Exchange Program – EXC²

• What is the eligibility for fellowship?
  PhD-students enrolled at NMU or UOL, Postdocs (Stipends) employed by UOL or NMU.

• What does the fellowship cover for incoming fellows from NMU?
  – The fellow receives a fellowship of 1,000 € per month plus living allowances (400 € per month) plus a full coverage of the travel expenses (roundtrip) in accordance with the German travel expenses act (Bundesreisekostengesetz).
  – Additionally it is possible to receive a family allowance for accompanying spouses and children as granted, regardless of the duration of the stay (1,200 € per additional person).
  – The purpose of this programme is to provide financial support to early career researchers enrolled/employed at NMU or UOL to undertake a scientific stay and to cover the additional costs incurred by such a research stay abroad. In the case of South African exchange candidates with family, it is also possible to request a lump sum to enable the family members to travel.
• What does the fellowship cover for outgoing stipends’ (from UOL) ?
  – The fellowship holder receives full reimbursement of travel costs (outward and return journey) in accordance with the German travel expenses act (Bundesreisekostengesetz) and a living allowance (€ 400 per month).
  – The purpose of this programme is to provide financial support to early career researchers enrolled/employed at NMU or UOL to undertake a scientific stay and to cover the additional costs incurred by such a research stay abroad.

• Do I have to pay any (tuition) fees for my exchange time?
  With focus on the relevant costs, HIFMB will support in-coming and out-going students and staff by overtaking the costs for enrolment and visa. However, selected candidates have to ensure necessary insurance for their planned stay abroad (either in South Africa or in Germany). This includes health insurance, liability insurance and any other insurances.
  

• Contact for further information:
  HIFMB: Ruth Krause
  NMU: Gavin Rishworth

• Is there an age limit for fellowships?
  Applicants need to be at least 18 years old. There is no further fixed age limit.

• Is there a certain amount of time that may have elapsed since the last degree was taken?
  No, it is not. However, the exchange program is aimed at PhD students and postdocs in their early phase (within the first 3 years after receiving their PhD). An application may be permissible under circumstances, which may have a delaying effect on studies or doctoral projects (such as pregnancy and childbirth, care of children or of care-dependent relatives or the like).

• I can only spend 3 months away from home. Can I still apply?
  Yes, fellowships can be between 3 and 6 months.

• I have not started my doctoral projects/ I am not enrolled yet – can I apply?
  The exchange program is aimed at the PhD students and postdocs. Graduate students who will start their PhD in the foreseeable future (within one year of application – must be enrolled for a MSc currently) can apply and may please add a schedule to the research plan.

• I completed my doctorate more than three years ago. Am I still eligible to apply?
  Yes, an application may be permissible under circumstances, which may have a delaying effect on studies or doctoral projects (such as pregnancy and childbirth, care of children or of care-dependent relatives or the like). A motivation in this regard will be required.

• Can I apply for a fellowship whatever subject I am studying?
  Preferably, you should be studying a discipline of the marine sciences (natural, social or interdisciplinary). Candidates from related disciplines are welcome to apply and are requested to justify the fit in the letter of motivation.

• What language skills do I need to apply for a fellowship?
  English language skills are needed for the application process and for both the stay at HIFMB and CMR. German language skills are not needed, but – if wanted – students can join German courses at the language centre of the University.
  

• Contact for further information:
  HIFMB: Ruth Krause
  NMU: Gavin Rishworth

• Traveling while the pandemic
• Applicants should inform themselves in detail about the generally applicable regulations, vaccination, certificate and quarantine requirements, hygiene regulations and other rules of conduct before starting their journey and upon returning to the country of their home university.
• Health insurance
• Applicants are requested to hold a health insurance valid in the country of destination for the duration of the stay abroad. Furthermore, it is heavily recommended to obtain a private accident insurance. Insurance costs cannot be refunded.

• How do I apply?
  Applications consist of a CV, a letter of motivation, a research proposal (max. 3 pages with details about the planned research), signed letter of support (LoS) of advisor at home, signed LoS of host. (More details in the answers to the following questions.)

• In the Call for Applications, a so-called “letter of motivation” (LoM) is required: What does this mean?
  Please use the LoM to describe your professional and personal reasons for wishing to study at HIFMB in Germany or CMR in South Africa on no more than two pages. It may also contain details about your education, your academic motivation and expectations as well as personal interests and explain how the fellowship will help you achieve your academic, professional and personal goals.

• Applications require a research proposal; what does this mean?
  Please explain the subject and objectives of your planned research, the key research questions and the methods you plan to apply. Please use a Gantt chart to outline the duration of our stay and the timeline of work packages and milestones. Are there anticipated difficulties or ethical issues related to collecting data? Please name the scientist at the host institution with whom you would like to do the work. If you need help finding potential advisors, feel free to contact Gavin and/or Ruth. Please insist that your supervisor states your desired start date and the duration of your stay in the Letter of Support and that he/she agrees to supervise you. The research proposal has to include information about requested family allowances (only applicable for outgoing applicants from NMU).

• Applications require a LoS from your advisor at the home institution as well as a LoS from the contact of your hosting institution. What does this contain?
  Hosts can be any scientist at or affiliated to HIFMB (UOL), CMR (NMU) or ICBM (UOL). Please get into contact well beforehand and discuss your ideas. Hosting advisors need to confirm that they are willing to help you carry out your research. The letter of support informally indicates that your research questions and objectives as well as the schedule have been discussed. It further confirms that a workplace is available for you. Please insist that your supervisor states your desired start date and the duration of your stay in the Letter of Support and that he/she agrees to supervise you.
  

• Contact for further information:
  HIFMB: Ruth Krause
  NMU: Gavin Rishworth

• Who is evaluating and selecting?
  There is a selection committee composed of colleagues from NMU and HIFMB/ ICBM. After a check for formal admissibility and completeness, this committee meets for a virtual selection session and makes a decision no later than 6 weeks after the end of the call. In case of open questions, the committee may contact the candidate and ask for clarification.

• Criteria
  The selection criteria for the exchange program are the candidate’s motivation, the scientific fit to the host scientist and a well-demonstrated relevance for the candidate’s own research.

• For more information regarding entry regulations, VISA matters and other useful information please visit the website of NMUs /UOLs International Office
• The Welcome Offices will assist you in finding suitable accommodation and provide you with relevant websites through which you can search. Please note that they can only provide support, but this is not a guarantee for a place in a hall of residence.

• Contact for further information:
  International Office Uni Oldenburg: ed.lou@emoclew
  International Office NMU: Natasha.September@mandela.ac.za

• Are there any courses that I can join?
  If you come to the HIFMB, you are taking part in a structured doctoral programme (OLTECH, POLMAR). You will receive certificates for every workshops or course that you have attended.
  

• Contact for further information:
  Graduate school OLTECH: Ferdinand Esser

• De-Registration at the University of Oldenburg
• De-Registration of your residence
• Termination of your bank account
• Termination of your German health insurance
• Short report and research stay evaluation
  

• Contact for further information:
  HIFMB Administration: Sophie Eggert
  CMR administration: Tara Bonnesse

• Read all relevant documents and information.
• Identify and contact HIFMB / NMU member(s) for your project.
• Calculate your costs.
• Explore a possible starting date of your contract.
• Clarify the data management.
• Gather letters of support.
• Register via our website formular and submit your proposal

If you have any questions regarding the application procedure, please contact the EXC² coordinator Ruth Krause.