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KU Leuven Research Coordination Office: National Funds
Infosession postdoctoral fellowships
1. Introduction & Funding Opportunities
Stephanie Eggermont
Research Advisor – Research Coordination Office KU Leuven
2. Postdoc Fellowships of the Research Foundation – Flanders (FWO)
Dr. Olivier Boehme
Policy Advisor – FWO
3. Q&A
You
2
Programme
Research Coordination Office
• Who we are:
Research Coordination Office3
Research Coordination Office
NATIONAL FUNDS UNIT
4
Proposal
Writing
Workshops
Interview
Training
Helpdesk
Information
What we do for you:
Administration
Research Policy
Research Coordination Office
Research Coordination Office
5
Research Coordination Office
Research Coordination Office
Support with the main parts of your postdoc proposal:• Project Outline & Personal Data: Workshop proposal writing (November 5)
• Ethics: https://www.kuleuven.be/english/research/ethics/committees/index
• DMP:
• Data Management Plan:
• Guidelines to answer the 5 questions:
https://www.kuleuven.be/english/research/associatienet/support/scholcomm/rdm/
dmps-at-fwo
• Offered by KUL HR & Doctoral schools: skills training for researchers: writing a
personal statement
Support with the interview procedure:• Mock interviews + tips & tricks document
• Offered by KUL & Doctoral schools: skills training for researchers: “Pitching and
public speaking”
• Funded by:
• KU Leuven internal fund (BOF)
• Offer:
• 1 year of postdoctoral research at KU Leuven (PostDoctoral Mandate)
• Eligibility criteria:
• Type 1:
• “reserve list” of FWO junior/senior postdoc
• No separate application for PDM
• Only eligible if application in the next round (FWO, MSCA IF) is still possible
• Type 2:
• Candidates who were formally ineligible for the FWO postdoc call in December 2020
• Submit a separate application form for PDM
• Only 1 submission for Type 2 is possible
• PhD-defense between June 1 2021 and December 31 2021
• How to apply:• Deadline: March 18, 2021
• Instructions on Gedocumenteerd
• Contact: [email protected]
6
Funding your postdoc: PDM
(Postdoctoral Mandate)
Funding your postdoc: Innovation Mandate (VLAIO)
7
• Funded By:
• VLAIO
• What:
• Postdoc of 1 or 2 years (success rate 30-60%)
• Research exploitation and valorization within a new or existing company (type I = spin-off creation,
type II = cooperation university-company):
• further development of strategic basic research (academic criteria; risk too high for O&O but
ensuring exploitation of results within companies)
• economic finality (clear economic objectives, added value to the company, co-funding)
• Selection Criteria:
• Scientific quality, exploitation quality and added value for Flanders
• Deadline:
• March 2021/September 2021: Extensive research proposal, letter of intent, oral defense,
consultation with LRD
Contact: [email protected]
More information: https://www.kuleuven.be/gedoc ; info sessions in June
… good for you
• Independence
• Exploring new research
domains, technologies and
cultures
• Enlarging your network
Funding your postdoc: mobility
Two types:
1. International
2. Intersectoral
Funding for mobility:
1. Fellowships
2. Travel grants (top-up)
(cfr. short/long stay abroad FWO)
European Fellowships: for research in the EU and open to researchers either coming to Europe or moving within Europe.
Global Fellowships: for research outside of the EU followed by a mandatory 12 month return to an European host.
Eligibility criteria • PhD or min. 4 years of research experience
• All nationalities
• Stronger track records, on average at least 1 year postdoc
• Comply with mobility rule
Selection criteria • Research Proposal – Training Proposal – Impact - Implementation
• Candidate
Duration: min. 12 months, max. 36 months
depending on fellowship
Budget: living + mobility + family
allowances
Mobility: mandatory
Preparation (effort) • On average 4 weeks needed but more recommended
Next deadline: September 2021 Success rate: 14% European fellowships, 14% Global
fellowships
Contact: [email protected]; More information:
http://ec.europa.eu/research/mariecurieactions/about-msca/actions/if/index_en.htm
Funding your postdoc: Marie Curie Fellowships
9
Type Details Criteria Duration Deadline
BAEF (USA) Post-doctoral Research
non-renewable grants for one year,,
stipend of $45,000 and health insurance
- Belgian citizen and PhD degree from
a Belgian university
- Henri Benedictus Fund: the same as
above OR at least 2 years affiliated to
a Belgian university
12 months October 31st
2020 (and
October 31st
2021)
Fulbright
(USA)
Postdoc Scholarship of $ 3000 a month +
$ 1000 travel stipend and health
insurance
- Belgian/Lux. citizen
- PhD degree
3-9 months December 1st
2020
von Humboldt
(Germany)
Free choice of host in Germany and
project
Salary & travel, mobility allowance,…
- postdocs
- all disciplines
- host = German university or
Research Institute
6-24 months Continuous
submission
Newton (UK) Free choice of host (in UK) and project
Salary & travel, mobility allowance,…
+ £6,000/y for 10y afterwards
- postdocs
- all disciplines
- host = UK institute
24 months March/April
Contact: [email protected]
Others, see: https://www.kuleuven.be/gedocumenteerd/k/index.htm
Funding your postdoc
10
Funding your postdoc: mobility for FWO-postdocs
FWO regulations art. 23:
• §1. Postdoctoral fellows of the Research Foundation - Flanders can be granted
temporary suspension of their fellowship during the period of completing a
remunerated full-time research fellowship or grant at another university,
scientific institution, a company or other organisation.
• In this case, the fellowship can be extended by the period during which no
salary was paid, with a minimum of six months and a maximum of two
years. The maximum of two years applies for the junior postdoctoral fellowship
and the senior postdoctoral fellowship combined
(not for travel grants)
Dienst Onderzoekscoördinatie11
More funding opportunities?
• KU Leuven research funding portal: GeDOCumenteerdhttps://www.kuleuven.be/gedocumenteerd/k/index.htm
• KU Leuven jobsite http://www.kuleuven.be/personeel/jobsite/
• Euraxess: http://ec.europa.eu/euraxess/
• International office KU Leuven:
• Travel allowances for South Mobility/ Development Cooperation: [email protected]
• Travel grants and Erasmus+: [email protected]
• Travel grants to developing countries: [email protected]
13
Good Luck!
Research Coordination Office
Applying for a FWO postdoc fellowship
Info session – call 2021
October 2020
Preface
• What you should learn today…
• to understand the evaluation & selection process
• to prepare an application that meets the evaluation criteria
• This presentation
• serves as applicant’s “quick starting guide” (key topics only)
• more details: postdoc webpages incl. documents & regulations
• DISCLAIMER
• Official & binding documents: regulations in Dutch• English regulations: no legal status
October 2020 16Info session postdoc fellowships FWO
Outline
1. FWO mission & key numbers
2. Postdoc fellowships at a glance
3. Evaluation & selection process
4. Preparing your application
5. … further reading & contact
Info session postdoc fellowships FWO 17October 2020
Welcome to the FWO
• Our mission• Funding of fundamental & strategic research• Funding programmes
• Individual researchers (pre-, post-doc, mobility Pegasus)• Research teams (projects, SBO, Odysseus,…)• Research infrastructure• Scientific prizes
• Principles• Bottom-up in all disciplines
• Scientific excellence and interuniversity (incl research institutes) competition
• Transparent and equal opportunities
Opening new horizons…
18October 2020 Info session postdoc fellowships FWO
1587 PhD fellows
850 Postdocs
The FWO by numbers
50% PhD-fellows 50%40% Postdocs 60%
82% PhD fellows 18%64% Postdocs 36%
32,8% PhD fellows
26.7% Postdoc JR (181)
25.0% Postdoc SR (89)Call 2020
fellowships
Budget 2020: 364 MEUR
• Part of FWO Policy:• Clause in call text, application and contract on committment to RI
• Profiles for (co)promoters and researchers
• Adaptations in General Regulation and Regulation pre- and postdoc fellowships on procedure and sanctions in case of RI violation
• ! Read the detailed information and the RI Clause
Every applicant and beneficiant is expected to know the rules and what (s)he will be committed to.
20
Research Integrity
October 2020 Info session postdoc fellowships FWO
The FWO and social media
22
Outline
1. FWO mission & key numbers
2. Postdoc fellowships at a glance
3. Evaluation & selection process
4. Preparing your application
5. … further reading & contact
Info session postdoc fellowships FWO 23October 2020
FWO Postdoctoral fellowship at a glance
• Target group• young researchers developing international independent research career
• parallel calls junior/senior: 0-3 resp. 3-6 years after PhD
• All PhD’s & nationalities
• 3-year grants• start Oct 1, 2021 (or Nov 1 2021)
• fundamental research
• > < Innovation mandates (PhD exploitation & utilization: @VLAIO)
• flexible bench fee 4 – 10 k€/year
24Info session postdoc fellowships FWOOctober 2020
Call openSep 21, 2020
SubmissionDec 1, 2020
Decision BoardEnd May 2021
Start fellowshipOct 1 (/Nov 1), 2021
• Key dates
• 2021 call additional mandates• Meise Botanic Garden
• Funds Suzanne Duchesne (King Baudouin Foundation)• Special bench fees (Med4 panel cancer research)
FWO Postdoctoral fellowship at a glance
25October 2020 Info session postdoc fellowships FWO
PhD: Oct 1, 2015 Oct.1, 2018 June 1, 2021
Eligibility window
26
- Extensions eligibility window: regulations Art 6 - maternity-, parental-, sickness leave > 3m- * No eligibility window ‘senior’ if directly following FWO junior postdoc fellowship
- 2nd application: window applies
- Senior: min. 2 years as postdoc researcher required (on Oct. 1, 2021)if not as FWO postdoc: declaration by host organisation needed
senior * junior
Dec.1, 2020 submission Oct/Nov 1, 2021 start
October 2020 Info session postdoc fellowships FWO
Eligible host organisations
27
• Main host organisation (affiliation)• 5 Flemish universities
• Evangelic Protestant Faculty Leuven - Faculty for Protestant Theology in Brussels
• Antwerp Maritime Academy
• Vlerick Business School - Antwerp Management school,
• Institute for Tropical Medicine
• + Flemish/federal research institutes (collaboration / research location)
• Main supervisor @main host organisation(-> recommendation letter on invitation by FWO)
• Co-supervisors @ main /other host institution(s)
Outline
1. FWO mission & key numbers
2. Postdoc fellowships at a glance
3. Evaluation & selection process
4. Preparing your application
5. … further reading & contact
28October 2020 Info session postdoc fellowships FWO
Step 1
Remote assessment: 2 ext reviewers + 2 panel members
-> synthesis by panel rapporteur
(online) panel meetingconsensus scoring & ranking
Rejectedproposals
Step 2
Panel meeting: interviewsconsensus scoring & ranking
Single submission 2-step evaluation & selection process
Retained for step 2 interviews
Selectedcandidates
Rejectedproposals
29October 2020 Info session postdoc fellowships FWO
Submission to panels
• Panel structure fundamental research• ‘Fellowships’ panels (PhD/postdoc)
• 31 panels: 30 in 5 scientific domains + interdisciplinary panel (cross-domain)
• Updated panel members list: published Jan 2021
• 12 members incl. scientific chair
• >50% members with non-Flemish affiliation
• Choose panel that best fits your application!• Check panel scopes
• motivate choice
• “out-of-scope” = score ‘0’
• Interdisciplinary panel?
• Follow acceptance criteria decision tree
30October 2020 Info session postdoc fellowships FWO
Evaluation of your proposal
• Consensus panel decisions (scoring & ranking) in both steps
• Roles in panel (per application):• Rapporteur (synthesis & feedback)
• 2 panel members as internal evaluators in preselection
• 2 external reviewers (on-topic specialists) in preselection
• selected by FWO
• you may suggest (up to 3) experts to be excluded (motivation)
• Rapporteur and internal reviewers take the lead in interview
• but all panel members involved in Q&A
31October 2020
Competence as postdoc researcher
• Expertise/knowledge in own research fieldInsight in project approach and positioning
• Reasoning skills and critical scientific mindset
• Clear vision on professional future and motivation
Scientific contribution• Quality & impact publications & other output• Emerging reputation & upward trajectory• (sr) Developing scientific independence
Relevant competences & motivation• Skills & expertise (acquired / developing)• Building research career (mobility*, collaboration, …)• (sr) Supervision & mentoring
* mobility: international / intersectoral(from 2022 call: interinstitutional –sr.)
32
Scientific quality, relevance and challenge, originality• Originality / contribution state-of-the-art• Risks and challenges
Quality research approach, feasibility• Methodology• Feasibility, risk mitigation
Phase 1 preselection
Phase 2 interviews
Phase 1 + 2
Evaluation criteria “candidate” & “project”
60% 40%
Weighted total score (both phases)
Uniform evaluation: scoring descriptorsScoring grids preselection / interview
October 2020 Info session postdoc call 2020 33
Selection process
October 2020 Info session postdoc fellowships FWO 34
Available fellowships -> panels90% - - > proportional distribution over panels (quota)10% - - > assigned to ‘best remaining candidates’
Step 2 – interviews• (quota) best ranked candidates with score ≥4 for Candidate and Project
• best remaining candidates’: ranked over all panels
- > assignment of remaining 10% fellowships
- > reserve list
• Rejected applications
Step 1 – preselection• (quota x 2) best ranked candidates invited to interview
• Rejected applications
• All feedback AFTER selection decision Board (≥ June 2021)
• Compiled by panel member (‘rapporteur’)
• Including comments based on panel consensus decision and scores
• Template per criterion (Candidate, Project)
• “Strengths”
• “Weaknesses”
• “Comments and suggestions for improvement”
• No further correspondence on feedback
• Do NOT contact panel members!
Feedback to candidates
35October 2020 Info session postdoc fellowships FWO
Out in step 1- Scores preselection- Panel comments
Grant- Scores interview- Synthesis panel comments step 1 & 2
Out in step 2- Scores interview - Synthesis panel comments step 1 & 2
2021 call: timeline evaluation & selection
36October 2020 Info session postdoc fellowships FWO
Outline
1. FWO mission & key numbers
2. Postdoc fellowships at a glance
3. Evaluation & selection process
4. Preparing your application
5. … further reading & contact
Info session postdoc fellowships FWO 37October 2020
Preparing your application – e-portal• E-portal/E-loket (www.fwo.be) (register in time!-> FWO Validation /48hrs)
• Direct access: https://fwoweb.fwo.be
• New version e-portal
38Info session postdoc fellowships FWOOctober 2020
Preparing your application – e-portal
October 2020 39
Or first:
Info session postdoc fellowships FWO
Preparing your application – e-portal
October 2020 Info session postdoc fellowships FWO 40
Your e-application:
October 2020 41
• General: • National registration number
• Also non-Belgian applicants with Belgian ID card
• ORCID registration https://orcid.org/ !
• Diplomas & posts/career• Correct, complete &up to date!• PhD future date (<1 June 2021): keep FWO updated
• Disciplines• Use level 4
• Publications• Complete list!• Updates after submission may be mentioned during interview
• Addresses• (future) ‘Belgian service address’!• Legal domicile address
• Non-Belgian domicile in EU: add TIN code (tax identification number)
Preparing your application – personal details
Info session postdoc fellowships FWO
• General:• English + Dutch! (title, abstract, PhD title)• Up to 3 free text keywords
• Host institution - supervisor• Main host institution + main supervisor (+ co-supervisor(s))
• FWO invites main supervisor for recommendation letter
• Additional Flemish/federal host institutions (+co-supervisor(s))• Other co-supervisors and their affiliation
• Peer review• Selection of panel (motivate)• Exclude ext. reviewers (motivate)
• Ethics• EU-conform ethical questionnaire
• Data Management Plan• Info: NL - EN
Preparing your application – various items
42
“junior or senior” -start “Oct 1” or “Nov 1” (binding choice!)
Preparing your application – ‘candidate’
43
Evaluation criteria ‘candidate’ (preselection)
• 5 main publications• Other scientific output + impact• Scientific awards
• Motivation statement• Skills developed• Competences to acquire• Vision on career
• Career breaks• Supervision & mentoring• Mobility (Research stays)
• Scientific contribution• Quality & impact publications & other output• Emerging reputation & upward trajectory• (sr) Developing scientific independence
• Relevant competences & motivation• Skills & expertise (acquired / developing)• Building research career• (sr) Supervision & mentoring
October 2020
panel
Info session postdoc fellowships FWO
Check new Mobility opportunities : research in collaboration with company or other organisation
October 2020 44
Project description – WORD template ≤10 pages• Improvements w.r.t. 1st application• Rationale and positioning w.r.t. the state-of-the-art• Scientific research objective(s)• Research methodology and work plan• references
Submitted to other funding? Be transparant!- Update FWO on pending evaluations!
Positioning (research group, (inter)nationally)
Preparing your application – ‘project’
Approval/adjustment bench fee
Bench fee /yearMotivate if >€ 4,000 /year
Evaluation criteria ‘project’
- Scientific quality, relevance and challenge, originality! International state-of-the-art
- Quality of the research methodology and feasibility! Risk mitigation
panel
Submitting your application
45
-> automatic confirmation follows-> registration number sent-> eligibility check: Q&A with FWO admin
October 2020 Info session postdoc fellowships FWO
≤ December 1 2020 – 5:00 pm CET
Declaration by the applicant!… GDPR, research integrity,…
Additional fellowships / bench fees
• “Meise Botanic Garden – FWO” fellowships• 1 postdoc fellowship (< - reserve list) funded by Meise Botanic Garden
• Agreement on being additional host institute (before submitting application)
• Grant: FWO contract + collaboration agreement Meise Botanic Garden & main host institute
• King Baudouin Foundation – special bench fees cancer research• Fund Suzanne Duchesne, managed by the King Baudouin Foundation -> 70,000 euro
• Best ranked Med4 candidates (jr-sr) resp. k€ 30, k€ 20, k€ 20
• Project outline: additional paragraph motivating use of special bench fee
October 2020 Info session postdoc call FWO 46
Making it to step 2: interviews
• Invitations and instructions early April 2021 (end preselection)
• Interviews 23 April -17 May 2021
• @FWO or online?
• FWO will decide timely (COVID-19 situation)
• Interview format: pitch + interview
• Interview instructions and guidelines will be available
• Opportunity to mention realizations since submission date
• Evaluation criteria different from preselection (criterion ‘candidate’)
• Score grid interview
• Focus on ‘competence’ as postdoc researcher
October 2020 Info session postdoc fellowships FWO 47
Outline
1. FWO mission & key numbers
2. Postdoc fellowships at a glance
3. Evaluation & selection process
4. Preparing your application
5. … further reading & contact
Info session postdoc fellowships FWO 48October 2020
Further reading & contact
• Programme webpages junior NL - EN / senior NL - EN
• Regulations (legal version: Dutch)
- General / Postdoc programme / bench fee / peer review
• Supporting documents
- This presentation / Screenshots e-application
- Scoring grids preselection / interview
- Instructions and Guidelines interview – to be published later
• Help! Who to contact• Additional info & specific questions
• FWO file administrators per domain
• Dirk Otte, programme manager fellowships
• (e-portal/IT problems only)
49October 2020 Info session postdoc fellowships FWO
…and good luck!
