FWO Guide fr Applicants 1 Cntent 2 Intrductin... 2 2.1 FWO Missin... 2 3 Registratin... 3 3.1 Receiving lgin and passwrd.... 3 3.2 Persnal details... 4 4 PhD fellwships and pstdctral fellwships... 6 4.1 Abut the fellwships.... 6 4.2 Applying fr a fellwship... 7 4.2.1 General practical infrmatin... 7 4.2.2 Referees... 7 4.2.3 Text fields... 9 4.2.4 Final submissin... 10 5 Research prjects... 11 5.1 Abut the research prjects... 11 5.2 Applying fr a research prject... 11 5.2.1 General practical infrmatin... 11 5.2.2 Referees... 12 5.2.3 Budgetary matters... 14 5.2.4 Data Management Plan... 15 5.2.5 Text fields... 15 5.2.6 Final submissin... 15 6 Research grants... 17 6.1 Abut the research grants... 17 6.2 Applying fr a research grant... 17 6.2.1 General practical Infrmatin... 17 6.2.2 Budget... 18 6.2.3 Text fields... 18 6.2.4 Final submissin... 18 1
2 Intrductin This guide prvides practical infrmatin t ptential applicants in preparing and submitting an applicatin fr a FWO fellwship r a FWO prject prpsal. This Guide fr Applicants is therefre divided int several parts. In rder t be able t apply fr FWO funding, ne must register t get access t the web-based FWO applicatin fr preparing, uplading and submitting a prpsal. The practical infrmatin abut this FWO e-prtal can be fund under sectin 3 in this guide. Applicants fr a PhD fellwship r a pstdctral fellwship, will find the practical infrmatin t prepare and submit their applicatin under sectin 4. Applicants fr a Research prject can find the practical infrmatin fr preparatin and submissin f their dssier in sectin 5. All practical infrmatin t apply fr a Research grant (Krediet aan Navrser) can be fund under sectin 6. The main gal f this guide is t highlight the practical side f preparing and submitting an applicatin. Hw t btain a lgin? Hw t change yur persnal data n the e-prtal? Which infrmatin t prvide in yur dssier? Hw t crrectly prvide a bibligraphy? 2.1 FWO Missin The Research Fundatin Flanders (FWO) is an independent agency that stimulates and supprts grund-breaking fundamental research as well as strategic basic research in all areas f science at the universities in the Flemish Cmmunity, including assciated research institutes. The FWO funds excellent and prmising researchers as well as research prjects fllwing an interuniversity cmpetitin and an evaluatin by natinal and internatinal experts. The nly criterin is the utstanding quality f researcher and research prpsal, regardless f scientific discipline, hst institutin, gender, plitics r religius persuasin. The missin, main task, structure and management f FWO can be fund n the webpage http://www.fw.be/en/the-fw/rganisatin/. 2
3 Registratin 3.1 Receiving lgin and passwrd. Applicants first have t register in rder t receive a lgin name and passwrd, which gives access t the web-based FWO e-prtal fr preparing and submitting a prpsal. The registratin tl can be fund in the upper right crner f the FWO hme page (http://www.fw.be/en/). Click Register if yu d nt have a lgin and passwrd yet ; yu will see the fllwing screen: Fill ut all necessary fields and press the Register buttn. Please make sure yu use a valid email address as the lgin and the passwrd will be sent t yu by email. FWO validates these data befre prviding access t the web-based FWO e-prtal, s make sure t register at least 48 hurs befre yu plan t submit an applicatin. After receiving a lgin and passwrd yu can immediately access the FWO e-prtal, where yu will be asked t fill in yur persnal details, such as yur name, birthday and e-mail address. 3
3.2 Persnal details In rder t eliminate redundant requests fr infrmatin, we ask yu t fill in yur persnal data just this nce in the FWO e-prtal by clicking n edit yur persnal details. Upn entering the persnal details sectin, sme parts f the different sectins n the left will be listed autmatically. Please add all missing data by carefully ging thrugh all sectins; Persnal details, Diplmas/Current Studies, Psts/Career, Disciplines, Publicatins, Addresses, Cntact details and change passwrd. This infrmatin can be used fr each future prpsal submissin. Please make sure t update yur persnal details with each future applicatin, especially the publicatins sectin. If yu are a candidate fr a fellwship, it is mandatry t add the necessary dcuments f prf (PDF files nly, with a maximum size f 10Mb) in the tab Diplmas/Current studies. Applicants fr a PhD Fellwship need t uplad all university diplmas and supplements, all available exam results, an attestatin frm the university bard cnfirming that yu will be admitted t prepare a dctral thesis (nly required if the master s degree has nt been awarded r will nt be awarded by a Belgian university). If yu are applying fr a Pstdctral Fellwship yu need t uplad all university diplmas (bachelr's degree, master's degree and dctral degree). Please be aware that the FWO reserves the right t verify the given infrmatin. Als d make sure that yu create yur bibligraphy in an internatinally accepted bibligraphical style prviding all necessary data such as number f pages, all (c-)authrs, date f publicatin, impact factr in the year f publicatin (when available), citatins, etc. Be cnsistent by using the same bibligraphical style each time yu add a publicatin. All publicatins must be rdered by type (A1- C3). The different types are explained in the scrll dwn menu. Yu can easily cpy/paste yur bibligraphy frm a Wrd dcument. Prviding a bibligraphy in PDF frmat is n lnger pssible. The advantage f listing yur publicatin in the Persnal Data sectin is that the added bibligraphy can be used fr each future prpsal submissin. Be aware t update yur bibligraphy with each new prpsal submissin! 4
Update yur publicatin with each new prpsal submissin! In the Change passwrd tab yu can change yur passwrd. In the sectin Dwnlad PDF frm persnal details, yu can generate a PDF f all the persnal data yu filled in. After cmpleting r editing yur persnal prfile, yu may start r prceed preparing yur applicatin. Click n hme in the right upper crner f the webpage and select the tab Start a new applicatin r cmplete an unfinished applicatin. T cntinue preparing an existing applicatin that has nt been submitted yet, g t verview f yur applicatins n the next webpage. 5
4 PhD fellwships and pstdctral fellwships 4.1 Abut the fellwships. Please check the specific rules fr applicatin and reapplicatin befre writing a research prpsal. The current rules and restrictins fr eligibility fr all FWO grants can be fund n the specific web pages as indicated belw: The PhD fellwships aim t prvide yung and prmising researchers with every pprtunity t d a PhD in fundamental science in the best pssible circumstances. The PhD fellwships represent the mst imprtant funding channel fr achieving this bjective. Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/phd-fellwships/phd-fellwship/ The Special PhD fellwship is intended t enable persns nt emplyed within scientific research t cmplete a PhD within a year and t btain study leave frm their current emplyer fr this purpse. Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/phd-fellwships/special-phd-fellwship/ Clinical PhD fellwship are aimed at dctrs, veterinary surgens, dentists and pharmacists recgnized as specialists wh are emplyed in a full-time clinical psitin at a university hspital in the Flemish Cmmunity. During the 2-year fellwship, the beneficiaries are released part-time frm clinical and academic duties in rder t pursue fundamental clinical research. Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/phd-fellwships/clinical-phd-fellwship/ The PhD fellwships strategic basic research (SB) allw yung researchers t develp int strategically thinking and innvatin riented scientists. Strategic basic research in the cntext f a PhD grant stands fr challenging and innvative research (at PhD level), which, if successful, may in the lnger term lead t innvative applicatins with ecnmic added value (fr specific cmpanies, fr a cllective f cmpanies, r a sectr, r in line with the VRWI transitin areas) Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/phd-fellwships/dctral-(phd)-grant-strategicbasic-research-(sb) The Pstdctral fellwships frm the FWO are intended t supprt researchers wh already have a PhD in develping an independent research career. Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/pstdctral-fellwships/pstdctralfellwship/ The Senir Clinical Investigatr fellwships are aimed at medical researchers f pstdctral level wh want t establish a career in research and give them the pprtunity t btain parttime leave frm their clinical tasks in rder t wrk n a research prject. 6
Fr mre infrmatin n the prcedure and eligibility please see: http://www.fw.be/en/fellwships-funding/pstdctral-fellwships/senir-clinicalinvestigatr/ 4.2 Applying fr a fellwship 4.2.1 General practical infrmatin Fellwship applicatins can be submitted nly in respnse t a 'call fr prpsals'. Calls annunced by FWO are published n ur website (Nvember, except fr SB fellwships: June). The final submissin date fr FWO fellwships is February 1 at 17.00h (SB fellwships: September 15 at 17.00h). If this day is a Saturday r a Sunday, the final submissin date is n the fllwing Mnday at 17.00h. In rder t ensure that all candidates get an equal chance, n bibligraphical additins will be accepted after this date. Prpsals must be submitted electrnically via the web-based FWO e-prtal. Please be aware that FWO is nt respnsible fr temprary unavailability f the system. It is strngly recmmended t submit at least ne t tw weeks befre the actual clsing date. Please make sure t update yur persnal details with each future applicatin, especially the addresses and publicatins sectins. All practical inf abut the registratin and the FWO e-prtal can be fund in the abve sectin Registratin. Each applicatin cnsists f several sectins that need t be cmpleted befre submissin: General, Hst institutin, Supervisr, Extra data, Ethics, Expert panel, Persnal data, Prject Outline, Research Cntext,. An applicant can cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. The tab f the active sectin that is being edited will becme blue; a sectin tab will turn green when all necessary data is cmpleted in the selected sectin. Tabs fr sectins which are nt yet cmplete are white. If yu switch t a different tab while the infrmatin fr the current tab is nt yet cmpleted, yu will see a warning pp-up menu. When yu click n the save buttn at the bttm m the sectin, either an errr will appear r a nte t cnfirm that the infrmatin was saved successfully. Active tab Cmpleted 4.2.2 Referees An applicant fr a Pstdctral fellwship r a Senir Clinical Investigatr Fellwship has t prpse ten external referees in the Referees sectin. Frm this list, the FWO will invite a number f referees t evaluate the applicatin. 7
Referees must be affiliated t a university, research institute r research department f anther rganizatinal type and must be active at least at a pstdctral level. The fllwing categries are nt eligible as referees: members f the Bard f Trustees f the FWO; members f an FWO Expert panel; persns appinted t a Belgian university, research institute r any ther rganizatin; r, in the case f calls fr prpsals in the framewrk f bilateral r lead agency agreements, persns appinted t similar institutins r rganizatins in the cuntry where the freign prject partner is prfessinally active; persns with a prfessinal appintment t a freign institute where the applicant(s) had been enrlled as a student r prfessinal after January 1st f the year n-3 (n=year f applicatin); any c-authrs with the applicants f a publicatin that was submitted r published after January 1 st f the year n-3 (n=year f applicatin); C-authrship is t be understd as fllws: C-authrship f a mngraph f which the applicant is c-authr as well; C-authrship f an article r anther type f cntributin in a cllectin (bk, jurnal issue, reprt, cnference prceedings, abstract ) f which the applicant is c-authr as well; Editrs are nt regarded as c-authrs insfar as they have nt als acted as what is understd under c-authr as described abve. C-editrs f the applicant are nt accepted as an external referee. partners f the applicant(s) in a research cperatin, whether frmalised in a research prject r nt, that has been applied fr r has been running after January 1 st f the year n-3 (n=year f applicatin. In this cntext, the fllwing shall in any case qualify as research cperatin (nn-exhaustive list): Cperatin under a research fellwship, granted by the FWO; Cperatin under a research prject, whether relating t a specific subject r nt r in an internatinal cperatin prject, granted by the FWO; Cperatin under the Odysseus prgramme r the Big Science prgramme, granted by the FWO; Cperatin under a Scientific Research Netwrk, granted by the FWO; Cperatin under prgrammes similar t thse mentined abve, granted by rganizatins ther than the FWO; Jint research wrk nt frmalised in a cperatin structure as defined abve; Research carried ut in the research areas and/r with research facilities prvided by the applicant t the referee r vice versa; The applicants are respnsible fr the eligibility f the prpsed referees. If the prpsed referees d nt cmply with the eligibility criteria, a negative remark will be nted dwn in the file f the applicant in case f n mre than tw vilatins, r the applicatin will be declared ineligible in case f mre than tw vilatins r if a vilatin is fund again after the same applicant brke the rules already during a previus rund. 8
After the final submissin deadline, FWO administratin checks the referees prpsed by the applicants in all applicatins fr ptential vilatins against the abve mentined set f rules. Applicants are ntified whenever alleged vilatins ccur and they shuld infrm FWO if these vilatins are the result f a factual errr by the FWO administratin nly. All alleged vilatins which were nt due t factual errrs by FWO administratin, will be scrutinized by an internal FWO referee cmmissin fr the apprpriate scientific dmain. FWO has five referee cmmissins, ne fr each f the fllwing scientific dmains: bilgical sciences; humanities; scial sciences; medical sciences; science and technlgy. The referee cmmissins cnsist f all the chair persns f the FWO expert panels within the same dmain. Fr applicatins in the Interdisciplinary Panel, the referee cmmissins f the respective scientific dmains will be cnsulted. The referee cmmissin will decide n the alleged eligibility f the prpsed referee; When the referee cmmissin decides negatively n the eligibility f a prpsed referee in an applicatin that has been submitted, this applicatin will be disqualified. In case the applicant dubts the eligibility f ne r mre f the prpsed referees, he r she can als cntact the FWO thrugh his/her e-prtal accunt befre submitting the applicatin; when the referee cmmissin cnsiders the prpsed referee in questin t be ineligible, the applicant will be asked t prpse a new referee that des meet the eligibility criteria. Fr the FWO regulatins n internal and external peer review see: http://www.fw.be/en/thefw/rganisatin/fw-expertpanels/regulatins-fw -internal-and-external-peer-review/ The applicants must see t it that all cntact infrmatin f the referees is up-t-date. If this is nt the case the FWO will take n further steps in tracking dwn the referee(s) in questin and the applicants may be asked t submit new names f candidate referees, in agreement with the prvisins in 1 f the present article. The applicants and the referees may nt cmmunicate in any way with each ther abut any aspect f the applicatin and f the evaluatin. At the time f entry in the applicatin prcess, the referees will need t declare that they cmply with the eligibility requirements fr referees, that they will treat all infrmatin cntained in the applicatin as cnfidential and that they will nt use any f this infrmatin fr purpses ther than their evaluatin f the applicatin. Primarily, the FWO Executive Cmmittee will see t it that applicants strictly bserve the eligibility regulatins and ther guidelines. The FWO Wrking Grup n Research Plicy will make the final decisin n such vilatins. 4.2.3 Text fields The nline applicatin frms are based n database text fields. Fr the prject utline, a standard template is presented with questins and instructins (Fnt Calibri 11 - max 10 pages, max. 12 pages fr SB fellwships). The applicant will be able t dwnlad, fill in and uplad this template nce cmpleted. Applicants may edit the lay-ut, include frmulas, graphs, pictures, etc. Hwever, the FWO administratin can reject the PDF if it desn t cmply with the instructins and ask t adapt it. 9
4.2.4 Final submissin Cmpleting the different parts des nt yet mean that yur prpsal is submitted. The applicant may cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. Once yu have a cnslidated versin f yur prpsal, yu must press the buttn submit applicatin, effectively finalizing the applicatin. After this step, yu will nt be able t mdify the applicatin prpsal anymre. At the page Overview f yur applicatins, yu ll find the status under the header State f applicatin. The status In design means that the applicatin hasn t yet been submitted and that the applicatin is still cmpletely editable. Please ensure that all frms, parts and supplementary dcuments are in PDF frmat and are upladed crrectly in the web-based FWO e-prtal befre the final submissin. It is strngly recmmended t duble-check by dwnlading the applicatin as well as yur persnal details as PDF using the apprpriate buttns t verify all infrmatin. Incmplete prpsals (where parts f the prpsal are missing) are cnsidered ineligible and will nt be evaluated. Having cmpleted all data and having checked yur final prpsal, yu may submit yur prpsal by pressing the submit applicatin buttn befre the submissin deadline has expired. Prpsals sent t us in any ther way than the web-based FWO e-prtal will nt be accepted. After the call deadline n submissins and n updates f submitted prpsals will be accepted. Only the material submitted within the given character limits will be evaluated. 10
If the submissin is technically successful, the applicant receives an autmatic, cmputer generated receipt. 5 Research prjects 5.1 Abut the research prjects Fr research teams, the FWO prvides funding thrugh a research prject. The funds can be used t emply research staff and technicians, r fr equipment and peratinal csts assciated with carrying ut the research prject. Mre infrmatin n the prcedure and the eligibility f a research team can be fund n the webpage http://www.fw.be/en/fellwships-funding/research-prjects/ A research prject is carried ut under the directin f a supervisr (PI) in cperatin with ne r mre c-supervisrs. Supervisrs and c-supervisrs have t cmply with the cnditins stipulated in article 9 f the rules fr research prjects. 5.2 Applying fr a research prject 5.2.1 General practical infrmatin Prject applicatins can nly be submitted in respnse t a call fr prpsals ; calls will be annunced by FWO and published n the website (usually in December). Applicants fill ut the nline applicatin frm at the FWO e-prtal. When the frm is cmpleted, hwever, the prject applicatin will have t be validated by the university/hst institutin f the principal investigatr (PI) f the research prject befre they are allwed thrugh t FWO, and nly the university/main hst institutin can make the final submissin f the prpsal t the FWO. T submit a cmpleted frm t the research department f the university/main hst institutin yu have t click n the tab submit t hst institutin. The hst institutin can then validate the prpsal and make the final submissin t FWO. The final submissin date fr the university/hst institutin is April 1 at 17.00h. If this date falls n a Saturday r a Sunday, the clsing date is mved t the fllwing Mnday at 17.00h. In rder t ensure that all candidates get an equal chance, n bibligraphical additins will be accepted after this date. Please nte that while the final submissin deadline fr the research department f the university/hst institutin is April 1, they may need sufficient time t validate the prpsals internally. They may therefre impse an internal deadline t their researchers. As n applicatins can be submitted withut the validatin by the university/hst institutin f the PI, applicants are advised t check with their research department whether there is an internal deadline. Once the university/hst institutin makes the final submissin t the FWO f a prpsal, the applicant (PI) will receive an autmated message that cnfirms the submissin and a message cntaining the file number f his/her applicatin, which can be used in all further cmmunicatins with the FWO administratin regarding the applicatin. Each applicatin cnsists f several sectins that need t be cmpleted befre submissin: General, Hst institutin, Funding per hst institutin, Supervisrs, Ethics, Expert panel, Referees', 'Prject Outline', 'Research Cntext, 'Data Management Plan and Extra data. An applicant can cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. The tab f the active sectin that is being edited will becme blue; a sectin tab will turn green when all necessary data is cmpleted in the selected sectin. Tabs fr sectins which are nt yet 11
cmplete are white. If yu switch t a different tab while the infrmatin fr the current tab is nt yet cmpleted, yu will see a warning pp-up menu. When yu click n the save buttn at the bttm m the sectin, either an errr will appear r a nte t cnfirm that the infrmatin was saved successfully. Cmpleted Active tab 5.2.2 Referees An applicant fr a new Research prject has t prpse ten external referees in the Referees sectin. Frm this list, the FWO will invite a number f referees t evaluate the applicatin in writing. Referees must be affiliated t a university, research institute r research department f anther rganizatinal type and must be active at least at a pstdctral level. The fllwing categries are nt eligible as referees: members f the Bard f Trustees f the FWO; members f an FWO Expert panel; persns appinted t a Belgian university, research institute r any ther rganizatin; r, in the case f calls fr prpsals in the framewrk f bilateral r lead agency agreements, persns appinted t similar institutins r rganizatins in the cuntry where the freign prject partner is prfessinally active; persns with a prfessinal appintment t a freign institute where the applicant(s) had been enrlled as a student r prfessinal after January 1st f the year n-3 (n=year f applicatin); any c-authrs with the applicants f a publicatin that was submitted r published after January 1 st f the year n-3 (n=year f applicatin); C-authrship is t be understd as fllws: C-authrship f a mngraph f which the applicant is c-authr as well; C-authrship f an article r anther type f cntributin in a cllectin (bk, jurnal issue, reprt, cnference prceedings, abstract ) f which the applicant is c-authr as well; Editrs are nt regarded as c-authrs insfar as they have nt als acted as what is understd under c-authr as described abve. C-editrs f the applicant are nt accepted as an external referee. partners f the applicant(s) in a research cperatin, whether frmalized in a research prject r nt, that has been applied fr r has been running after January 1 st f the year n-3 (n=year f applicatin. In this cntext, the fllwing shall in any case qualify as research cperatin (nn-exhaustive list): Cperatin under a research fellwship, granted by the FWO; Cperatin under a research prject, whether relating t a specific subject r nt r in an internatinal cperatin prject, granted by the FWO; 12
Cperatin under the Odysseus prgramme r the Big Science prgramme, granted by the FWO; Cperatin under a Scientific Research Netwrk, granted by the FWO; Cperatin under prgrammes similar t thse mentined abve, granted by rganizatins ther than the FWO; Jint research wrk nt frmalized in a cperatin structure as defined abve; Research carried ut in the research areas and/r with research facilities prvided by the applicant t the referee r vice versa; The applicants are respnsible fr the eligibility f the prpsed referees. If the prpsed referees d nt cmply with the eligibility criteria, a negative remark will be nted dwn in the file f the applicant in case f n mre than tw vilatins, r the applicatin will be declared ineligible in case f mre than tw vilatins r if a vilatin is fund again after the same applicant brke the rules already during a previus rund. After the final submissin deadline, FWO administratin checks the referees prpsed by the applicants in all applicatins fr ptential vilatins against the abve mentined set f rules. Applicants are ntified whenever alleged vilatins ccur and they shuld infrm FWO if these vilatins are the result f a factual errr by the FWO administratin nly. All alleged vilatins which were nt due t factual errrs by FWO administratin, will be scrutinized by an internal FWO referee cmmissin fr the apprpriate scientific dmain. FWO has five referee cmmissins, ne fr each f the fllwing scientific dmains: bilgical sciences; humanities; scial sciences; medical sciences; science and technlgy. The referee cmmissins cnsist f all the chair persns f the FWO expert panels within the same dmain. Fr applicatins in the Interdisciplinary Panel, the referee cmmissins f the respective scientific dmains will be cnsulted. The referee cmmissin will decide n the alleged eligibility f the prpsed referee; When the referee cmmissin decides negatively n the eligibility f a prpsed referee in an applicatin that has been submitted, this applicatin will be disqualified. In case the applicant dubts the eligibility f ne r mre f the prpsed referees, he r she can als cntact the FWO thrugh his/her e-prtal accunt befre submitting the applicatin; when the referee cmmissin cnsiders the prpsed referee in questin t be ineligible, the applicant will be asked t prpse a new referee that des meet the eligibility criteria. Fr the FWO regulatins n internal and external peer review see: http://www.fw.be/en/thefw/rganisatin/fw-expertpanels/regulatins-fw -internal-and-external-peer-review/ The applicants must see t it that all cntact infrmatin f the referees is up-t-date. If this is nt the case the FWO will take n further steps in tracking dwn the referee(s) in questin and the applicants may be asked t submit new names f candidate referees, in agreement with the prvisins in 1 f the present article. The applicants and the referees may nt cmmunicate in any way with each ther abut any aspect f the applicatin and f the evaluatin. 13
At the time f entry in the applicatin prcess, the referees will need t declare that they cmply with the eligibility requirements fr referees, that they will treat all infrmatin cntained in the applicatin as cnfidential and that they will nt use any f this infrmatin fr purpses ther than their evaluatin f the applicatin. Primarily, the FWO Executive Cmmittee will see t it that applicants strictly bserve the eligibility regulatins and ther guidelines. The FWO Wrking Grup n Research Plicy will make the final decisin n such vilatins. 5.2.3 Budgetary matters In the tab Funds per hst institutin yu have t specify the funds applied fr by each hst institutin. Yu are nt allwed t request funding fr freign institutins r institutins belnging t the Frenchspeaking cmmunity f Belgium. When cmpleting the sectins Funding per hst institutin, please cnsider carefully the maximum and minimum amunt f budget that can be asked fr. Fr each prject and, in case f an interuniversity prject, fr each hst institutin, ne can apply fr 45.000 t 130.000 each year including research staff and cnsumables. In case ne f the prject partners nly requests funding fr cnsumables, the lwer limit fr this partner is set at 20.000. Additinally, ne can apply fr max. 150.000 fr equipment. Applying fr matching funding up t max. 150.000 is pssible. 14
In the subsectin Staff, yu have t add the names f the scientific, technical and administrative staff t be hired fr this prject, and indicate wh will wrk at which institutin. Put NN if the name f the candidate is nt yet knwn. Prvide a shrt CV f the persnnel t be appinted n this prject and already invlved. Als include a shrt CV (max. 1 page) fr the Flemish supervisr and all csupervisrs with 5 key peer reviewed publicatins that are representative fr his/her scientific career. In the sectin Extra data, yu must adequately infrm FWO abut requested r available financing ther than FWO funding fr the same prject. Yu must als prvide all financial means at yur dispsal t realize the prject in questin, and mentin the surces f funding fr staff, equipment and cnsumables. 5.2.4 Data Management Plan In the sectin Data Management Plan yu will be asked t answer 5 questins regarding data management in yur research prject; these questins and the answers t them are part f the applicatin file t be submitted t the evaluatrs. Applicants are nt expected at this stage t present a detailed plan f apprach, but rather t prvide essential but cncise infrmatin that can later be develped int a DMP. Prject supervisrs (frm 2018) and fellws (frm 2020) will, upn being awarded their prject r fellwship, be invited t develp their answers t the data management related questins int a DMP. The main hst institutins fr prjects and fellwships will prvide the standard template and assist the researchers with the drafting f the plan. The FWO expects a cmpleted DMP t be submitted n later than 6 mnths after the start date f the prject r fellwship. Fr mre infrmatin abut data management, the relevant FWO regulatins abut data management as well as templates fr a data management plan and cntact infrmatin fr DMP f the hst institutins, please check the FWO website: http://www.fw.be/en/the-fw/rganisatin/data-management-plan/. 5.2.5 Text fields The nline applicatin frms are based n database text fields. Fr the prject utline, a standard template is presented with questins and instructins (Fnt Calibri 11 - max 10 pages). The applicant will be able t dwnlad it, fill it in and uplad it again. Yu can include lay-ut, frmulas, graphs, pictures, etc. Hwever, the FWO administratin can reject the PDF if it desn t cmply with the instructins and ask t adapt it. 5.2.6 Final submissin Cmpleting the different parts des nt yet mean that yur prpsal is submitted. The applicant may cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. Once there is a cnslidated versin f yur prpsal, yu must press the buttn submit t hst institutin. Yur applicatin will then be sent t the university/hst institutin f the principal investigatr. 15
At the page Overview f yur applicatins, yu ll find the status under the header State f applicatin. The status in design means that the applicatin hasn t yet been transferred and that the applicatin is still cmpletely editable. If the prpsal is listed as transferred, it means that the prpsal was successfully sent t the relevant services f the PI s university, wh will validate the prpsal and then submit the final versin t the FWO. The status submitted means that the university/hst institutin has submitted the applicatin t the FWO. Please make sure that all frms, parts and supplementary dcuments are in PDF frmat and are upladed crrectly t the web-based FWO e-prtal befre the final submissin. It is strngly recmmended t duble-check by dwnlading the applicatin as a PDF using the apprpriate buttn t verify all infrmatin. Incmplete prpsals (where parts f the prpsal are missing) are cnsidered ineligible and will nt be evaluated. Having cmpleted all data and having checked yur final prpsal, yu may transfer yur prpsal by pressing the submit t hst institutin buttn befre the deadline f the university/hst institutin has expired. Prpsals sent t us in any ther way than thrugh the web-based FWO e-prtal will nt be accepted. After the call deadline n submissins and n updates f submitted prpsals will be accepted. Only the material submitted within the given character limits will be evaluated. If the submissin is technically successful, the applicant receives an autmatic cmputer generated receipt. 16
6 Research grants 6.1 Abut the research grants In rder t supprt yung r established researchers (up t the level f full prfessr) in their wrk and, if necessary, in purchasing (small) equipment, an applicatin can be made fr a research grant. Mre infrmatin n the prcedure and the eligibility f a research team can be fund n the webpage: http://www.fw.be/en/fellwships-funding/research-grants/. 6.2 Applying fr a research grant 6.2.1 General practical Infrmatin Research grant applicatins can be submitted nly in respnse t a 'call fr prpsals'. Calls annunced by FWO are published n ur website (December). The final submissin date is 1 April at 17.00h. If this date falls n a Saturday r a Sunday, the clsing date is mved t the fllwing Mnday at 17.00h. In rder t ensure that all candidates get an equal chance, n bibligraphical additins will be accepted after this date. Prpsals must be submitted electrnically via the web-based FWO e-prtal. Please be aware that FWO is nt respnsible fr temprary unavailability f the system. It is strngly recmmended t submit at least ne t tw weeks befre the actual clsing date. Please make sure t update yur persnal details with each future applicatin, especially the addresses and publicatins sectin. All practical inf abut the registratin and the FWO e-prtal can be fund in abve sectin Registratin. Each applicatin cnsists f several sectins that need t be cmpleted befre submissin: General, Hst institutin, Budget, Head f research unit, Ethics, Expert panel, 'Prject Outline', 'Research Cntext and Extra data. An applicant can cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. The tab f the active sectin that is being edited will becme blue; a sectin tab will turn green when all necessary data is cmpleted in the selected sectin. Tabs fr sectins which are nt yet cmplete are white. If yu switch t a different tab while the infrmatin fr the current tab is nt yet cmpleted, yu will see a warning pp-up menu. When yu click n the save buttn at the bttm m the sectin, either an errr will appear r a nte t cnfirm that the infrmatin was saved successfully. Cmpleted Active tab 17
6.2.2 Budget In the sectin Budget, the applicant has t fill ut the ttal amunt that is requested. This amunt may nt be lwer than 2.500 and nt higher than 40.000, VAT included and runded up t the next highest hundred. Please be aware that the applicant is respnsible fr the crrectness f the budget. In the same sectin, the applicant shuld add the detailed argumentatin fr the requested amunt. 6.2.3 Text fields The nline applicatin frms are based n database text fields. Fr the prject utline, a standard template is presented with questins and instructins (Fnt Calibri 11 - max 10 pages). The applicant will be able t dwnlad it, fill it in and uplad it again. Yu can include lay-ut, frmulas, graphs, pictures, etc. Hwever, the FWO administratin can reject the PDF if it desn t cmply with the instructins and ask t adapt it. 6.2.4 Final submissin Cmpleting the different parts des nt yet mean that yur prpsal is submitted. The applicant may cntinue t mdify the prpsal and save revised versins verwriting the previus ne right up until the deadline. Once yur prpsal is cmplete and final, use the buttn submit applicatin. After this step, yu will nt be able t mdify the applicatin prpsal anymre. At the page Overview f yur applicatins, yu ll find the status under the header State f applicatin. The status in desigh means that the applicatin has nt yet been submitted and that the applicatin is still cmpletely editable. Please make sure that all frms, parts and supplementary dcuments are in PDF frmat and are upladed crrectly t the web-based FWO e-prtal befre the final submissin. It is strngly recmmended t duble-check by dwnlading the applicatin as well as yur persnal details as 18
PDF using the apprpriate buttn t verify all infrmatin. Incmplete prpsals (where parts f the prpsal are missing) are cnsidered ineligible and will nt be evaluated. Having cmpleted all data and having checked yur prpsal, yu may submit yur prpsal by pressing the submit applicatin buttn befre the submissin deadline has expired. Prpsals sent t us in any ther way than the web-based FWO e-prtal will nt be accepted. After the call deadline n submissins and n updates f submitted prpsals will be accepted. Only the material submitted within the given character limits will be evaluated. If the submissin is technically successful, the applicant receives an autmatic cmputer generated receipt. 6/12/2017 19