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

Call for competition

  • Name: Programme of visits to strategic partner institutions – co-financing for travel and subsistence costs (pilot programme)
  • Objective: establish or strengthen cooperation of strategic importance by the UW with strategic partner institutions, serving, inter alia creating joint scientific teams, jointly applying for grants, co-managing research and teaching centres, creating innovative curricula and improving competences, joint thesis supervision, and exchanging scientific, administrative and technical staff
  • Applicant: representatives of the University of Warsaw, appointed by the entity applying for financing
  • Competition announcement date: 01.09.2022
  • Starting date of the call for applications: 05.09.2022
  • End date of the call for applications: 31.10.2022, 16:00 02.11.2022, 16:00
  • Competition budget: 1 500 000 PLN
  • Project budget: max. 50 000 PLN
  • Form of submitting applications: in person or by post (date as postmarked) to the following address: International Relations Office UW, Krakowskie Przedmieście 26/28, in the former BUW library building, room No. 207 or by e-mail to international@adm.uw.edu.pl
Terms and ConditionsFAQResults

Programme of visits to strategic partner institutions – co-financing for travel and subsistence costs (pilot programme)

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Errata 28.09.2022
1. In the wording of the rules and the annexes, the provisions concerning the acceptance of documentation given by

head of the teaching unit/the head of the organisational unit (when the type of unit is other than a teaching unit)

has been changed to given by

Dean/head of organisational unit

2. The closing date for the call for applications has been changed to 02.11.2022, 16:00.

The current version of the documentation is available below.

1. Objective of the Programme

Providing opportunities for representatives of the University of Warsaw units to visit strategic partner institutions of the University of Warsaw. The visits are intended to establish
or strengthen cooperation of strategic importance, serving, among others:

  • creating joint scientific teams,
  • jointly applying for grants,
  • co-managing research and teaching centres,
  • creating innovative curricula and improving competences,
  • joint thesis supervision, and
  • exchanging scientific, administrative and technical staff.

Applicants will be asked to justify the strategic importance of the collaboration between a given institution and the UW unit.

2. Description of the Programme

Co-financing for travel and subsistence costs at strategic partner institutions, including flight/travel costs, visas, accommodation, and subsistence/travel allowances – in accordance
with the applicable rules for business trips at the University of Warsaw, on the basis of Ordinance No. 28 of the Rector of the University of Warsaw from 25 July 2011, on the introduction of “Instructions on detailed rules regulating foreign trips of employees, doctoral students, and students of the University of Warsaw, and on the manner of their settlement”, and the Regulation of the Minister of Labour and Social Policy of 29 January 2013, on the receivables of an employee employed in a state or local government budgetary unit for a business trip. When of travelling by car, Ordinance No. 61 of the Rector of the University of Warsaw from 4 August 2017, on conducting additional surveys concerning employees using company or private cars for business purposes at the University of Warsaw, is applicable.

  • The duration of visits to institutions of strategic importance: 3-10 days (including travel time).
  • Participants: representatives of the University of Warsaw, appointed by the entity applying for financing
  • Implementation dates: 1.12.2022-30.09.2023.
  • The dates for submitting original applications: 5.09.2022 – 31.10.2022 until 16:00.
    • When sending documents by post, the postmark date is considered. Place of submitting applications: International Relations Office UW, Krakowskie Przedmieście 26/28, in the former BUW library building, room No. 207.
    • Documents may also be sent by email (international@adm.uw.edu.pl), with a qualified signature.
  • Project budget: 1,500,000 PLN.
  • Maximum amount of co-financing for one application: 50,000 PLN.

3. Terms of application

  1. filling in the Application for the co-financing of travel and subsistence expenses (Annex 1), which contains the following components:
    • the UW unit,
    • contact details of the person responsible,
    • the partner institution where the visit is to be carried out (partner host institution),
    • the planned dates of the visit/the duration of the visit,
    • the composition of the delegation from a given unit + a description of their roles,
    • the objectives of the visit,
    • a description of the planned activities (preliminary programme of the visit),
    • the expected results of the visit, including the establishment or strengthening of strategic cooperation with the partner host institution,
    • a description of the existing cooperation/planned cooperation with the partner host institution, along with a justification of the strategic importance of that cooperation to the UW unit/UW, including, for example: cooperation under direct cooperation agreements; student/employee exchanges; a joint study programme/ending with a double/multiple diploma; co-supervision; joint projects/grants; publications; participation in joint research teams; co-operation of research/teaching centres; other,
    • a detailed budget, including a breakdown of expenses related to travel
      and accommodation, the funding for which the applicant is applying,
    • the acceptance of the application by the Dean/head of organisational unit;
  2. confirmation of acceptance by the partner host institution, along with approval of the proposed dates and objectives of the visit (Annex 2);
  3. after the visit, a settlement of the expenses incurred in PLN will be required; it must be signed by the Bursar’s Representative at the organisational unit of the University of Warsaw in which the project was carried out, and a report must be submitted which includes a description of the implementation of the objectives of the visit, the arrangements with the partner host institution, and the expected results of the visit, as well as further strategic cooperation with the partner host institution (Annex 3).

4. Recruitment rules

Applications will be accepted between 5.09.2022 – 31.10.2022 on the terms of the competition.

The selection of applications accepted for funding will be made by the Rector’s Committee for the evaluation of scholarship applications, on the basis of Ordinance No. 276 of the Rector of the University of Warsaw from 10 December 2020.

Conditions of participation in the competition:

  1. timely submission of a complete Application for co-financing travel
    and subsistence expenses, approved by the Dean/head of organisational unit, including a description of the strategic importance of the cooperation with the partner host institution;
  2. confirmation of acceptance by the partner host institution, along with approval of the proposed dates and objectives of the visit;
  3. a budget containing justifiable and eligible travel and subsistence expenses, which do not exceed 50,000 PLN per application.

5. Evaluation and selection of applications

  1. Formal evaluation regarding the completeness and correctness of the application – this will be carried out by the International Relations Office at UW.
  2. Qualitative assessment: The Rector’s Committee for the evaluation of scholarship applications will assess the description of the expected outcomes of the visit and the existing/planned cooperation with the host institution of strategic importance, including:
    • the prestige of the partner host institution and its achievements in the field of the Applicant;
    • the quality of the planned/existing cooperation with the partner host institution;
    • the quality and sustainability of the planned joint initiatives.
  3. the evaluation committee shall endeavour to ensure that the principle of equal treatment is respected during the evaluation and selection of proposals for funding.
  4. The decision to grant funding is made by the Programme Manager, based on the recommendation of the Rector’s Committee for the evaluation of scholarship applications. By decision of the IDUB Programme Manager, it is possible to grant partial financing submitted in the budget application.
  5. Applicants will be informed about the results of the competition by email.
  6. The decision of the Committee may be appealed in writing, within 7 working days of the decision notification date. The letter should be sent to the IDUB Programme Manager.

6. Preparation of the visit

Applicants whose applications have received funding should plan the visit in accordance with the rules described in point 2. Travel requests should be submitted in accordance with the procedure in force at a given unit. It is recommended that travel requests departures be submitted 4 weeks before the date of departure.

7. Settlement of the visit

  1. Within 2 weeks after the end of the visit, the costs incurred should be settled in accordance
    with the rules described in point 2. Unused funds must be returned.
  2. To settle the substantive objectives of the visit, a report must be submitted (Annex 3), which includes a description of the implementation of the objectives of the visit, the arrangements with the partner host institution, and the expected outcomes of the visit, as well as further strategic cooperation with the partner host institution, which should be submitted to the International Relations Office at UW within 2 weeks of the end of the visit.

Annexes

The acknowledgement of receipt from the partner host institution should be prepared on official letterhead and must include the following:

  • the name of the Programme of visits to strategic partner institutions,
  • the dates of the visit,
  • the number of people coming,
  • the objectives of the visit,
  • the contact person at the partner institution.

Example:

We hereby confirm that (name of the institution) will be pleased to host a 3-person delegation from the University of Warsaw, Department… within the University of Warsaw Strategic Visits Programme in the period from… to…. The purpose of the visit is to discuss strategic cooperation between our institutions and launch of a new study programme…. The contact person will be….

The visit will be conducted in the framework of the University of Warsaw Excellence Initiative – Research University. All the costs will be covered by the delegates.

Name, Position

Signature

Date

The report should be submitted to the International Relations Office at the University of Warsaw within 2 weeks of the end of the visit to the partner host institution.

FAQ

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.

  • Applying entity: Faculty of Physics
    Partner institution: Ecole Polytechnique Palaiseau, France
    Funding amount: 23 560,80 PLN
  • Applying entity: Centre of New Technologies
    Partner institution: California Institute of Technology (Beckman Institute), USA
    Funding amount: 20 190,00 PLN
  • Applying entity: Faculty of Education
    Partner institution: Harvard University – School of Public Health, USA
    Funding amount: 21 639,32 PLN
  • Applying entity: Faculty of Political Science and International Studies
    Partner institution: The Hong Kong Polytechnic University, Hongkong (China)
    Funding amount: 33 652,50 PLN
  • Applying entity: Faculty of Modern Languages
    Partner institution: University of California Santa Cruz , USA
    Funding amount: 4 636,00 PLN
  • Applying entity: Institute of the Americas and Europe
    Partner institution: Utrecht University, Delft University of Technology, Netherlands
    Funding amount: 39 960,00 PLN
  • Applying entity: Faculty of Physics
    Partner institution: Università degli Studi di Milano, Italy
    Funding amount: 10 360,00 PLN
  • Applying entity: Faculty of Culture and Arts
    Partner institution: Universität Bern, Switzerland
    Funding amount: 22 920,00 PLN
  • Applying entity: Faculty of Applied Linguistics
    Partner institution: University of Buenos Aires, Argentina
    Funding amount: 15 574,40 PLN
  • Applying entity: Faculty of Applied Linguistics
    Partner institution: Universität Potsdam, Germany
    Funding amount: 17 046,00 PLN
  • Applying entity: Faculty of Biology
    Partner institution: Tottori University, Japan
    Funding amount: 50 000,00 PLN
  • Applying entity: Faculty of Biology
    Partner institution: Tel Aviv University, Yehuda Naftali Botanic Garden, Israel
    Funding amount: 42 300,00 PLN
  • Applying entity: Faculty of Applied Linguistics
    Partner institution: Indiana University Bloomington, Maurer School of Law, USA
    Funding amount: 13 048,99 PLN
  • Applying entity: Faculty of Biology
    Partner institution: Friedrich-Alexander University Erlangen-Nürnberg, Geozentrum Nordbayern, Germany
    Funding amount: 43 880,00 PLN
  • Applying entity: Faculty of Archeology
    Partner institution: The Francis Crick Institute, United Kingdom
    Funding amount: 9 960,00 PLN
  • Applying entity: Faculty of Applied Linguistics
    Partner institution: University of Alberta, Canada
    Funding amount: 15 914,18 PLN
  • Applying entity: Faculty of Polish Studies
    Partner institution: The Friedrich Schiller University of Jena, Germany
    Funding amount: 6 638,00 PLN
  • Applying entity: Faculty of Biology
    Partner institution: CCS Haryana Agricultural University, India
    Funding amount: 14 028,00 PLN
  • Applying entity: Faculty of Political Science and International Studies
    Partner institution: Kyungpook National University, Korea University, University of Seoul, Ewha Womans University, South Korea
    Funding amount: 28 654,00 PLN
  • Applying entity: Faculty of Political Science and International Studies
    Partner institution: Pontificia Universidade Catolica do Rio de Janeiro (PUC-Rio), Universidade de Sao Paulo (USP), Brazil
    Funding amount: 30 121,32 PLN
  • Applying entity: Center for Andean Studies
    Partner institution: Consiglio Nazionale delle Ricerche – Istituto di Scienze del Patrimonio Culturale, Italy
    Funding amount: 16 768,00 PLN
  • Applying entity: Faculty of Economic Sciences
    Partner institution: Saint Joseph’s University, Lebanon
    Funding amount: 18 683,00 PLN
  • Applying entity: Faculty of Physics
    Partner institution: Clemson University, USA
    Funding amount: 15 000,00 PLN
  • Applying entity: Faculty of Political Science and International Studies
    Partner institution: International Christian University, Japan
    Funding amount: 39 456,00 PLN
  • Applying entity: Faculty of Education
    Partner institution: Swansea University, United Kingdom
    Funding amount: 10 854,95 PLN
  • Applying entity: Faculty of Modern Languages
    Partner institution: University College London (UCL), United Kingdom
    Funding amount: 20 221,00 PLN
  • Applying entity: Faculty of Modern Languages
    Partner institution: University of Colorado Colorado Springs, USA
    Funding amount: 11 099,00 PLN
  • Applying entity: Faculty of Psychology
    Partner institution: Trier University, Germany
    Funding amount: 14 983,15 PLN
  • Applying entity: Faculty of Biology
    Partner institution: Institut Pasteur de la Guadeloupe, Guadeloupe, France
    Funding amount: 43 008,00 PLN
  • Applying entity: Faculty of Applied Linguistics
    Partner institution: Tallin University, Estonia
    Funding amount: 6 800,32 PLN
  • Applying entity: Centre for Europe
    Partner institution: University of Belgrade, University of Novi Sad, Think-tank Institut za međunardodnu politiku i privredu, Serbia
    Funding amount: 47 962,30 PLN
  • Applying entity: Faculty of Biology
    Partner institution: University of Lethbridge, Canada
    Funding amount: 13 250,00 PLN
  • Applying entity: Faculty of Journalism, Information and Book Studies
    Partner institution: Fordham the Jesuit University of New York, City University of New York, USA
    Funding amount: 48 519,00 PLN
  • Applying entity: Faculty of Education
    Partner institution: The City University of New York, College of Staten Island, USA
    Funding amount: 22 000,00 PLN
  • Applying entity: Faculty of Political Science and International Studies
    Partner institution: Sam Houston State University, USA
    Funding amount: 17 250,00 PLN