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Scientific Exchange Grants
Supporting international collaborations, 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 minimum, all applications must be fully submitted to our online application system 30 days before the start date of your intended research visit. If you submit your application less than 30 days before the research visit, your application will be deemed 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 at the latest within four months. Please understand that due to a high number of applications and incoming emails, the Fellowship Office cannot give any real-time update on the application status before the final decision is made.
Q: I am still 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. 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 can still be met.
Q: In case I undertake my research visit, and then later receive an outcome that my application to EMBO’s Scientific Exchange Grant has been unsuccessful, will EMBO reimburse my expenses?
A: No, EMBO does not take responsibility for any incurred costs of unsuccessful applications.
Q: Is there a deadline to apply for the Scientific Exchange Grants?
A: No, but at minimum, all applications must be fully submitted to our online application system 30 days before the start date of your intended research visit. If you submit your application less than 30 days before the research visit, your application will be deemed 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 at the latest within four months. Please understand that due to a high number of applications and incoming emails, the Fellowship Office cannot give any real-time update on the application status before the final decision is made.
Q: I am still 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. 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 can still be met.
Q: In case I undertake my research visit, and then later receive an outcome that my application to EMBO’s Scientific Exchange Grant has been unsuccessful, will EMBO reimburse my expenses?
A: No, EMBO does not take responsibility for any incurred costs of unsuccessful applications.
Q: I made a mistake when filling out the information of my referees in your online application form, and I have already activated the contact. Can you help me?
A: Yes, please email us at explaining which referee (i.e., the name), as well as with your own name so that we can find your application in our system. We will re-set the referee form so that you can insert the new/corrected information.
Q: My referee did not receive the link via email to provide the recommendation for my application. Can you help me?
A: Yes, please email us at explaining which referee (i.e., the name) has not received the link, as well as with your own name and the email address you registered with so that we can find your application in our system. Please make sure your referee also checks the spam folder.
Q: I would like to make a change in my application, but I have already submitted it. Can you help me?
A: No, unfortunately it’s not possible to make changes to the application after it has been submitted. Please 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 after 12 months of submission of your previous application. Please also note that, in your re-application, you need to propose a project and a host lab that are different from the ones provided in your previous application.
Q: Can I change my referee if the one I previously approached cannot make it?
A: Please confirm with potential referees prior to entering them in the form, however, if you do need to change a referee, please email us () right away. We will re-activate the referee form for you, and you will be able to enter new referee information and email.
Q: I am pursuing an MD rather than a PhD; can I still apply for an EMBO Scientific Exchange Grant?
A: Yes, if your project is still in line with EMBO’s scope, you are welcome to apply to the programme.
Q: I am still undertaking my PhD studies. Can I apply for an EMBO Scientific Exchange Grant?
A: Yes, providing that you have completed at least the first year of your PhD. If not, you are welcome to apply after the first year of your PhD has passed.
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, and EMBC Associate Member State (currently India and Singapore) or a in countries/territories covered by a co-operation agreement (currently Taiwan and Chile) 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 the EMBC Member States, can I apply?
A: Yes, you are welcome to apply. However, please note that fellowships outside of EMBC Member States are awarded on an exceptional basis only. You will need to provide a strong justification in your application of why you need to conduct your research not in an EMBC Member State.
Q: I already have other plans after my EMBO Scientific Exchange Grant and would only be able to stay back at my home institute for less than 6 months, can I still apply?
A: No, you must return to your home institute for at least 6 months after the EMBO grant. We require a letter from your home supervisor confirming this period of stay. In addition, you must return to your home institute immediately. Returning for 6 months to stay at a later stage would also make you ineligible.
Q: If I have two potential laboratories to collaborate with in my host country/city 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 pick one lab to collaborate with.
Q: I do not have a host lab/supervisor. Can you help me to find one?
A: No, it is the applicant’s responsibility to identify a potential host lab/supervisor, in line with their own research interests and objectives.
Q: My home supervisor has collaborated with the host lab before, but I did not. Can I still apply?
A: No, neither you nor your home supervisor should have collaborated with the host lab before. The intention of the EMBO Scientific Exchange Grant is to foster new scientific collaboration between two labs. If the collaboration has previously existed, then your application would be deemed ineligible. Collaboration examples include joint funding and joint author publications.
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, please note that EMBO can only cover the travel allowance once. In any case, the grant is paid in a 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 grant. Can EMBO reimburse me?
A: No, the travel allowance of your grant is paid to support overall travel and subsistence costs and it 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 realized I need a visa for the country where I will be going, and I need to pay a fee for it. Can EMBO reimburse me?
A: No, the travel allowance of your grant is paid to support overall travel and subsistence costs and it is regulated by EMBO’s rules and policies. Therefore, 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 similar event, that may incur registration fees or other types of fees. Can EMBO support me on this?
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 expenses to the Fellowship Office.
Q: I would like to extend my research visit and stay longer at the host lab. 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.
Q: When planning for the research visit, my travel tickets ended up being more expensive than the amount of my grant. Can EMBO reimburse me?
A: No, the travel allowance of your grant is paid to support overall travel and subsistence costs and it 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 realized I need a visa for the country where I will be going, and I need to pay a fee for it. Can EMBO reimburse me?
A: No, the travel allowance of your grant is paid to support overall travel and subsistence costs and it is regulated by EMBO’s rules and policies. Therefore, 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 similar event, that may incur registration fees or other types of fees. Can EMBO support me on this?
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 expenses to the Fellowship Office.
Q: I would like to extend my research visit and stay longer at the host lab. 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.
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 to one of these dates, depending on which is closer and before the intended start date of your research visit. Please note that we are not able to schedule payments outside of these two dates. Please also note that it might take a few days for the grant funds to be reflected in your bank account.
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 now I cannot travel as intended. What do I do?
A: You must return the grant amount back to EMBO by bank transfer. Once you have solved your issues and have new specific 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, providing that there is no additional funding to support specifically your intended research visit. 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: When do I need to submit my final report?
A: Your final report must be submitted via email to within six months after completing your research visit.
Q: When do I need to submit the letter confirming my successful return to the home laboratory?
A: The letter confirming the successful return to your home laboratory must be submitted via email to after the six months return period has passed.
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 it to the Fellowship Office: 1 – your final report and 2- the letter confirming return to home laboratory signed by your home supervisor.
