ghent University and the partner

university:

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PART II – THE PARTNER UNIVERSITY OR RESEARCH CENTRE IN THE
DEVELOPING COUNTRY
1 GUARANTEES FOR THE DOCTORAL RESEARCH AT THE PARTNER UNIVERSITY
OR RESEARCH CENTRE (MAX. ½ PAGE)
The part of the research (24 months) that will be executed in the South must be funded (e.g. local PhD
scholarship or salary) by the partner institution in the South, or a(n) (inter)national government/funding
agency/partner institution (excluding Ghent University). It is not allowed to bring in research projects as
funding that include Ghent University as a partner (for instance VLIRUOS funded projects).
Mention which financial and practical measures are taken to guarantee that the candidate will be able
to conduct doctoral research at the partner university or research centre in the South. For example: will
the candidate have a research appointment or receive a PhD scholarship?
Students must have a fulltime scholarship/funding for the PhD research at the partner university
to be eligible for the UGent funding. Students who receive no funding at all for the PhD research at
the partner university in the South or who only receive a partial scholarship/funding (e.g. tuition fee
waiver or bench fee type of scholarship) from the partner university or third party are not eligible.
A written and signed statement of the partner university concerning this co-funding is required.
This statement should indicate the period and type of funding (minimum 24 months of fulltime
PhD scholarship or salary) that the candidate will receive when working on the PhD research at
the partner university or research center in the South.
The proposed mobility scheme (see mandatory mobility scheme, section 3.2 mobility scheme)
must be incorporated in this letter.
This statement must also guarantee that the candidate will be sufficiently exempted from
teaching or other assignments. Applicants are allowed to dedicate maximum 10% of their time
(fulltime appointment) to other tasks (teaching and other tasks) while working on their PhD research at
the partner university in the South.

If the financial support in the South proves to be insufficient to execute the research in the South/ is
terminated early or if the candidate does not receive sufficient time in the South to fully focus on the
PhD research, Ghent University can decide to cancel the scholarship at any time.
See the final page of this application form for a suggested template for this co-funding statement.

2 CONTRIBUTION OF THE SUPERVISOR AT THE PARTNER UNIVERSITY OR

RESEARCH CENTRE TO THE PHD RESEARCH (MAX. ½ PAGE)

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3 QUALIFICATIONS AND SCIENTIFIC OUTPUT OF THE SUPERVISOR AT THE
PARTNER UNIVERSITY OR RESEARCH CENTRE
ANNEX 1. TEMPLATE CURRICULUM VITAE – 2 pages CV
The supervisor has to attach an CV in English as an annex to this application. The CV should
include a standard academic and research record. The structure of the CV may be modified. Any
research career gaps and/or unconventional paths (due to for example maternity leave, sick leave,
etc..) should be clearly explained so that they can be fairly assessed.
Suggested template for the CV:
 PERSONAL INFORMATION

Family name, First name:

Researcher unique identifier (ORCID):
Date of birth:
Nationality:
URL for website:

 EDUCATION

200? PhD or ‘Habilitation’:

Title of the dissertation:
Grade obtained (e.g. “distinction”):
Name of Faculty/ Department, Name of University/ Institution, Country
Name of PhD Supervisor:
199? Master:
Grade obtained (e.g. “distinction”):
Title of the master thesis:
Name of Faculty/ Department, Name of University/ Institution, Country

 CURRENT AND PREVIOUS POSITION(S)

201? – Ongoing Current Position:

Name of Faculty/ Department, Name of University/ Institution, Country
200? – 200? Position held:
Name of Faculty/ Department, Name of University/ Institution, Country
200? – 200? Position held:
Name of Faculty/ Department, Name of University/ Institution, Country

 FELLOWSHIPS AND AWARDS

200? – 200? Name of Faculty/ Department/Centre, Name of University/ Institution, Country

200? Award received for xx from Name of Institution, Country

198? – 199? Scholarship, Name of Faculty/ Department/Centre, Name of University/ Institution, Country

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  SUPERVISION OF GRADUATE STUDENTS AND POSTDOCTORAL FELLOWS

200? – 200? Number of Postdocs/ PhD/ Master Students

Name of Faculty/ Department/ Centre, Name of University/ Institution, Country

 TEACHING ACTIVITIES (if applicable)

200? – Teaching position – Topic, Name of University/ Institution, Country

200? – 200? Teaching position – Topic, Name of University/ Institution, Country

 ORGANISATION OF SCIENTIFIC MEETINGS (if applicable)

201? Please specify your role and the name of the event, Country
200? Please specify type of event / number of participants, Country

 INSTITUTIONAL RESPONSIBILITIES (if applicable)

201? – Faculty board member, name of University or Institution, Country

201? – 201? Graduate Student Advisor, Name of University/ Institution, Country
200? – 200? Member of the Research Council, name of University or Institution, Country
200? – 200? Member of a Committee; role, Name of University or Institution, Country

 COMMISSIONS OF TRUST (if applicable)

201? – Scientific Advisory Board, Name of University or Institution, Country

201? – Member review Board, Name of University or Institution, Country
201? – Review panel member, Name of University or Institution, Country
201? – Editorial Board, Name of University or Institution, Country
200? – Scientific Advisory Board, Name of University/ Institution, Country
200? – Reviewer, Name of University or Institution, Country
200? – Evaluator, Name of University/ Institution, Country

 MEMBERSHIPS OF SCIENTIFIC SOCIETIES (if applicable)

201? – Member Research Network “Name of Research Network”

200? – Associated Member, Name of Faculty or Department, Name of University or Institution, Country

200? – Founding Member, Name of Faculty or Department, Name of University or Institution, Country

 MAJOR COLLABORATIONS (if applicable)

Name of collaborators, Topic, Name of Faculty, Department or Centre, Name of University or Institution, Country

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  CAREER BREAK(S) (if applicable)

Exact dates Please indicate the reason and the duration in months.

ANNEX 2. ACHIEVEMENTS TRACK RECORD

Please attach a list of achievements reflecting the track record of the supervisor in English as mentioned
in the template.
The obligatory elements A, B and C together are limited to max. 2 pages. There is no limitation for
elements D, E, F, G.

A. Scientific leadership: Please indicate arguments and evidence for scientific leadership
(obligatory).

Scientific leadership refers to a person’s ability to pursue scientific questions independently,

confidently and creatively, combined with an ability to inspire others towards a common vision. This
requires good personal relations within a team with room for critical reflection. It is manifested through
a range of tasks such as managerial duties; project coordination and the supervision of others - and
through less tangible activities such as independent critical thought, balancing individual and group
objectives, and contributing to a university’s mission.

B. Impact: Please indicate what has been the impact (academic and/or economic and/or societal) of
the promotor in scientific work so far (obligatory).

Academic impact is the demonstrable contribution that excellent research makes in shifting
understanding and advancing scientific method, theory and application across and within disciplines.
Economic and societal impact is the demonstrable contribution that excellent research makes to
society and the economy, and its benefits to individuals, organizations and/or nations.

C. 5 major publications (obligatory)

In major international peer-reviewed multi-disciplinary scientific journals and/or in the leading

international peer-reviewed journals, peer-reviewed conferences proceedings and/or monographs
and any translations thereof of their respective research fields, highlighting those as main author or
without the presence as co-author of their PhD supervisor (properly referenced-including all authors-
field relevant bibliometric indicators may also be included); preprints are also acceptable.
Explain why you have chosen these publications and describe the innovative character of each
publication. What is the expected research impact (scientific and/or economic and/or societal)? If the
publication has several authors, please explain your specific contribution to the research mentioned
in the publication.

D. Granted patent(s) (if applicable)

E. Invited presentations to internationally established conferences and/or international

advanced schools (if applicable)

F. Prizes/Awards/Academy memberships (if applicable)

G. Other (if applicable)

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PART III. QUALIFICATIONS OF THE PROPOSED GHENT UNIVERSITY
RESEARCH GROUP (TO BE FILLED OUT BY THE (CO-) SUPERVISOR)
1 CONTEXT AND STRATEGY OF THE GHENT UNIVERSITY RESEARCH GROUP(S)
RELATING TO THE DOCTORAL RESEARCH

2 SCIENTIFIC OUTPUT PER GHENT UNIVERSITY (CO-)SUPERVISOR

2.1 Link to the academic bibliography ‘biblio’
For the Ghent University (co-)supervisor, give the link to the bibliographic data in biblio. It is not
necessary to download the file and add it to the application. Just add the UGent ID code to the link
(replace the red part in the link).
Reviewers who want to consult the academic bibliography of an applicant have to copy the completed
link below in their browser.
https://biblio.ugent.be/person/UGent ID code/bof

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Add the Official letter heading of the university/research institution
To Ghent University
President of the Research Council
c/o Research Co-ordination Office,
Sint-Pietersnieuwstraat 25, 9000 Gent, Belgium
(Please use/change this template if needed)
This statement should indicate the period and type of funding (fulltime PhD scholarship or salary) that
the candidate will receive when working on the PhD research at the partner university or research
center in the South. At least 24 months of locally funded research stay in the South must be
scheduled in between the first and last research stay in Ghent. Please include the proposed mobility
scheme (see mandatory mobility scheme, section 3.2 mobility scheme) in this letter.
Describe also for which tasks the candidate will be exempted when working at the PhD research at
the partner university in the South. Applicants are allowed to dedicate maximum 10% of their time
(fulltime appointment) to other tasks (teaching and other tasks) while working on their PhD research
in the South.
Please note that candidates will receive a full research contract and salary while staying in at Ghent
University. Candidates cannot receive their salary in the South while staying in Ghent.
Candidates must have a fulltime scholarship/funding for the PhD research at the partner university to
be eligible for the UGent funding. Candidates who receive no funding at all for the PhD research at
the partner university or who only receive a partial scholarship/funding (e.g. tuition fee waiver or bench
fee type of scholarship) from the partner university or third party are not eligible.
A (paid) leave of absence for the period of research in Ghent is not considered as sufficient co-
funding.

The XX university/institution confirms that Mr/Ms XX is staff member/researcher/PhD student (or….) at

XX University, faculty XX.
Currently, Mr/Ms XX …(describe the current professional or educational activities).
Mr/Ms xx (will) receive(s)(d) a PhD scholarship/salary when working on his/her PhD at XX university
(=partner university in the South) between xxx( date) xxx until (date), see the following mobility scheme:

1/10/2020-xx/xx/xxxx xx/xx/xxxx-xx/xx/xxxx

WP1 North

WP2 South/

PhD North
Defence

As a staff member/PhD scholarship holder at XX university Mr/ Ms XX will be sufficiently exempted from
teaching or other assignments as to be able to fully concentrate on his/her PhD research.

Signature of Rector/Vice-Chancelor, Dean, …or lawful representative

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