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					Info-Leuven 28 July 2008

Katholieke Universiteit Leuven – Stellenbosch University
Exchange programme for academic staff members This exchange programme for academic staff members arises from the collaboration agreement signed by the Katholieke Universiteit Leuven and Stellenbosch University in April 1994. This programme creates possibilities for academics from both these institutions to become involved in joint research projects and to pay mutual visits for stipulated periods by invitation. 1. 1.1 1.2 1.3 1.4 1.5 Particulars Each institution makes available 18 bursary months per calendar year and it can be utilised in periods of a minimum of one month up to a maximum of three months. “18 Bursary months” implies that financial support is available (as indicated in 1.5 and 1.6) for 18 months. The residential university still pays the salary of the staff member that is, SU staff members have to apply for leave via the usual leave channels. Leuven pays the cost of airfare for its participants, while in the case of Stellenbosch airfare is for the account of the applicant. Arrangements with regard to insurance remain the responsibility of the participant. The host university however undertakes to render the necessary assistance in this regard. For staff members of Stellenbosch: * Leuven supplies free accommodation suitable for one person. Suitable accommodation for a married couple or family can be arranged but the participant will be required to pay the additional costs. * Leuven pays a subsistence allowance of 50 EUR per day for the first 30 days and 30 EUR per day for the following days. * No extra grant is given should the participant’s family accompany him/her. For staff members from Leuven: * Stellenbosch supplies free and suitable accommodation that is accommodation is supplied in accordance with the size of the family. * Stellenbosch pays a subsistence allowance of R200 per day. Tax of 25% is payable. * No extra grant is given should the participant’s family accompany him/her. Under certain circumstances it could be necessary to register a staff member from Stellenbosch as a “student researcher” or as an "onbezoldigd academisch gastpersoneelslid". It depends on the research project and the facilities that the visitor will use. This step does not have any financial implications but does have certain advantages. For a visit of longer than three months the visitor needs to make arrangements regarding a resident’s permit at least three months ahead of time as this is a longer procedure which has implications for family members should they be accompanying the participant. All arrangements must be made directly with the Belgian Consulate in Cape Town (applies to all participants). Funding through this programme is however limited to three months. Application procedure Each institution awards the scholarship in accordance with its own procedures and criteria. At Stellenbosch the programme is managed by the International Office (IO) and the IO handles all applications and correspondence. In Leuven the Dienst Internationale Relaties is responsible for the management of the programme.
Applications to Leuven in terms of this programme will be considered annually for the following year. Closing date: normally in September for the following year.

1.6

1.7

1.8

2. 2.1

2.2 2.3

If, after scholarships have been awarded, more bursary months are available, or become available due to other circumstances, an announcement in this regard will be made with a view to fresh applications.

2.4 Application form Vorm-Leuven must be used. It is available on request from the IO (tel. 4615), Wilcocks Building (South), office 113 or via email: rk@sun.ac.za.
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2.5 Applications must be recommended by the departmental chairperson and relevant dean. Applications, with the confidential recommendations attached, must be forwarded to the IO via the particular dean’s office. 2.6 Applications are considered by Rectorate for approval by Leuven, which makes the final recommendation. (Candidates from Leuven are also frequently submitted to Stellenbosch for final approval.) 3. 3.1 Important considerations The funds for this programme are made available at central level to both universities, apart from funds that can be made available by a department, institute or faculty for reciprocal research visits. Negotiations should as far as possible first be undertaken for such project-bound funds to be made available before an application is submitted for this programme. Visits that concur with the following will receive preference:  academic work of outstanding quality  joint research projects with a long-term objective  existing cooperation  projects that will lead to (a) publication(s) in accredited journals Usually one faculty may use up a maximum of six bursary months while each department may normally be considered biennially for participation in this programme. Normally only study leave may be used for participation in this programme. The normal procedure for leave applications must be followed. Participation in this programme cannot be used as motivation for extraordinary leave. Reciprocal visits are not limited to a maximum period of three months only, but funding is limited to three months only. Funding for longer periods may however be supplemented from other sources. Responsibilities on arrival of participants from Leuven The IO arranges suitable accommodation as well as for subsistence allowances to be paid out. The IO will also contact the host about all practical arrangements regarding the accommodation. The IO meets the visitor at the airport and provides transport to Stellenbosch. The IO arranges a tour of the campus for the visitor and makes available general information about the university to the visitor. At the request of the host, the IO will supply transport to the airport at the conclusion of the visit. The host department is responsible for the following:  Office space and general integration into the department/institution;  Computer facilities and email connection;  Visitor’s card for access to the library and relevant academic building;  The costs of all other travelling arrangements are for the account of the relevant department or visitor.

3.2

3.3 3.4 3.5 4. 4.1 4.2 4.3 4.4 4.5

Enquiries: Mr Robert Kotzé International Office Wilcocks Building (South), Office 113, Tel 4615
rk@sun.ac.za

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