Frequently Asked Questions (FAQs) about MSCA4Ukraine

Please find here responses to frequently asked questions about the MSCA4Ukraine scheme. We will continue to add to this list over the course of the scheme.

1. When is the deadline for receipt of applications to the MSCA4Ukraine scheme?

Please note that the MSCA4Ukraine portal closed on Friday November 25 at midnight CET until further notice. 

By the scheme’s first cut-off date of November 11, we received over 400 applications from 28 countries. Due to this large response, and the high likelihood that funding will be committed on the basis of applications received by the first cut-off date, the MSCA4Ukraine portal closed on Friday November 25 at midnight CET until further notice. As noted in the scheme’s Terms of Reference all internal cut-off dates announced were provisional, and adjustable based on the rate of applications.

Please note that any applications received after the first cut-off date and before November 25 will only be evaluated if funding remains after the selection of applications received by the first cut-off date of November 11. In the unlikely case that there is still funding available after the first two rounds of evaluation, the portal will reopen for new applications in early 2023.

2. I am a researcher from Ukraine and would like to be considered for a fellowship under the MSCA4Ukraine scheme. What are the eligibility criteria with regard to researchers?

As noted in the MSCA4Ukraine Call for applications and terms of reference, applications must be submitted by prospective host institutions on behalf of a named researcher. Researchers are eligible to be nominated by a host organisation if they are:

(a) either (1) Ukrainian nationals, or (2) stateless persons, or nationals from third countries other than Ukraine, with their primary residence in Ukraine on 24 February 2022;

(b) either (1) have been displaced on or after 24 February 2022, or (2) are ready to relocate from Ukraine;

(c) are postdoctoral researchers (i.e. in possession of a doctoral degree by the time the fellowship is set to begin), or doctoral candidates (i.e. enrolled in a doctoral programme at a higher education institution in Ukraine, leading to the award of a doctoral degree)

(d) have the language skills required to successfully conduct their research activities at the envisaged host institution, as confirmed by the applicant host institution.

3. Does my organisation need to be a member of the Scholars at Risk Network in order to apply? 

No. As noted in the MSCA4Ukraine call for applications & terms of reference, host organisations can be academic or non-academic organisations in any EU Member State or Horizon Europe Associated Country. (Please see questions 3 and 4 for additional specifications in this regard).

4. Are prospective host organisations in Ukraine eligible to apply? 

The primary host organisation (the MSCA4Ukraine applicant) must be outside Ukraine, but organisations within Ukraine can host researchers during a secondment arrangement in a reintegration phase of up to one-third of the fellowship duration. While the standard MSCA mobility rules will not apply to the MSCA4Ukraine scheme, the principle of mobility still applies.

5. Are host organisations in the UK eligible to apply? 

At present, only host organisations in countries already associated to Horizon Europe at the time of the MSCA4Ukraine application are eligible to apply for funding under MSCA4Ukraine. However, organisations established in non-associated third countries can host researchers for short-term secondments.

6. Are host organisations in Switzerland eligible to apply?

No. Only host organisations in countries associated to Horizon Europe are eligible to apply. However, organisations established in non-associated third countries can host researchers on short-term secondments.

7. Are there any restrictions with regard to age of the researcher?

The MSCA4Ukraine scheme does not impose any age limits. However, the host organisation in their provision of an employment contract to the researcher, will need to ensure compliance with relevant employment legislation in the host country.

8. Are there any restrictions with regard to numbers of years research experience, or numbers of years since completion of the PhD?

No. There are no such restrictions in MSCA4Ukraine.

9. I am a researcher from Ukraine seeking a host organisation in order to apply together for MSCA4Ukraine. Can you help me find a host organisation?

Yes we can. Please first visit this list of organisations seeking researchers from Ukraine for the purposes of an MSCA4Ukraine application. If you see a suitable contact point at one of the host organisations at this list, please contact them directly at the email address provided. If you do not see a suitable contact point please follow the instructions on this page:  https://sareurope.eu/msca4ukraine/researchers-seeking-hosts/

10. My organisation/institution is interested in applying for MSCA4Ukraine together with a researcher from Ukraine. However, we are not currently in contact with a researcher. Can you help us connect with a suitable researcher?

Yes. Please first visit the instructions for host organisations seeking to connect with researchers from Ukraine. We ask you to consider providing your details for inclusion on the public list of prospective host organisations so that researchers can contact you directly quickly in order to discuss an application. There is also an option to request matchmaking assistance from the MSCA4Ukraine scheme. See form for institutions at: https://sareurope.eu/msca4ukraine/list-of-host-organisations/

11. How much is the MSCA4Ukraine fellowship?

Fellowship rates for researchers are the Marie Skłodowska-Curie Actions (MSCA) Doctoral Networks and MSCA Postdoctoral Fellowships. These rates are outlined in the MSCA work programme at p.83 for PhD holders/postdoctoral fellows, and at p.75 for doctoral fellows.  Since the cost of living differs across host countries, please note a country correction coefficient applies to the monthy living allowance in order to ensure equal treatment across host countries and purchasing power parity for all researchers. In addition to contributions for researchers, MSCA4Ukraine will provide contributions towards institutional costs. Please see question 11 for further information on institutional costs.

12. Does the MSCA4Ukraine scheme provide contributions towards institutional management costs?

Yes. Under the MSCA4Ukraine scheme host organisations will receive the same monthly contribution towards institutional costs regardless of whether they host doctoral or postdoctoral candidates. For MSCA4Ukraine the rates for institutional costs will be the postdoctoral rates, as listed on p. 83 of the MSCA4 work programme.

13. How is ‘family’ defined for the purpose of family allowance under MSCA4Ukraine?

The MSCA4Ukraine scheme provides the same family allowance as that provided under the MSCA doctoral and postdoctoral fellowship schemes (MSCA rates, including family allowance rates provided in the MSCA work programme at p.83 for PhD holders/postdoctoral fellows, and at p.75 for doctoral fellows). For the purpose of the family allowance, the researcher’s family includes “persons linked to him/her by (i) marriage, or (ii) a relationship with equivalent status to a marriage recognised by the legislation of the country or region where this relationship was formalised; or (iii) dependent children who are actually being maintained by the researcher.”

14. Who within our organisation should complete the MSCA4Ukraine application?

It is recommended that the application be completed and submitted by any of the following: a grants management officer, research officer, or international office staff person, or other organisational contact point authorised to take on the following responsibilities of the primary contact point for the MSCA4Ukraine application. The primary contact point will:

  • Coordinate application process for all MSCA4Ukraine candidates at their organisation. However if the organisation anticipates submitting a high number of application, the organisation may wish to assign 2 or 3 separate contact points who should ensure to coordinate with each other, as there is a limit of 2 million euro to any one organisation under this scheme. (See MSCA4Ukraine Terms of Reference, p. 6)
  • Serve as primary contact for MSCA4Ukraine consortium for application and funding
  • Ensures compliance with MSCA4Ukraine ToR, including eligibility
  • Ensure the academic mentor interviews the candidate
  • Ensure verification of documentation on identity, academic record and relevant language proficiency of candidate
  • For doctoral candidates: Ensures enrollment at applicant organisation
  • Develops host organisation statement on support measures for candidates
  • Initiates and completes application in the online application portal
  • Ensures timely contribution of all parties involved

15. Who can be an academic mentor? What are the responsibilities of an academic mentor?

The academic mentor must be an active researcher at the applicant organisation. Their responsibilities at the application stage and, if the application is successful, will include:

  • Conduct interview with the candidate before application
  • Provide confidential assessment of the candidate’s academic profile, achievements and future potential, and of the quality of the research proposal in the academic mentor’s statement as part of the application
  • Provide workspace and access to relevant research equipment
  • Serve as primary academic collaborator/advisor (in case of doctoral candidates: supervisor) of the candidate
  • Supports the candidate in successfully completing their research proposal and furthering their academic qualifications

16. The Terms of Reference state that the online portal opens on 24 October for applications and the call will be structured by internal cut-off dates, with the first date tentatively set at 11 November 2022. Will the chronological order in which applications are received between 24 October and 11 November matter? Will the date of submission between 24 October and 11 November have an impact on our chances of receiving funding?

No. The order in which applications are received between 24 October and the first cut-off date, 11 November, will have no bearing on the outcome. All eligible applications received by the first cut-off date will proceed to the evaluation stage.

17. Is it possible for two host organisations to apply with the same candidate?

Only one proposal per individual candidate can be submitted. In case of several proposals involving the same individual candidate, only the first proposal submitted will be considered eligible. However, please note that an academic mentor can be involved in more than one proposal.

18. What are the requirements regarding enrolment status of doctoral students? 

Doctoral candidates must be enrolled at an institution in Ukraine. Enrolment at the host organisation is also strongly recommended, or at least a cotutelle arrangement with the host organisation. For doctoral candidates, the application will require confirmation that the candidate is enrolled at an institution in Ukraine, and confirmation of the candidate’s status at the host organisation e.g. enrolled doctoral student (strongly recommended) or at least cotutelle arrangement.

19. On 24 February 2022 I was outside Ukraine temporarily for holidays/work trip/ short-term fellowship. Am I still eligible under the scheme? 

The eligibility criteria state that candidates must have had “their primary residence in Ukraine on 24 February 2022” and “Either (1) have been displaced on or after 24 February 2022, or (2) are ready to relocate from Ukraine.” If you were outside Ukraine on the 24th of February but can prove that this was due to holidays or other short stay abroad and you still had your primary residence in Ukraine to which you were due to return, but instead found yourself displaced, you will be eligible.

20. With regard to translations of certificates/diplomas/other documents to be submitted via the online portal, do these need to be certified translations?  

The applicant organisation (prospective host institution) has primary responsibility for the verification and authentication of the documents relating to the candidate they will employ/host. This should be done in accordance with the host organisation’s admissions and hiring processes and applicant organisations may require certified translations for some documents. Where non-official documents such as research proposals need to be translated, certified translations are normally not required. 

21. What is the envisaged start date for fellowships?

Fellowships should begin as soon as possible following a successful evaluation. Estimated start dates for those applying by the first cut-off date of November 11 would be February/March 2023.

22. How do I apply to MSCA4Ukraine?

Applications must be made through an online portal by host organisations on behalf of named researchers from Ukraine. Further information on applying is in the scheme’s terms of reference and application templates.

23. Can our host organisation hire a researcher on a part-time basis under MSCA4Ukraine?

MSCA4Ukraine fellows need to be offered full time contracts, unless individual exceptional circumstances of the researcher, not linked to the general practice in the country, would justify offering a part-time contract.

If a researcher is actively seeking a part-time contract, a minimum of 50% FTE is required.  As long as the MSCA4Ukraine employment contract is 50% FTE or more, then the scheme does not place restrictions on other contracts the researcher enters into. However, it would be the researcher’s responsibility to report any other part-time employment to their host organisation in keeping with the host org’s employment policies to ensure there is no conflict of interest or other issues. There would also be income tax related issues arising that would need to be addressed by the researcher/host organisation. 

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