II.1.2. Establishing and strengthening cooperation with strategic partners – pilot programme 2

There is no closed list of strategic partner institutions of UW. According to the Programme rules, the partner institution is indicated by the organisational unit itself, while justifying its strategic importance to the unit/University. Existing/planned cooperation with a given institution should be described, including initiatives such as the creation of joint research teams, jointly applying for grants, the co-management of research and teaching centres, the creation of innovative curricula, and ideas for raising competencies, co-supervision, and exchanges of research, administrative, and technical staff. Attention should also be given to the sustainability of cooperation.

They may also be other institutions.

With the approval of the Head of the organisational unit, more than one application can be submitted in the competition, and the decision to award funding for more than one trip will be made by the Evaluation Committee.

If it is one trip involving more than one institution (e.g., which are located near each other) within one budget (of up to 50,000 PLN), yes. If it involves separate trips on different dates, a second application should be prepared.

The required documents include:

• an original application form for funding travel and subsistence costs, approved by the Head of the organisational unit, including a description of the strategic importance of the cooperation with the partner host institution;
• confirmation of acceptance from the partner host institution, with approval of the proposed dates and objectives of the visit (that may be a scan);
• a budget showing reasonable and eligible travel and subsistence costs, which does not exceed 50,000 PLN per application.

The application and a sample letter from the partner host institution comprise annexes to the competition information on the IDUB website.

No, there is no separate form for the budget. You should enter the calculations related to travel for all participants of the delegation in the application form (point 10). These calculations should be made in accordance with the rules on business travel which are in force at the University, on the basis of Ordinance No. 28 of the Rector of the University of Warsaw from 25 July 2011, on the introduction of the “Instructions on the detailed principles regulating the foreign trips of employees, doctoral students, and students of the University of Warsaw and the procedure for their settlement” and the Regulation of the Minister of Labour and Social Policy from 29 January 2013, on the receivables which an employee of a state or local government unit in the budgetary sector is entitled to, in the case of business travel. When traveling by car, Ordinance No. 61 of the Rector of the University of Warsaw from 4 August 2017, on additional verification of employees using official or private cars for business purposes at the University of Warsaw is applicable.

Yes, these individuals may also be non-academic/teaching staff at UW, and in justified cases, they may also be doctoral candidates/students of UW who are associated with the implementation of the project. They may also be people who are cooperating with the University on the basis of civil-law contracts. Their roles in the project should be described in the application form. If doctoral candidates/students are involved in the project, priority should be given to the possibility of obtaining funding specifically for doctoral/student travel as part of other IDUB or ZIP activities. The Programme is primarily intended for staff members.

Yes, but in that case the application must be signed with a qualified electronic signature.

The application must be signed by the Head of the organisational unit.

Criteria include the prestige of the partner host institution and its track record in the applicant’s field, the quality of the planned/past cooperation with the partner host institution, and the quality/sustainability of the envisaged joint initiatives.

Applications will also be subject to a formal assessment for completeness and compliance with the Programme Regulations.

Yes, changes like that are possible. However, they need to be approved by the IDUB Office, and under the condition that the allocated budget is not exceeded, and the date of the visit is within the Programme timeframe.

No. Project costs cannot exceed the budget indicated in the application and which were approved by the Programme Manager. In such a case, costs exceeding the awarded funding may be covered using the organisational unit’s own resources, or reductions in expenditures may be made.