c) Short Stays at OUH - visits from international researchers

Application deadlines 2025 (expected)

Wednesday 19 February Wednesday 12 March Wednesday 9 April Wednesday 7 May Wednesday 11 June Wednesday 13 August Wednesday 10 September Wednesday 8 October Wednesday 12 November Wednesday 10 December

Objective

In addition to the overall objective of the OUH Internationalisation Fund (see the introduction of the call), the aim of category c) Short Stays at OUH - visits from international researchers is to develop international research networks and collaboration by attracting leading researchers to OUH. It is possible to apply for funding of their stay for up to three months. Short Stays at OUH – visits from international researchers is established as a less comprehensible alternative to recruiting international researchers for a temporary or tenured position.

Visits from international researchers to OUH must be of benefit to OUH.

Requirements for applicants

The following requirements must be met in order to obtain funding from The Internationalisation Fund:

• Applications for funding of an OUH Short Stay from an international researcher abroad must be submitted by a researcher at the level of associate professor or professor who are employed in a combined position between OUH and SDU (local researcher).
• The researcher in a combined position between OUH and SDU (local researcher) will act as a host for the visitor.
• International researchers (visitors) must be at the level of postdoc, assistant professor, associate professor, or professor.

Contact to OPEN

If relevant for the purpose of the research stay, international researchers are via Short Stays at OUH offered access to research support, data and biological material at OPEN (Open Patient data Explorative Network). If the OUH Short Stay is related to a new research project in collaboration with the local researcher and the international researcher from abroad, the local researcher must contact OPEN in order to clarify if the project may be accepted by OPEN prior to submitting the application to the OUH Internationalisation Fund.

Once the application has been accepted by the OUH Internationalisation Fund, the project will be accepted by the normal procedure at an acceptance meeting at OPEN prior to the arrival of the international researcher. This includes counselling about of e.g. data processing, access to data/biological material, necessary approvals, data processing agreement, etc. as well as identifying any needs for access to the facilities of OPEN.

Equally, if the Short Stay at OUH is related to a project already accepted by OPEN, the local researcher must contact OPEN prior to submitting the application to the OUH Internationalisation Fund in order to clarify if activities related to the Short Stay at OUH may be included in the ongoing project. Once the application has been accepted by the OUH Internationalisation Fund, OPEN will offer a clarifying meeting with counselling about e.g. data processing, access to data/biological material, necessary approvals, data processing agreements, etc. as well as identifying any needs to the facilities of OPEN.

For both new and already accepted projects, the usual services from OPEN apply, and OPEN will give counselling to the local researcher about access to the OPEN research support, data and biological material to the benefit for both parties.

All projects accepted by OPEN will enter into a license agreement and have access to the counselling from OPEN and access to facilities. OPEN must be cited at any publications as a result of the Short Stay at OUH.

Contact to OPEN about the project and international researcher must be made at least two months prior to the expected visit and before submitting an application to the OUH Internationalisation Fund.  

For more information, please refer to OPEN.

Clarification of regulation for entering Denmark

At least two months prior to the expected arrival of the international researcher, the local researcher must refer to the SDU International Staff Office about the expected arrival of the international researcher in order to clarify any possible obstacles for entering Denmark, e.g. visa, taxation, etc.

Eligible costs

• Travel expenses (economy class).
• Subsistence expenses according to the current circular for business travels:
  • Hotel/Airbnb or similar for a maximum of 90 days.
  • Daily allowances. Full rate for a maximum of 28 days, the remaining days reduced rate. For further information please see the current circular.
• Reimbursement of salary to the home institution of the international researcher.
• Insurance costs.

Please note the following:

• Funding does not necessarily cover all expenses.
• Travel and accommodation may be made via The OUH Travel Service. (ouh.rejseservice@rsyd.dk) cf. the OUH Travel Policy.
• If the international researcher is booking travel and hotel, it must comply with Danish regulation incl. only travel at economy class, and reimbursement will only be by receipts.
• All visitors including for Short Stays at OUH must take out the necessary insurance policies in their home country, e.g. for travel and health. It is possible to use the funding from the Internationalisation Fund as reimbursement of cost for necessary insurance policies.
• In order to reimburse the expenses of the home institution regarding salary to the international researcher, the home institution must be able to send an invoice to OUH. Otherwise, it is not possible to use funding for salary; i.e. OUH cannot pay out salary directly to the international researcher.

Non eligible costs

The OUH Internationalisation Fund cannot cover the following expenses (the list is not exhaustive):

• Expenses already defrayed, i.e. the application must concern future expenses.
• Expenses for accompanying family.
• Travel and subsistence expenses for researchers employed at OUH who live abroad.
• Participation in seminars, conferences, courses, etc.

The OUH Research Support offers instructions on how to draw up a budget. If you request assistance, please contact reg.forskerservice@rsyd.dk.

How to submit an application

The researcher in a combined position between OUH and SDU (local researcher) must submit the application for a visit from an international visitor.

You must submit your application via the application system efond. Please make sure that you choose the correct application form in efond when you want to apply for category c) “OUH Internationalisation Fund c) Short stays at OUH – visits from international researchers”. 

If in doubt which category to choose, please contact ouh.intpuljen@rsyd.dk before submitting.

Language

Your application must be in English or Danish.

Content of application

As a part of answering a number of questions in efond, the following must be drawn up:

• Description of the visit (step 2 in efond):
  • Purpose of the visit.
  • Tasks which the researcher will carry out at OUH.
  • Research area.
  • How the short stay will be of benefit to OUH.
  • Detailed timetable for the Short Stay at OUH including activities and publications.
• Budget (step 3 in efond) specified into:
  • Travel expenses.
  • Subsistence expenses.
  • Insurance costs.
  • Salary.
  • Which year(s) and number of months a possible grant from the OUH Internationalisation Fund is to be used:
    • Year 1 = 2025
    • Year 2 = 2026
    • Year 3 = 2027

Appendices:

• CV and publication list with selected publications within the past five years for both the international and the local researcher (a maximum of two pages in total for each).
• Approval of the visit from both the head of department and head of research at the OUH hosting department. The applicant must generate approvals in efond Step 2 via separate e-mails to both the OUH Head of Department and the Head of Research of the OUH hosting department with a request to provide confirmation by following the link in the e-mail – please ensure that both Head of Department and Head of Research have approved before the application deadline. See efond for further details.
• Written confirmation from the international researcher.
• Documentation regarding salary with the application.
• Approval from OPEN regarding access to the OPEN facilities for the international researcher, if they constitute part of the Short Stay at OUH.
• Confirmation of SDU ISO has been contacted regarding the arrival of the international researcher.

You will receive a receipt of your application by email if it is submitted correctly.

Applications which fail to comply with the above formalities, will not be considered.

Assessment criteria and procedure

Applications are being assessed according to the abovementioned objectives and requirements.

The submitted applications will be reviewed by the assessment committee for The OUH Internationalisation Fund.

All applicants will receive notice of the outcome of the application approximately three weeks after the application deadline.

Questions and contact information

Please forward questions to ouh.intpuljen@rsyd.dk.