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Criteria regarding the applications for a research scholarship

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General Questions

Attention!
Please take note of our criteria regarding the applications for a research scholarship: Continue.

Do the criteria also apply to the two special programmes?
No, the criteria only apply to applications for a general research scholarship.

Do the criteria also apply to applications for short-term research scholarships (max. €15,000)?
Yes, the criteria also apply to applications for short-term research scholarships.

Does the rule that candidates must have received their doctorate no longer than ten years ago also apply to academics with a German ‘habilitation’ qualification or equivalent qualification (Associate Professor, Full Professor, Distinguished Professor, Senior Lecturer or Reader/Professor)?
No, this rule does not apply to academics with a postdoctoral lecturing qualification or an equivalent qualification.

Must my dissertation be published even though I obtained my PhD abroad?
Yes, for PhDs obtained abroad the dissertation must also have been published prior to application.

Which forms of publication are accepted?
The dissertation should be published as an electronic or printed monograph and be freely accessible. Essays published on the dissertation, printed specimen copies or the submission of a publishing contract will not be accepted.

I have already received a doctoral scholarship from the Foundation and would now like to apply for a research grant. Does the same waiting period of five years also apply to me?
You are welcome to apply for a research scholarship at any time. The waiting period of five years only applies to previous funding through a research scholarship.

I only received a research scholarship for a few months (the funding amount was a maximum of €15,000). Does the same time span of five years also apply to me?
Yes, you can only apply for another research scholarship after a period of five years. The relevant date for calculating the timeframe is the date on the final report.

I have withdrawn my application for a research scholarship. Does the time span of three resp. five years also apply to me?
No, the time spam does not apply to you. A reapplication for a research scholarship is possible at any time.

I submitted the application for a supported research project, but have not received a research scholarship myself. Does the same waiting period of five years apply to me?
Providing you have not received a research scholarship you are welcome to apply at any time.

Can I apply for a research grant even though an application for a research project was rejected in which I was to be involved?
Yes, the criterion for previously rejected applicants only applies to previous applications for research scholarship.

An application I made for a research project was rejected. Can I still apply for a research scholarship?
Yes, you may still apply for a research scholarship, if you had not requested a research scholarship for yourself within the rejected research project.

An application I made for a research grant for just a few months was rejected (the funding amount was a maximum of €15,000). Must I still observe the waiting period of three years?
Yes, you must wait three years before submitting an application for a regular research scholarship. The relevant date for calculating the timeframe is the date on the rejection letter.

Is it possible to re-submit my application to the reserve funds category (up to EUR 15,000), although my application was rejected in the general research grants category?
No, a resubmission of the application for a smaller funding amount (max. EUR 15,000) is not possible, if the same research project was rejected in the general research grants category.

What is the difference between a research project and a research scholarship?
Applications for research projects can be made by universities, other research institutes or comparable institutions as well as by one or several Postdocs or scholars with Post-Doctoral Lecture Qualification. By contrast, a research scholarship should be applied for by one scholar alone for a project that he conducts himself. Applications for research scholarships can be made directly by Postdocs or scholars with Post-Doctoral Lecture Qualification. A research scholarship is usually applied for by one scholar who will work on a specific project on his own.

Can I apply for a research scholarship when I have not yet finished my PhD?
No. Applications for research scholarships can only be made by Postdocs or scholars with Post Doctoral Lecture Qualification.

What is  the definition for "Post Doctoral Lecture Qualification"?
As equivalent to the German Habilitation the Foundation accepts positions as „Associate Professor“ or „Full Professor“ / „Distinguished Professor“ (according to the North American university system) and „Senior Lecturer“ or „Reader“/„Professor“ (according to the Commonwealth university system), respectively.

Are foreign academics allowed to apply for funding programmes?
The funding activities concentrate basically on German and foreign academics in the fields of historical humanities. Candidates can apply regardless of their nationality and place of work.

In which languages does the Foundation correspond?
German and English.

Should application documents and references be submitted in English or German?
The Foundation accepts both, although German is preferred where possible. For the special programme Security, Society, and the State, proposals will only be accepted in English language.

In what order should the documents be submitted?
The order for documents can be found on each programme’s page on our website.

Are there formal requirements on how the application documents should be compiled?
The project description should not be longer than 8 pages. Documents should have at least font size 11 and line spacing 1.5. Please read carefully all instructions in the section general references.

Are there any substantial requirements for the structure or form of the description of the research project?
No, there are no substantive requirements. Applicants for a research scholarship should make sure that in addition to the content presentation, information on the method, the state of research, the sources and research relevance are included in the description, especially if the transcript of the study is in the foreground.

Should the proposal include a detailed list of publications or is it enough to note the cited references in footnotes? Is an additional list of publications with for the project relevant references necessary?
It is sufficient to note the references of the proposal in footnotes. A list of publications with for the project relevant references can but must not be submitted.

What should my working plan and schedule include?
They should include detailed information about the work stages planned for the period of funding, including research trips and their planned duration.

What do you require for travel and material expenses claims?
We require a list of costs with each individual expense in as much detail as possible. Please have a look at the information provided under http://www.gerda-henkel-stiftung.de/calculation_travel-material-expenses.

In which case can I apply for an overseas bonus?
Should a beneficiary leave the country of her/his principal residence and spend more than four weeks abroad for research purposes, the Foundation shall grant a flat-rate overseas bonus. This should be seen as an extension to the scholarship, intended to cover the extra costs of food and accommodation. The Foundation shall not cover any accommodation costs for that period if an overseas bonus has been granted.

Which certifications should be submitted when I am applying for a scholarship?
Please send in certificate(s) of the university degree qualifying for PhD studies (or seminar attendance certificates for direct doctorates). Please send us copies, references do not have to be attested. Please do not send certificates of High School Leaving, Bachelor certificates, internships, seminar grades (only necessary for direct doctorates) and employment references.

Does the Foundation pay for childcare during the period for which a stipend is awarded?
Foundation stipend holders working on Ph.D. or research projects receive a family grant on presentation of the child’s/children’s birth certificate(s). The grant is paid for children who have not yet turned 18.

If my confirmation of receipt includes a request for missing documents, will I be sent another confirmation once these missing documents have been submitted?
No, you are responsible for making sure that all the necessary documents and references are properly submitted. Due to the number of applications we receive, we regret that we are not in a position to send further confirmations after the initial confirmation of receipt.

What happens to my submission if it is incomplete?
Incomplete submissions will not be considered and will be put back to the next selection round. Incomplete applications for PhD scholarships will not be considered any more after the expiration of one year.

Can I reapply if my application has already been refused?
Yes, a second application is possible. However, all the documents must be submitted again.

Does the Foundation provide reasons for refusing applications?
The Academic Committee’s deliberations are confidential so the Foundation does not provide detailed reasons for refusals.

Can anyone request funding for printing?
Publishing aid can only be claimed for projects which are already receiving funding from the Gerda Henkel Foundation. However, not all projects will be awarded funding for printing as the current budget for publishing aid is extremely limited.

Can I apply for financing for my own post instead of a research grant?
No. The Foundation is not providing funding for posts at research institutions.

Can project staff be funded via posts?
No. Project staff can only be financed by doctoral or research grants. A fundamental precondition for a grant is that project staff conduct their own research, which is published under their name.

Do I have to include the scholarships for the staff members in the cost calculation of the research project or do they have to apply separately for a PhD or research scholarship?
Please budget the scholarships as part of the research project funding. The staff members do not have to apply separately for a PhD or research scholarship.

Can I continue to work during the time of my scholarship?
No, the simultaneous receipt of salary and a scholarship is not possible.

Who should write the declaration that unpaid leave from the current position is possible?
The declaration may be written and signed by yourself.

Can I continue to draw a retirement pension during the time of my scholarship?
No, the simultaneous receipt of a retirement pension and a scholarship is not possible.

Can I apply with one and the same research project for support from several of the Foundation’s programmes?
No, an application can only be submitted to a single funding programme. However, in principle you can submit different research proposals at one and the same time.

Can I apply if my project belongs to another field than the academic disciplines cited on the website?
No. But please have a look at the thematic requirements of the special programmes "Islam, the Modern Nation State, and Transnational Movements" and “Security, Society, and the State“.

What do I do if I’m not sure whether my subject is eligible for funding from the Foundation?
Please send us a short project summary by email (info@gerda-henkel-stiftung.de). We will be in touch within a few days to let you know whether you can apply.

Can I apply for a research project also if I have not received my PhD yet?
No. Applications for research projects can be made by universities, other research institutes or comparable institutions as well as by one or several Postdocs or scholars with Post Doctoral Lecture Qualification. It is necessary to provide a (preliminary) PhD certificate.

Does the Foundation provide funding for master students?
No, the Foundation does not provide support for studies under PhD level.

Can I apply for funding of college or tuition fees?
No, the Foundation does not cover college or tuition fees.

Does the Foundation cover overhead costs?
No, the Foundation does not cover overhead costs.

Does the Foundation sponsor individual journeys to participate in scientific conferences?
No.

Can I change anything in my electronic application form after having sent it to the Foundation?
No, that is not possible. Please inform us about any differing information when sending us your application documents or fill out a new application form and let us know you have sent a new form in a short note or email.

Who can write letters of recommendation?
Applicants are free to choose a relevant expert. The Foundation does not make recommendations in this regard.

Does the second letters of recommendation have to be compiled by the person who later acts as second examiner for the Ph.D. thesis?
No.

Should letters of recommendation be submitted in English or German?
The Foundation accepts both, although German is preferred where possible.

What should be included in letters of recommendation or references and what form should they take?
The Foundation has no specific requirements as far as references are concerned. Referees generally provide an assessment of the quality of the project and the applicant’s qualifications.

Do should references be submitted by the supervisor separately?
Letters of recommendation have to be signed personally by the author and sent to the Gerda Henkel Foundation separately. A signed version by email (scan with signature) or fax is accepted.

Does the Foundation accept letters of recommendation by email?
References can be sent by email  or fax. They have to be signed by the author.

Do you accept letters of recommendation from abroad?
Yes.

Do you accept letters of recommendation from other subject areas?
Yes.

Should application documents and references be submitted in English or German?
The Foundation accepts both, although German is preferred where possible.

What does the Foundation mean by its age limit of 28?
The age limit refers to obtaining a degree. If you were 25 when you obtained your master degree, you could apply for doctoral funding at the age of 35, for example. Exceptions will be made to take the following situations into account: night school, bringing up children, military or civil service, work experience and other exceptional circumstances. If there are no extenuating circumstances, applications from those older than 28 cannot be accepted.

Can I apply with a 1.5 grade or does the grade have to be better than 1.5?
For an application to be considered in the selection process the overall master grade awarded must be at least 1.5 or above in Germany (comparable with grade A in other countries).
We will check any applications with degrees obtained outside Germany before deciding whether to put them through into the next stage.

Does the grade refer to the bachelor or the master degree?
It refers to the master degree.

Can doctoral students from overseas apply for a doctoral grant?
Yes.

Can students write their doctorate overseas?
Yes.

Which certifications should be submitted when I am applying for a PhD scholarship?
Please send in certificate(s) of the university degree qualifying for PhD studies (or seminar attendance certificates for direct doctorates). Please send us copies, references do not have to be attested. Please do not send certificates of High School Leaving, Bachelor certificates, internships, seminar grades (only necessary for direct doctorates) and employment references.

Can I submit an application for doctoral funding if I have not yet been formally registered by the university or not yet had my place confirmed?
Yes.

Do I need to be enrolled on a course of study when I make my application?
The Foundation does not have any preferences in this respect. Proof of enrolment does not need to be produced.

Can I apply for a doctorate grant if I have finished my undergraduate degree but not officially graduated?
No, to make sure all applicants are treated equally, we do require a written confirmation of your degree results. The Foundation will however accept provisional attestation from the university showing individual grades and the overall grade.

Which documents do I have to submit for funding if I have already started my doctorate?
Please submit the same documents as for a standard doctorate grant.

Are there any interviews? Can I present my subject to the Foundation in person?
No, decisions are based solely on the application submitted.

Can I ask when the Foundation’s quarterly committee meetings are held?
No, the Foundation does not provide any information about when the committees meet to assess applications. Once all necessary documents have been submitted (incl. reference), you should expect to wait approximately six months for our decision.

Can I apply for funding for the completion of my doctorate ("final scholarship")?
No, the Foundation will not grant scholarships for the final completion of Ph.D. projects. A final scholarship is either a grant that succeeds another grant exceeding 12 months and bestowed by a different party and/or the application for a scholarship not exceeding 12 months.

If I am given a doctoral grant, do I have to start my doctorate immediately?
Doctorates must be started within twelve months of the grant being agreed.

Can I work during the grant period?
Yes, as long as the employment does not exceed an average of five hours a week.

Can all applications for doctoral funding include an application for travel or material expenses?
Yes, as long as the foreseen expenses are directly linked to the doctorate.

Can I apply for funding of college or tuition fees?
No, the Foundation does not cover college or tuition fees.

Does the Foundation pay for childcare during the period for which a stipend is awarded?
Foundation stipend holders working on Ph.D. or research projects receive a family grant on presentation of the child’s/children’s birth certificate(s). The grant is paid for children who have not yet turned 18.

What is the Foundation’s policy is a stipend holder becomes a parent during the period for which a stipend is awarded?
The period of support for Foundation stipend holders working on Ph.D. or research projects can be extended by up to 12 months if the holder becomes a parent during the period covered by the stipend and has an entitlement to maternity or parental leave. Individual arrangements must be discussed with the Foundation’s administrative office.

What should I do once I have received the letter of approval?
Please let us know by postmail whether you accept the grant and the terms of appropriation. If you do accept, please also supply your current bank details and include when you wish payments to start. Please note that all credit transfers and standing orders are being switched over to the pan-European SEPA system. Instead of a bank sort code and account number, the Foundation requires the IBAN and BIC details. You will find the corresponding information on your account statement and possibly on your bank card.

What are my obligations if I accept the funding?
You must inform the Foundation of any changes which have a bearing on the payment of the grant or the amount paid. Teaching positions and other employment must be agreed with the Foundation if they exceed an average of 5 hours a week.

How should references be made to the Foundation in my work?
We ask that the Foundation be mentioned in any publications that arise from the funded project. The Foundation should also be included in the imprint of any publications for which publishing aid was supplied. For other media, such as conference posters or flyers, please use the logo available on our website. Please also mention the Foundation at events and in any contact with journalists (e.g. via your university’s press office), including in any press releases.

Can the grant or parts thereof be used for other purposes?
No. The grant is only to be used for the purposes detailed in the letter of approval.

Can grants be transferred to overseas accounts?
Yes. Please supply your SWIFT/BIC code and IBAN. We would however prefer to make transfers to a German account.

Do I have to take out insurance if I am awarded a grant or does the Foundation cover those costs?
As grant recipients are not technically employed by the Foundation, national insurance contributions are not paid. The Foundation recommends that all grant recipients take out medical insurance. No additional funding is available for these costs.

What is the Foundation’s policy is a stipend holder becomes a parent during the period for which a stipend is awarded?
The period of support for Foundation stipend holders working on Ph.D. or research projects can be extended by up to 12 months if the holder becomes a parent during the period covered by the stipend and has an entitlement to maternity or parental leave. Individual arrangements must be discussed with the Foundation’s administrative office.

How do I write an invoice?
Invoices for travel and material costs must take the form of a detailed list of expenses with brief explanations and numbered receipts attached.

What kind of information about my bank account do I have to submit?
Please note that all credit transfers and standing orders are being switched over to the pan-European SEPA system. Instead of a bank sort code and account number, the Foundation requires the IBAN and BIC details. You will find the corresponding information on your account statement and possibly on your bank card. Please send us these details or submit them with your next invoice.

Do original receipts have to be sent?
Generally yes. Should third parties need the originals for billing purposes (e.g. university offices), please submit copies and ensure that the originals are held for at least ten years in case they need to be checked.

Will my family’s costs be reimbursed for research trips?
No. These must be covered by the grant recipient.