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All of the information necessary for applying for a grant through the heiDOCS-beCULT “Career Development” program can be found on this website.

Please read carefully through both the General Questions and the Specific Questions about the Individual Sub-Programs. 

» Proofreading grants
» Language course  grants

General questions
 

► Who can apply for a grant from the heiDOCS-beCULT program "Career Development"?
► When should I apply?
► Is there a maximum amount that can be awarded within the heiDOCS-beCULT program?
► Can I apply for more than one grant from the heiDOCS-beCULT "Career Development" program simultaneously?
► Can I receive more than one grant from the heiDOCS-beCULT "Career Development" program?
► What do I need to consider when filling out the application form?
► Do I need to submit any additional documents (e.g. publication lists, CV etc.)?
► What is meant by "External Funding"?
► Can I apply for an advance payment?
► Who can I issue the evaluation form for my application?
► How do I know if the Graduate Academy has received my application?
► When will I be notified of the decision regarding my application?

Specific questions about the individual sub-programs

Proofreading grants

► What is a proofreading grant?
► To which languages does the proofreading grant apply?
► How high is the grant?
► What do I have to submit to have the proofreading grant paid out?
► When will I receive my proofreading grant?
► What happens to my proofreading grant if I do not have the proofreading done?
 

Language course grants

► What is meant by "Language Course Grant"?
► How high is the grant?
► What do I have to submit to have the language course grant paid out?
► When will I receive my language course grant?
► What happens to my grant if I cannot attend the language course?
► What will happen to my language course grant if I have to postpone the course?

 

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General questions

 

Who can apply for a grant from the heiDOCS-beCULT program "Career Development"?

These grants are only open to doctoral candidates who have been officially ad­mit­ted to the Faculty of Behavioural and Cultural Studies at Heidelberg University.

 

When should I apply?

Applications can be submitted at any time.

The applications will be collected and assessed as a group after the deadlines indicated below.
 

Deadlines

January 1

April 1

July 1

October 1

The awards notifications will be sent out about 6 to 8 weeks after each deadline.

 

Important:

• Grants from the heiDOCS-beCULT “Career Development” program cannot be approved retroactively for initiatives that have been carried out or completed in the past. Therefore, we recommend that you take note of the deadlines and plan accordingly.
• Incomplete applications cannot be considered.

 

Is there a maximum amount that can be awarded within the heiDOCS-beCULT program?

Yes. Every doctoral candidate may receive grants amounting to a maximum total of 1,500 Euro over the course of his or her entire doctoral studies. This applies to all grants within the heiDOCS-beCULT “Doctoral Funding” and “Career Development” programs jointly (with the exception of the completion grants and proofreading grants).

 

Can I apply for more than one grant from the heiDOCS-beCULT "Career Development" program simultaneously?

Yes. You can apply for more than one grant from the heiDOCS-beCULT “Career Development” program at the same time.

Important: If you apply for several grants from the heiDOCS-beCULT “Career Development” program at the same time, you need to submit a complete and separate application for each grant (see: » Application procedure and forms).

 

Can I receive more than one grant from the heiDOCS-beCULT "Career Development" program?

Yes. However, please be aware that you can receive a maximum total of 1,500 Euro in grants from the heiDOCS-beCULT “Doctoral Funding” and “Career Development” programs jointly (exceptions: completion grants and proofreading grants) over the course of entire your doctoral studies.

 

What do I need to consider when filling out the application form?

Please fill out the application form (see » Application procedure and forms) electronically; do not handwrite your application. In order to ensure that the electronic forms work with all versions of the Adobe software, we strongly recommend that you first download and save the empty application form on your computer and then fill the form out and save it again.

Please use an Apple or Windows operating system to fill out the forms. The forms are not compatible with a Linux system.

Please use only the space provided in the existing fields on the application forms. The evaluators will not be able to read any text that extends beyond the existing limits of the fields.

Please do not change the formatting of the fields on the application forms.

Please send the application documents as separate attachments in your email. You do not need to merge the various documents into one PDF file.

 

Do I need to submit any additional documents (e.g. publication lists, CV etc.)?

The application procedure and required application documents are indicated in detail here. Additional documents not listed on the website such as publication lists, literature lists, or CVs will not be sent to the evaluators.

 

What is meant by "External Funding"?

“External funding” refers to additional funds that you have received from an external funding organization for the sub-program for which you are now applying. If you will receive or have received funding from an external source, the external funding amount will be offset against the amount approved by the heiDOCS-beCULT program.

 

How do I know if the Graduate Academy has received my application?

Unfortunately, it is not possible for us to automatically notify each applicant that their application has been received. If you want to check on the status of your application, please send an email to: ga-docs@uni-heidelberg.de

Please note that incomplete applications will not be considered.

 

Can I apply for an advance payment?

Yes. For expenses of 200 Euro or more you can indicate on the application form (see » Application procedure and forms) that you would like to apply for an advance payment. If the grant is approved, an advance payment of 80% of the final grant amount will be paid to you. The reimbursement of your remaining expenses, up to the remaining 20% of the grant amount, will be made to you only after you have submitted the necessary documents for reimbursement.

Please note:

• The advance payment is conditional and can be revoked by the Graduate Academy. If you do not submit all of the necessary documents to the Graduate Academy at the latest one month after completion of the language course/proofreading or if you do not carry out the language course/proofreading, you will be required to repay the advance payment immediately to the Graduate Academy.
• If your actual total expenses come to less than the advance payment, you must reimburse the difference to the Graduate Academy.

 

Who can issue the evaluation form for my application?

The evaluation form for your application must be issued and submitted to the Graduate Academy by your doctoral advisor. Please note that the evaluation is to be treated confidentially by your advisor and must be sent by your advisor directly to the Graduate Academy: ga-docs@uni-heidelberg.de. Please be aware that the application deadlines also pertain to the receipt of the evaluation form.

 

How do I know if the Graduate Academy has received my application?

Unfortunately, it is not possible for us to automatically notify each applicant that their application has been received. If you want to check on the status of your application, please send an email to: ga-docs@uni-heidelberg.de

Please note that incomplete applications will not be considered.

 

When will I be notified of the decision regarding my application?

The notifications are sent out by regular mail after the entire evaluation process is completed; this process takes about 6 - 8 weeks after each application deadline. It is not possible to inform you about the results of your application before all evaluations are completed.

 

 

Specific questions about the individual sub-programs
 

Proofreading grants

 

What is a proofreading grant?

The proofreading grants will support the costs of professional proofreading. You can use a proofreading grant to have your dissertation (monograph or cumulative dissertation) and/or articles to be published in academic journals professionally proofread.     

The proofreading should be carried out by a certified agency or company specializing in the editing of academic texts. Proofreading includes only the correction of spelling, punc­tuation and grammar.

Important: The applicant must be the main or first author of the publication.

Note: The funding is awarded in the form of grants. The award of a grant does not establish an employment relationship between Heidelberg University and the recipient. The recipient of the grant may not be obligated to perform any specific academic service or employment activity in connection with the grant.

 

To which languages does the proofreading grant apply?

The purpose of the proofreading grant is to fine-tune the language of your publication and thus to reduce any disadvantages you might have as compared to native speakers. For this reason, you can apply for a proofreading grant only if the publication is written in a language that is not your native language.

 

How high is the grant?

The grant will cover up to a maximum of 3,000 Euro for the professional proofreading of your publication. The amount awarded for a proofreading grant will be based on the expenses that you list on your application form. Please submit offers/price quotations from three proofreaders with the application form. Should your actual expenses exceed the grant amount indicated in the awards notification, this difference will not be refunded.

 

What do I have to submit to have the proofreading grant paid out?

You must send in the proofreading grant reimbursement form (which is sent out with the approval notice) with the original invoice and your proof of payment. Expenses for which you do not have an invoice cannot be reimbursed.

If you received external funding for the proofreading of this publication, please send a copy of your reimbursement application for the external organization to the Graduate Academy. In this case, external funding is funding from an external source that you will put toward the cost of proofreading this same publication.

 

When will I receive my proofreading grant?

If you are awarded a proofreading grant, your approved expenses will be reimbursed after receipt of the necessary documents.  Please note that the documents required for the payment of the publication grant must be submitted to the Graduate Academy no later than one month after the publication.

 

What happens to my proofreading grant if I do not have the proofreading done?

The proofreading grant is not transferable to another person or to a different publication. Therefore, if you do not follow through with the proofreading, you will automatically forfeit your award.

Important: Funding that is awarded to you but not claimed by you will not be deducted from the total funding amount available to you within the heiDOCS-beCULT program.

 

Language course grants
 

What is meant by "Language Course Grant"?

This grant will provide financial support for you to participate in a language course in order to improve your skills in a foreign language that is necessary for your doctoral studies. The language course must be provided by a certified language school or agency.

Note: The funding is awarded in the form of grants. The award of a grant does not establish an employment relationship between Heidelberg University and the recipient. The recipient of the grant may not be obligated to perform any specific academic service or employment activity in connection with the grant.

 

How high is the grant?

The amount awarded for a language course grant will be based on the expenses that you list on your application form and the maximum funding amount currently available to you within the heiDOCS-beCULT program. Should your actual expenses exceed the maximum grant amount indicated in the awards notification, this difference will not be refunded.

 

What do I have to submit to have the language course grant paid out?

You must send in the appropriate form (which is sent out with the approval notice), all of the original receipts for the expenses you wish to claim and a certificate of participation from the course. Expenses for which you do not have a receipt cannot be reimbursed.

If you received external funding to help pay for this language course, please include a copy of your reimbursement application for the external organization with the form that you submit to the Graduate Academy in order to have the language course grant paid out. In this case, external funding is funding from an external source that is used to cover your expenses for the language course.

 

When will I receive my language course grant?

If you are awarded a language course grant, your approved expenses indicated in the awards notification will be reimbursed. The expenses will be reimbursed only after you have completed the language course. Please note that the documents required for the payment of the language course grant need to be submitted to the Graduate Academy no later than one month after completion of the language course.

 

What happens to my grant if I cannot attend the language course?

This grant is not transferable to another person or to a different project. Therefore, if you are unable to attend the language course, you will automatically forfeit your award.

Important: Funding that is awarded to you but not claimed by you will not be deducted from the total funding amount available to you within the heiDOCS-beCULT program.

 

What will happen to my language course grant if I have to postpone the course?

It is possible to postpone a language course; however, you must inform us as soon as possible if this situation arises (ga-docs@uni-heidelberg.de). In order for you to retain your grant, the language course must remain essentially the same.