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IMR Regulations PhD corona mitigation and extensions

Guidelines corona mitigation funds for internal PhD candidates

Internal PhD candidates (including PhD candidates who are Junior Lecturers/PhD Candidates on a 6-year contract) whose research has been impacted by the Corona pandemic can apply for additional research funds to mitigate potential delay, for example by hiring student assistants or outsourcing transcription services. These funds can be requested via an email to the Vice Dean of Research (jan-kees.helderman@ru.nl), who assesses such requests in conjunction with the Head of the Doctoral School. The request needs to state the amount of funds required, supported by a specification of the costs. The maximum amount that can be requested for corona mitigation is €1500,-. Being granted corona mitigation funds does not preclude later contract extensions. Here, you can find the IMR Application Form Corona-based Mitigation Funds.

Guidelines for corona-based contract extensions for internal PhD candidates [1]

The IMR recognizes that there are cases in which Corona-related delays cannot be mitigated within the original contract. In these cases, the first supervisor can file a motivated request for contract extensions, building on documentation (e.g. in the annual appraisal forms) of corona delay and attempts to avoid or mitigate negative effects. Therefore, it is paramount that, via the yearly appraisal, you build up a dossier that shows which COVID-19 related challenges you discussed, which solutions you considered, and which solutions were implemented.

Corona extension requests need to be signed by the head of department and are assessed by the Vice Dean of Research in conjunction with HR and the Head of the Doctoral School. These requests can be made via an email with this form to the Vice Dean of Research (jan-kees.helderman@ru.nl), with HR (hr@fm.ru.nl) and Kristina Lauche (kristina.lauche@ru.nl) in CC after the Planning the Final Year Meeting with the IMR Doctoral School [2].

The IMR guarantees 3 months of extension for all PhD candidates with an employee contract with the UFO profile ‘PhD Candidate’ who have a valid claim. If the impact of corona has led to more delay, and this can be substantiated, the first supervisor can apply for more than 3 months of extension up to 6 months. Funding for the extensions in excess of 6 months needs to come from departmental funds.

Please note that the possibilities for extension for candidates with a different UFO profile (such as Junior Lecturer/PhD Candidate) differ due to collective labor agreements and legislation. Your first supervisor can request HR for an advice on the legal possibilities for a contract extension.

Guidelines for Corona-based financial support for PhD candidates with a Foreign Scholarship

For PhD candidates with a Foreign Scholarship, in cases in which Corona-related delays cannot be mitigated, a supervisor and their Head of Department together can file a motivated request for financial support, using a specific form. Such a request can only be made in the final year of the contract and only if attempts to avoid or mitigate negative effects have been documented. More detailed information can be found here (pdf, 139 kB).

[1] PhD candidates with an employee contract and with the University Job Classification (UFO) Profile PhD Candidate. In other words, employed PhD candidates who are not Junior Lecturers/PhD Candidates on a 6-year contract.

[2] After 30 months or 42 months (depending on the PhD trajectory), PhD candidates are invited to a ‘Planning the Final Year Meeting’ with the Doctoral School. The purpose of this mandatory meeting is to support PhD candidates in finalizing their manuscript. For more information on this meeting, see here, under ‘Planning the Final Year Meeting with the IMR Doctoral School’.