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Scientific Exchange Grants
Supporting international collaborations and enabling transfer of expertise
- Contact
General email
Karin Dumstrei
Programme Head
+49 6221 8891 122
Elsie Chan
- Programme Officer
- + 49 6221 8891 409
Kate Le Vézouët
- Programme Assistant
- + 49 6221 8891 117
Ghulam Rasool
- Programme Officer
- + 49 6221 8891 561
Daniele Viarisio
- Senior Programme Officer
- + 49 6221 8891 502
FAQs
Q: Is there a deadline to apply for the Scientific Exchange Grants?
A: No, but at a minimum all applications must be submitted via our online application system 30 days before the start date of your intended research visit. Applications submitted less than 30 days before the research visit are ineligible. Please adjust your start date accordingly.
Q: When will I receive a decision on my grant proposal?
A: The EMBO Fellowship Office will get back to you with a decision within four months. Please understand that due to a high number of applications and incoming emails, the Fellowship Office cannot give real-time update on the application status before the final decision is made.
Q: I am waiting for a decision on my proposal, but the start date of my research visit is approaching. Can I still start my research visit?
A: Yes, you are welcome to start your visit before a decision has been made. In case of an award, the stipend will be paid retrospectively. However, in case of a rejection EMBO cannot cover any costs incurred.
Q: I am still waiting for a decision on my proposal, but the start date of my research visit is approaching. Can I postpone my research visit?
A: Yes, you are welcome to postpone your visit if all eligibility requirements are still met.
Q: In case I undertake my research visit and then later find out that my application was unsuccessful, will EMBO reimburse my expenses?
A: No, EMBO does not take responsibility for any incurred costs of unsuccessful applications.
Q: I would like to make a change in my application, but I have already submitted it. Can you help me?
A: No, it is unfortunately not possible to make changes to the application after it has been submitted. Please carefully double-check the information you have provided before submitting your application.
Q: Can I attach documents to my application?
A: No, our online application system supports text only. Please also refrain from sending reference letters to the Fellowship Office as these cannot be considered in your application. Referees should complete their recommendations via our online form.
Q: My application for an EMBO Scientific Exchange Grant just got rejected. I would like to make some changes and submit another application. Can I quickly do that?
A: No, re-application is only possible 12 months after the end of a previous Scientific Exchange Grant or in the case of an unsuccessful application the date of application submission. Please also note that for a re-application you need to propose a project and a host laboratory that is different from the one provided in your previous application.
Q: I am pursuing a MD rather than a PhD; can I still apply for an EMBO Scientific Exchange Grant?
A: Yes, if your project is in line with EMBO’s scope (https://www.embo.org/about-embo/programmes-and-activities/subject-areas/) you are welcome to apply to the programme. Please also note that you need one year of graduate-level research in order to apply.
Q: I am still undertaking my PhD studies. Can I apply for an EMBO Scientific Exchange Grant?
A: Yes, if you have completed at least one year of graduate-level research. If not, you are welcome to apply after the first year of your PhD.
Q: I am a research technician. Can I apply for an EMBO Scientific Exchange Grant?
A: Yes, if you have completed one year of graduate-level research then you are eligible to apply.
Q: I am a European national working in a non-EMBC member state, can I still apply for a Scientific Exchange Grant?
A: No, only applicants (of any nationality) working at an institute/university in an EMBC Member State, EMBC/EMBO global partners (Chile, India, Singapore, Taiwan) or funded by one of the following programmes of the Japan Science and Technology Agency (JST) ASPIRE, FOREST, PRESTO, ACT-X, ERATO, CREST are eligible to apply.
Q: I am a national of an EMBC Member State (also working in an EMBC Member State) and I would like to pursue my fellowship in a country outside of EMBC Member States, can I apply?
A: Yes, you are welcome to apply. However, please note that only in exceptional cases do we award fellowships to go outside EMBC Member States. You will need to provide a justification in your application why you need to conduct your research in a non-EMBC Member State.
Q: I have other plans after my EMBO Scientific Exchange Grant and will not be able to stay back at my home institute for 6 months; can I still apply?
A: No, you must return to your home institute immediately for at least 6 months after the EMBO grant. Returning for 6 months at a later stage will also make you ineligible. We require a letter from your home supervisor confirming this period of stay.
Q: If I have two potential laboratories to collaborate with in my host country during the EMBO Scientific Exchange Grant. Can I collaborate with both?
A: No, the intention of EMBO’s Scientific Exchange Grant is to build scientific collaboration between two laboratories (the one in your home country and the one in your host country). Therefore, please only select one lab to collaborate with.
Q: I do not have a host laboratory/supervisor. Can you help me to find one?
A: No, it is the applicant’s responsibility to identify a potential host laboratory/supervisor in line with their own research interests and objectives.
Q: My home supervisor has collaborated with the host laboratory, but I did not. Can I still apply?
A: No, neither you nor your home supervisor should have collaborated (present or past) with the host laboratory before. The intention of the EMBO Scientific Exchange Grant is to foster new scientific collaboration between the two laboratories. Collaboration examples include joint funding, joint author publications or previous visits between home and host laboratories.
Q: I would like to split my research visit into two parts. Can I still apply?
A: Yes, you can split your research visit into two parts. However, the timeline of the visits including the time gap in between them should not extend more than 180 days. EMBO will only cover the travel allowance once and the grant is paid in one lump sum.
Related to awardees
Q: When planning for the research visit, my travel tickets ended up being more expensive than the amount of my travel allowance. Can EMBO reimburse me?
A: No, the travel allowance of your grant is regulated by EMBO’s rules and policies. Therefore, EMBO cannot provide additional funds, nor reimburse the full cost of travel tickets.
Q: When planning for the research visit, I realize I need a visa for the country where I will be going and that I need to pay a fee for it. Can EMBO reimburse me?
A: No, the grant is paid to support travel and subsistence costs according to EMBO’s rules and policies. EMBO cannot provide additional funds, nor reimburse the cost of visa fees.
Q: During my research visit, I would also like to attend a conference, or a similar event, that may incur registration fees or other types of fees. Can EMBO support me?
A: No, EMBO cannot provide additional funds to cover for such purposes. These expenses would need to be paid by the fellow.
Q: Do I have to keep and provide the receipts of my expenses during the research visit?
A: No, you do not need to keep or provide receipts of your travel or subsistence expenses to the Fellowship Office.
Q: I would like to extend my research visit and stay longer at the host laboratory. Am I allowed to do that?
A: Yes, you are welcome to extend your visit to a total duration of maximum 180 days, if you can still meet the six months return requirement. Please note that EMBO will not provide funding for this extended period and that the EMBO grant must be used for the first three months of the visit.
Q: When will I receive my grant payment?
A: EMBO has two payment runs per month – one around the 10th and one around the 25th. Your payment will be scheduled on one of these dates, depending on which one is closer to the start date of your research visit. We cannot schedule payments outside of these two dates or arrange the payment much earlier than your start date. Please also note that it might take a few days for the funds to be reflected in your bank account.
Q: I have received additional awards from other funders to support my research visit. What should I do?
A: You must immediately notify the office of any additional awards you receive. In case you have additional funding with the same purpose of the EMBO Scientific Exchange Grant, then the respective amount would be deducted from your EMBO grant.
Q: Will the grant amount be transferred to my personal bank account or the one of my host institution?
A: The grant funds will be transferred directly to your personal bank account.
Q: I have received the respective funding in my bank account. However, I have had issues with my travel plans, and I cannot travel as intended. What do I do?
A: You should notify the Fellowship Office immediately and return the grant amount back to EMBO by bank transfer. Once you have solved your issues and have new dates for your trip, EMBO will re-pay the funding to you.
Q: I am employed and have a salary, am I allowed to keep both funding sources?
A: Yes, it is fine to keep both sources, provided that there is no additional funding to specifically support your intended research visit like travel or subsistence expenses.
Q: When do I need to submit my final report and letter of return?
A: Both documents must be submitted six months after your research visit has passed. Please email the documents to and make sure that you add your home supervisor in Cc.
Q: Is there a template for the final report and letter of return?
A: No, there is no specific template for the documents. The final report should summarise the results of the project as well as possible plans for future work. It should be maximum two pages long, include diagrams, charts, and/or illustrations. The letter of return should state clearly that you remain employed at your home lab after the Scientific Exchange Grant for at least six consecutive months. The letter should be signed by your home supervisor or home institute as proof. Documentation from the host lab is not required in that respect.
Q: After successfully completing my EMBO Scientific Exchange Grant, will I receive a certificate from EMBO? If yes, when?
A: Yes, you will receive a certificate after submitting the final report and letter of return to the Fellowship Office.