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II.1.2. Establishing and strengthening cooperation with strategic partners – programme for visits to strategic partner institutions

Call for competition

  • Name: Programme for visits to strategic partner institutions – co-financing for travel and subsistence costs
  • Objective: establish or strengthen ongoing cooperation with strategic importance, which serves, among others creating joint scientific teams, jointly applying for grants, co-managing research and didactic 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: 13.05.2024
  • Starting date of the call for applications: 13.05.2024
  • End date of the call for applications: 12.06.2024
  • Settlement of the competition: 27.06.2024
  • Dates of the visits: 01.07.2024-31.08.2025
  • Competition budget: 600 000 PLN
  • Project budget: max. 60 000 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 Kazimierzowski Palace, room 24 or by e-mail to international@adm.uw.edu.pl
Terms and ConditionsFAQ

Programme for visits to strategic partner institutions – co-financing for travel and subsistence costs

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1. Objective of the Programme

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

  • creating joint scientific teams,
  • jointly applying for grants,
  • co-managing research and didactic 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 with a given institution for the organisational unit of the UW or the UW, to indicate the measurable results of the planned visit and to present a report on the implementation of the assumed results.

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: July 1, 2024 – August 31, 2025

Deadline for submitting original applications: May 13 – June 12, 2024.

If documents are sent by post, the postmark date will count. Place of submitting applications: The International Relations Office UW, Krakowskie Przedmieście 26/28, Kazimierzowski Palace, room No. 24, 00-927 Warsaw.

If the application is sent by post, it should also be sent by email within the given time limit.

The application can also be submitted by email – a qualified electronic signature is required.

Project budget: 600,000 PLN.

Maximum amount of co-financing for one application: 60,000 PLN.

3. Terms of application

  1. filling in the Application for co-financing travel and stay costs (Annex 1), which contains the following components:
    • UW unit,
    • contact details for the person responsible,
    • partner institution where the visit is to be carried out (partner host institution),
    • planned dates of the visit/duration of the visit,
    • composition of the delegation from a given unit + description of roles – maximum 5 people,
    • objectives of the visit,
    • description of the planned activities (initial visit programme),
    • expected results of the visit, including establishing or strengthening strategic cooperation with the partner host institution,
    • measurable results that will be implemented after the end of the visit, e.g., joint scientific project, creation of a joint research team, the creation of a research/teaching centre, an innovative curriculum, publication, a research staff/doctoral student exchange programme, etc.,
    • a description of the existing cooperation/planned cooperation with the partner host institution, along with a justification of the strategic importance of this cooperation for the individual/UW, including e.g.: cooperation under direct cooperation agreements; student/ employee exchanges; joint study programme/ ending with a double/multiple diploma; co-supervising; joint projects/ grants; publications; participation in joint research teams; co-managing research/teaching centres; membership in the network; other,
    • a budget containing a detailed breakdown of costs related to travel and stay, about which financing is applied for by the applicant,
    • acceptance of the application by the dean/ head of the 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 statement of the costs incurred (a list from SAP) should be presented, 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 should be submitted, along with 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. within 5 months of the end of the visit, the units that have received funding will be obliged to present a description of the measurable results of the visit, e.g., a joint scientific project, the creation of a joint scientific team, the creation of a research/teaching centre, an innovative curriculum, publication, a programme for the exchange of scientific staff/doctoral students, etc. (Annex 4).

4. Rules for applications

Applications in the competition will be accepted between 13.05.2024-12.06.2024. The selection of applications 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, including a description of the strategic importance of cooperation with the partner host institution. The application must be signed by the dean/head of the organisational unit;
  2. confirmation of acceptance by the partner host institution, along with approval of the proposed dates and objectives of the visit;
  3. a budget in PLN including justifiable, eligible travel and subsistence expenses, which do not exceed 60,000 PLN per application. Applications that contain a budget expressed in a currency other than PLN will be converted at the average exchange rate of the National Bank of Poland on the date of receipt of the application by the International Relations Office;
  4. persons who received funding in previous competitions under the IDUB II.1.2 Action may not apply for funding or be part of the delegation.

5. Evaluation and selection of applications

  1. formal evaluation regarding the completeness and correctness of the application – completed by the International Relations Office;
  2. qualitative evaluation: the Rector’s Committee for the evaluation of scholarship applications will evaluate the description of anticipated results of the visit and existing/planned cooperation with the host institution in terms of strategic significance, including:
    • the prestige of the partner host institution and its achievements in the applicant’s area;
    • the quality of planned/existing economic cooperation with the host institution;
    • quality and length of planned cooperative initiatives, including the expected outcomes of the visit, such as a shared research project, the creation of a research/teaching centre, an innovative teaching programme, publications, a staff/doctoral student exchange programme, etc.
  3. The 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 submission date.

6. Preparation of the visit

Applicants whose applications have received funding should plan the visit in accordance with the rules described in point 2 of these Regulations.

Travel requests should be submitted in accordance with the procedure in force at a given organisational unit. It is recommended that departure requests be submitted 4 weeks before the date of departure.

Those travelling are required to have appropriate health/accident insurance.

7. Settlement of the visit

  1. Within 14 days of 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 within 14 days of the end of the visit. A list of expenses incurred from the SAP system should also be submitted.
  3. A description of the measurable results of the visit should be presented within 5 months of the end of the visit (Annex 4).

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 within the framework of the University of Warsaw Excellence Initiative – Research University. All 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 14 weeks of the end of the visit to the partner host institution.

The report should be submitted to the International Relations Office at the University of Warsaw within 5 months 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.

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 (which, for example, are located close to each other) within one budget (up to PLN 60,000) – then yes. If it would be separate trips, on different dates – prepare a second application.

The required documents include:

  • an original application for funding of travel and stay costs, approved by the head of the organizational unit, including a budget containing reasonable and eligible costs related to travel and stay, not exceeding PLN 60,000 per application;
  • confirmation of acceptance from the partner host institution with approval of the proposed dates and objectives of the visit (may be a scan).

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

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.