GUIDELINES FOR APPLICANTS
The São Paulo Research Foundation (FAPESP) and the Bavarian State Ministry of Education, Science and the Arts of the Free State of Bavaria, (StMBW), Bavaria, Germany represented by the Bavarian University Center for Latin America (BAYLAT), Bavaria, Germany, signed a Cooperation Agreement for Research on April 11, 2012, aiming to implement scientific and technological cooperation between researchers from Bavaria, Germany and from the State of São Paulo, Brazil, through the funding of joint research projects.
This element is designed to provide financial support to bring together a Free State of Bavaria and the São Paulo State cohort of early career researchers to take part in a workshop focusing on building links for future collaboration and enhancing the researchers’ career opportunities.
Workshops will be coordinated by two leading researchers one from a higher education or research institutions in the Free State of Bavaria , one from a higher education or research institution in the State of São Paulo, Brazil.
Proposals will be accepted in any discipline/multidisciplinary area including from the natural sciences, social sciences, arts and humanities (see Annex 1 or 2 for further details). FAPESP and the Free State of Bavaria will co-fund the workshops.
2. Who can apply
Two leading researchers, one from a higher education or research institutions in the Free State of Bavaria , one from a higher education or research institution in the State of São Paulo, Brazil, are welcome to send in a joint application to propose a theme for the workshop using the application forms in Item 16. Both applicants will be referred to as “Workshop Coordinators”.
2.1 Workshop Coordinators from the State of São Paulo must be or have been Principal or Co-Principal Investigators of research projects funded by FAPESP within at least one of the following FAPESP funding lines: Thematic Projects, Young Investigators Award (JP), Research, Innovation and Dissemination Centers (CEPIDs/RIDCs), and Research Partnership for Technological Innovation (PITE).
3. Location of the workshops
The workshops will take place, one in the State of São Paulo, Brazil, and one in the Free State of Bavaria.
4. Timing of the workshop
The first workshop must take place between 1st of May 2016 and 30th of November 2016.
The second workshop must take place between the 1st of March 2017 and the 31st of October 2017.
5. Who will take part in the workshops?
Up to 40 researchers can take part in each workshop as described below:
5.1 Two (2) workshop coordinators : one from the Free State of Bavaria and one from the State of São Paulo.
5.2 Four (4) mentors : two from the Free State of Bavaria and two from the State of São Paulo.
5.3 Approximately thirty four (34) early career researchers: up to 17 from the Free State of Bavaria and up to 20 from the State of São Paulo, to be selected after the proposal is successful.
a. Early career researchers must have a PhD, obtained less than 10 years prior to the workshop.
6. Role of the Workshop Coordinators
Workshop Coordinators will send a joint application form. They will determine the theme and the content of the workshop. They can propose up to four other leading/established researchers to be involved in the workshop as Mentors. If the proposal is successful, Workshop Coordinators will also be responsible for selecting early career researchers to participate in the workshop.
7. Role of the Mentors
Mentor researchers are expected to act as mentors to the early career researchers during the workshop by sharing their experience and knowledge. Ideally, they would also remain in contact with the early career researchers after the workshop has finished, in order to share networks and contacts.
Workshops will be held in English.
9. Theme of the workshop
Applicants can present proposals in all knowledge areas.
10. Content of the workshop
Workshop Coordinators will lead on the research content of the workshops. The content must reflect the goal of the program to build links for future collaboration and enhancing the researchers’ career opportunities.
10.1 Brief workshop guidelines.
10.2 Sessions should be as interactive as possible with participants encouraged to share knowledge, experience and ideas.
10.3 Workshop coordinators and mentors should have the opportunity to share their expertise.
10.4 Suggested sessions:
a. Formal keynote lectures by the workshop coordinators and mentors.
b. Research sessions, where the early career researchers are able to share their current research (could be in poster format or oral presentations).
c. Networking sessions, where researchers are able to interact and explore opportunities for collaboration (e.g. speed-networking sessions).
d. Overview of the research base and funding opportunities: a brief introduction to the research base in the Free State of Bavaria and in the State of São Paulo/Brazil – how it is funded, size, strengths, international collaborative activity, links with industry.
e. Depending on the research field or theme of the workshop, coordinators may wish to include a session which invites industrial or other non-academic partners to talk about cross-sectoral collaboration.
f. Public engagement activity.
g. Cultural activity.
h. Visit to a relevant research or university facility.
11. Organization of the workshop
Workshop applicants are responsible for planning and organizing the workshop.
11.1 FAPESP and BAYLAT can provide funds for:
a. International (economy class) airfares for up to 20 researchers (including Workshop Coordinators and Mentors) from the Free State of Bavaria to travel to the State of São Paulo and back and from the State of São Paulo to travel to Free State of Bavaria and back.
b. Local travel costs for attendees (Free State of Bavaria and SP State).
c. Per diems (allowances) to cover meals, personal costs for the participants and accommodation for all external attendees for up to 5 nights in the city where the workshop will take place.
d. Organizational support.
11.2 The workshops will take place in the facilities of the host institution in the Free State of Bavaria and in the respective host institution in the State of São Paulo (counterpart).
11.3 BAYLAT and FAPESP will contribute with 50% of the costs each. Expenses can be related to: transport costs for German and Brazilian participants, accommodation for a max of 40 attendees, expenses with coffee breaks and refreshments, funds for seed research funding, promotional material, equipment, contingency, according to their own rules . Costs will be negotiated.
11.4 More details on the funding for the workshops can be found in Annex I.
12. Recruitment of participants
12.1 After the selection process, successful Workshop Coordinators will be responsible for recruiting participants to the workshops. All participants must come from the Free State of Bavaria higher education institutions and from higher education or research institution in the State of São Paulo . Participants linked to institutions outside of the Free State of Bavaria and the State of São Paulo are not eligible.
12.2 Early career researchers recruited to participate in the workshop must have a PhD obtained less than 10 years before the start of the workshop.
12.3 No more than a third of the early career researchers from each country may be recruited from the institutions of the coordinators and mentors.
12.4 There must be an open call for participants, and this must be disseminated through various defined channels (BAYLAT and FAPESP can support the dissemination) and coordinators are encouraged to identify and employ additional avenues of communication so that the workshops are advertised as widely as possible.
12.5 Participants will need to demonstrate a sufficient standard of English to participate in the workshops.
12.6 While recognizing that some research fields are dominated by one particular gender, workshop coordinators are encouraged to work towards as equal a gender balance as is possible, promote diversity, and ensure that no applicants are excluded from participation on the basis of ethnicity, gender, religious belief, sexual orientation, or disability.
The aim of the workshops is to stimulate longer term links between the Free State of Bavaria and the State of São Paulo, Brazil, as well as to contribute to the personal and professional development of the participants. Workshop Coordinators should indicate how they envisage this occurring, including any plans for long term mentoring of early career researchers (either within each country, or cross-nationally).
14. Outputs and longer term benefit
Coordinators should outline the specific outputs planned from the workshop. They should also explore any potential longer-term benefit that might arise, thinking about who might benefit and how they might benefit, describing the actions that will be taken to ensure that potential impact is realized.
15. Selection Process
15.1 There will be a three-step selection process by:
a. FAPESP will analyze the proposals based on the FAPESP’s peer reviewing system for “Auxílio Organização” scheme.
b. BAYLAT will analyze the proposals and evaluate the merit and relevance of the project, the capacity of the proposed project to leverage further research funding, and the strategic research aims of the Partner Institution.
c. FAPESP and BAYLAT will be making a final decision together based on the recommendations from both panels (a and b above), and define how many proposals will be awarded the grant.
15.2 Successful applicants will be notified approximately six weeks after the call deadline.
16. How to submit
Applicants should submit a joint proposal to FAPESP as described in the Annex 1 and to BAYLAT as described in the Annex 2 below.
16.1. To FAPESP:
Send by post the documents described on item 2, Annex 1 below, to the address:
Rua Pio XI, 1500, Alto da Lapa, CEP 05468-901 – São Paulo/SP, Brazil.
Please identify the envelope with “FAPESP/BAYLAT- Workshop 2016/2017” written on the envelope.
16.2 To BAYLAT
Send by post the documents to the address:
Bayerisches Hochschulzentrum für Lateinamerika (BAYLAT)
Envelope: „FAPESP/BAYLAT- Workshop 2016/2017“
17. Deadline for applications
Deadline for applications: 26th of February 2016. Proposals submitted after the deadline will not be considered for funding.
 For an indication of profiles for the different types of participants we suggest applicants refer to the document ‘Towards a European framework for research careers’ (http://ec.europa.eu/euraxess/pdf/research_policies/Towards_a_European_Framework_for_Research_Careers_final.pdf ). According to the categories in this document we would suggest that the coordinators and mentors should be at ‘R4 – Leading Researcher’ level or ‘R3 – Established Researcher’ level, and the early career participants at ‘R2 –Recognized Researcher’ or at the beginning of R3 level.
FAPESP/BAYLAT- Workshop 2016/2017
Further instructions for the applicants from the State of São Paulo
Considering that the FAPESP / BAYLAT Program follow the objectives agreed by both parties in the Scientific Cooperation Agreement, applicants from the State of São Paulo must present their proposals according to FAPESP’s guidelines in the “Auxílio Organização” funding scheme, as described below:
1) The resources necessary for the delivering of the workshop shall be equally distributed between FAPESP and the BAYLAT.
a. In the Research Proposal form, the applicant from State of Sao Paulo must complete the item 6.1 with the consolidated budget requested to FAPESP, and item 6.2. with the budget requested to the BAYLAT. This data have to match the total budget requested in the BAYLAT Application form.
b. The list of FAPESP’s eligible items are available at www.fapesp.br/156#3824, Item 8.
c. Non-eligible costs, as described in Item 9 at www.fapesp.br/156#3824 can be funded by the BAYLAT according the Cooperation Agreement for Research and in Item 11 of these Workshop Guidelines.
2) Applicants from the State of São Paulo must also send to FAPESP the following documents to Rua Pio XI, 1500, Alto da Lapa, CEP 05468-901 – São Paulo/SP, Brazil:
e. FAPESP Budget Worksheets (FAPESP);
f. FAPESP Budget Worksheets (BAYLAT);
g. Application Form (BAYLAT and FAPESP);
h. Description of the selection process of "Earlier carrier" participants, observing the recruitment rules described in item 12 of this Call for Proposals.
i. Please note that participants who does not satisfy the requirements of item 12 of this Call for Proposals will not be accepted.
3) Contact Information
All questions related to these Guidelines must be directed to:
FAPESP: Dr. Simone Godoi, e-mail: firstname.lastname@example.org
FAPESP/BAYLAT- Workshop 2016/2017
Further instructions for the applicants from the Free State of Bavaria
Considering that the FAPESP / BAYLAT Program follows the objectives agreed by both parties in the Scientific Cooperation Agreement, applicants from the Free State of Bavaria must present their proposals to BAYLAT as described below:
1. The resources necessary for the delivering of the workshop shall be equally distributed between FAPESP and BAYLAT:
a. In the BAYLAT Research Proposal form, the applicant from the Free State of Bavaria must complete the item 8.1 with the consolidated budget requested to BAYLAT, and item 8.2 with the budget requested to FAPESP. This data have to match the total budget requested in the FAPESP Application form.
b. Costs that are non-eligible for FAPESP, as described at http://www.fapesp.br/156#3824 can be funded by BAYLAT according the Cooperation Agreement for Research and in Item 11 of these Workshop Guidelines.
2. Please send by E-Mail all the documents described below, to: email@example.com AND also a printed version by post to the address: Hugenottenplatz 1a, 91054 Erlangen, Germany
a. BAYLAT Research Proposal form;
b. BAYLAT Budget Worksheet;
d. Application Form (BAYLAT and FAPESP);
e. Workshop description: 3-4 pages description on the relevance and content of the proposed workshop;
f. CVs of the Workshop Coordinators
g. Description of the selection process of "Earlier carrier" participants, observing the recruitment rules described in item 12 of this Call for Proposals.
i. Please note that participants who do not satisfy the requirements of item 12 of this Call for Proposals will not be accepted.
h. A Letter of Agreement between the Higher Education and Research Institution of Bavaria and the Higher Education and Research Institution in the State of São Paulo to which the PI from São Paulo is affiliated, including Intellectual Property rights, confidentiality, and publication, agreement, in observance of the policies of each funding Party. The Letter of Agreement is not mandatory for the submission of proposals, but no approved project will be contracted before the presentation of a copy of the signed Agreement.
3. Contact Information
Questions regarding content of the Call: Dipl.-Pol. Luise Freitag, E-Mail: firstname.lastname@example.org
Questions regarding budget or financing of the Call: Mónica Prenzel, E-Mail: email@example.com