1
1. 1 Eligibility ............................................................................................. 3
1.2 The Duration and the Amount of the DUO-Sweden Fellowships .................... 4
2.1 Who Applies? ........................................................................................ 4
2.2 Application Period .................................................................................. 5
2.3 Application Material for Submission ......................................................... 5
2.4 How and When is Selection Made ............................................................ 6
2.5 Fellowship Grants .................................................................................. 7
3.2.1 Page 1 – Home Institution ................................................................ 7
3.2.2 Page 2 – Host Institution .................................................................. 8
3.2.3 Page 3 – Description of Exchange Program ......................................... 8
3.2.4 Page 4 – Exchange Details/ Source of Finance ..................................... 9
3.2.5 Page 5 – Certification of Authenticity .................................................. 9
3.3 After the submission: acknowledgement ................................................. 10
4.1 The Application Form ............................................................................ 10
4.2 Transcript ............................................................................................ 11
4.3 Letter of Acceptance ............................................................................. 11
5. Documents to Submit for Verification by the Host Institution (Asian institution) 11
2
7. Final Progress Report ................................................................................ 13
8. Representation and Warranties ................................................................... 14
9. Cancellation ............................................................................................. 15
10. Assignment ............................................................................................ 15
11. Final Provisions ....................................................................................... 15
11.1 Indemnification .................................................................................. 15
11.2 Governing law .................................................................................... 15
11.3 Dispute resolution .............................................................................. 15
11.4 Authority of Selection .......................................................................... 16
3
1. General Description
DUO-Sweden Fellowship Program was established in 2010 with the aim of
promoting exchanges of people between Sweden and Asian countries (the 21 Asian
countries: including Australia, Bangladesh, Brunei Darussalam, Myanmar, Cambodia,
China, India, Indonesia, Japan, Kazakhstan, Korea, Laos, Malaysia, Mongolia, New
Zealand, Pakistan, the Philippines, Russia, Singapore, Thailand and Vietnam) on a
balanced basis. In this respect, DUO-Sweden requires that a PAIR (two persons) of
students be exchanged in an academic cooperative arrangement. Definitions of
students are as below:
Students: undergraduate and graduate students who are currently enrolled
in universities
N.B.: All applicants shall maintain their “student status” at the time of application
until the time they are engaged in the exchange, and the scholarship is only
available for those who will study fulltime during their exchange period.
1. 1 Eligibility
Due to this unique nature of this program, in order to be eligible, the following are
required:
Your exchange fulfills all three requirements below:
An educational institution in Sweden (home institution) and an educational
institution in Asia (host institution) have established an academic
cooperative arrangement/inter-institutional agreement; and
The Swedish home institution has selected an EU national student enrolled
at the home institution to send to the Asian host institution, and such
selection has been accepted by the Asian host institution; and
The same Asian host institution has selected an Asian student enrolled at
the host institution to send to the Swedish home institution, and such
selection has been accepted by the same Swedish home institution.
4
1.2 The Duration and the Amount of the DUO-Sweden Fellowships
DUO-Sweden 2016/2017 is for exchange projects, which will start from August
2016 and end before September 2017 to avoid duplication of implementation period
of exchange projects selected by DUO-Sweden in the ensuing years. The selection
of DUO-Sweden 2016/2017 is made ONLY once a year. In this respect, those who
are planning to exchange in Spring Semester of 2017 (January-August 2017) shall
apply for DUO-Sweden 2016/2017.
The duration of fellowship is limited to one semester (or 4 months, whichever
comes earlier). The amount of the fellowships is standardized as follows:
3,500 Euros for Asian student and 3,500 Euros for Swedish students in a pair,
in high income country. For Middle and Low income countries the Asian
student get 4,000 Euros and the Swedish student get 3,000 Euros.
The duration of exchange should be at least one semester and the scholarship is
only available for those studying fulltime (minimum 24 ECTS/16 weeks). Exchange
of less than one semester is NOT allowed. If a semester is longer than 4 months in
the visiting institution, fellowship will be given for 4 months. (A definition of
fulltime study in Sweden is 30 ECTS credits per semester, which is in general 20
weeks.)
In the event that a student exchange lasts for a fewer number of weeks than
granted, then the scholarship will be adjusted on a pro-rata basis and repayment of
the funds provided will be required.
2. Application Procedure
2.1 Who Applies?
The educational institution in Sweden applies on behalf of both institutions and
people who are to participate in the exchange. Asian institutions in partnership with
Sweden institutions shall cooperate fully with Swedish institutions in supplying
precise information of Asian applicants. Individuals wishing to take part in
exchanges are advised to contact the relevant offices (e.g. International Relations
5
Offices) of the educational institutions to file an application for this program.
2.2 Application Period
Applications will be accepted from April 25 through May 20, 2016 local
Swedish time. Applications sent or posted after May 20 will not be accepted.
2.3 Application Material for Submission
1. Filling out an Online Application Form ONLY
2. A Copy of Cooperation Agreement (or Memorandum Of Understanding for
cooperation) between paired institutions OR declaration of intention to set up new
cooperation agreement, signed by Head of Swedish Higher Education Institution by
uploading to the website with scanned files
3. A copy of passport of paired applicants by uploading to the website with scanned
files
If courses listed on the application differ from the actual courses, Contact Persons
or Persons of Exchange are responsible to inform the Secretariat for approval; if
this procedure is not taken beforehand, fellowship award to both students is subject
to cancellation and consequently refund.
An Online application form for DUO-Sweden can be found on the ASEM-DUO
website at http://www.asemduo.org
1. Click JOIN US button and find the Name of Home Institution to get an ID.
※
If you don’t find the name of your institution, please contact the secretariat
to add your institution to the list.
2. Enter your password with the minimum information of the contact person in
Home University.
3. Home institution should fill out the whole application including the
information of Host Institution. Application Form in PDF format can be
downloaded from the ASEM-DUO website (http://www.asemduo.org) at the
banner of Applications & Forms.
4. Once completed, please make it sure to submit your application by clicking
“submit” button. Home Institution should get a confirmation email from the
6
secretariat within 3 days after completion of submission. If you don’t get a
confirmation email, please contact admin2@asemduo.org promptly.
The rest of the documents (cooperation agreement, passport copy) can be
uploaded in the last step of the application process.
2.4 How and When is Selection Made
A Swedish Selection Committee, organized by the Swedish Council for Higher
Education (UHR), will make the selection after the application deadline. The
decision will be announced in June 2016. Selection criteria are at the discretion of
the Swedish Selection Committee.
The notification will be displayed on website, www.asemduo.org and the Secretariat
will directly notify Contact Persons in writing. Hard copies of notification and Letter
of Acceptance (forms are also available at www.asemduo.org) will be forwarded to
both home and host institutions. Contact Persons may download forms of Letter of
Acceptance, if they so wish.
Period
Application Procedure
April-May
May - June
June
Result & Announcement
The Secretariat
Selection Committee organized by Swedish UHR
Student
1. Application
2. Cooperation arrangement
3. Copies of passport
7
2.5 Fellowship Grants
The DUO-Sweden Fellowship will be paid directly by the Secretariat to the bank
accounts of selected students who participate in the exchange program. There are
no restrictions in using the fellowship. It can finance the tuition, and living or travel
expenses.
3. Instruction for Application Form
3.1 Language of Application
You should write your application in English.
3.2 Structure of the Application Form
3.2.1 Page 1 – Home Institution
The first box of ID number and Date of submission is for the use of the secretariat
only. Please, start from filling out information of Home Institution.
Address means a full detailed one which is not only for domestic post but
also for overseas post. Do not write the post-office box number and City
Name must be written.
CONTACT PERSON means a regular staff of Swedish university or institution
which arranges exchange project and is willing to communicate with the
Secretariat in such events as verifying application details, transferring
fellowship, monitoring exchanges and providing further information on the
status of the exchange.
PERSON OF EXCHANGE shall be any Swedish (or EU national) student who
will participate in the exchange.
ECTS means a whole ECTS that a Swedish student has earned since he/she
entered the Swedish university or institution.
Click the box for Grade and find how many years (1-6) a Swedish student
has accomplished so far (including the spring semester 2016) at Home
Institution. Master/Ph. D course student must click Graduate under
numbers.
N.B.: For each pair of an exchange, the exchange period of Swedish and Asian
students need not necessarily coincide, and the field of exchange need not be the
same.
8
3.2.2 Page 2 – Host Institution
In this page, provide information of host institution involved in the exchange
project. The host institution shall be resided in 21 Asian countries.
Address means a full detailed one which is not only for domestic post but
also for overseas post. Do not write the post-office box number and City
Name must be written.
CONTACT PERSON means a regular staff of Asian university or institution
which arranges the exchange and is willing to communicate with the
Secretariat in such events as verifying application details, transferring
fellowship, monitoring exchanges and providing further information on the
status of the exchange.
PERSON OF EXCHANGE shall be Asian student who will participate in the
exchange.
ECTS means a whole ECTS which an Asian student has earned since he/she
entered the Asian university or institution.
Click the box for Grade and find how many years (1-6) an Asian student has
accomplished so far (including the spring semester 2016) at Host Institution.
Master/Ph. D course student must click Graduate under numbers.
Confirmation on Agreement with Host Institution (TO BE SIGNED BY
CONTACT PERSON at the Swedish Home Institution): since the contact
person in Swedish school is required to complete the application on behalf of
two people who will participate in the exchange and the host institution
(Asian school), he/she should confirm here by checking on “YES” that the
contact person in the host institution also agrees with this submission of the
application.
3.2.3 Page 3 – Description of Exchange Program
In this section, please describe the type, duration and purpose of exchange as
instructed on the form.
Type of exchange: please check appropriate boxes to specify whether
students for exchange are in undergraduate or in graduate study.
Duration of Exchange: As stipulated on the DUO-Sweden General Description,
duration of DUO-Sweden Fellowship is standardized on a semester-basis. For
students, 1 semester means 4 months.
9
Purpose of Exchange: Please specify what the purpose of the exchange is.
Also fill in how many credits (ECTS) that will be recognized by home or host
institution.
N.B.: For each pair of an exchange, if the pair applies for Transfer for Credits, both
students have to transfer their exchange credits to their originating institution after
their exchange. If any of them will not transfer their exchange credits, those pair
also needs to click for Others and specify in detail.
3.2.4 Page 4. – Exchange Details
Under this heading, Swedish and Asian students’ class schedules should be
listed during their exchanges periods. Details shall be elaborated as they will
determine selection of application. Also intensive language course by
students is not honored in this program.
NB.: If courses listed on the application differ from the actual courses on the course
certificate, Persons of Exchange or Contact Persons are responsible to inform the
Secretariat for approval as soon as possible. If this procedure is not taken
beforehand, fellowship award to both students is subject to cancellation and
consequently refund. Forms can be downloaded from our website,
www.asemduo.org.
Confirmation and recognition of the study period abroad TO BE SIGNED BY
CONTACT PERSON at the Swedish Home Institution (see information
3.2.2).
3.2.5 Page 5 – Certification of Authenticity
After completing all relevant items in appropriate manner on the entire field of
application, please write the date and the names of contact person of Home
institution and the President or Director of institution in the section of Certification
of Authenticity.
Submit the form to the Secretariat by clicking “submit” button. The original printed
version with the signatures will be requested if your project has been selected.
10
A Copy of Cooperation Agreement (valid one) and passport of paired applicants
should be attached. The preferred file formats of Cooperation Agreement and
Passport for attachments are .jpg or .pdf.
3.3 After the submission: acknowledgement
The acknowledgement on the receipt of submission will be sent to the contact
person in Swedish home institution by e-mail within 3 days after submission. If
there is any application with incomplete or improper information, further
information will be individually requested by the Secretariat.
Implementation Guideline to the DUO-Sweden 2016
Fellowship program
This Implementation Guideline to the DUO-Sweden 2016 Fellowship Program has
been established by the Secretariat for the ASEM-DUO Fellowship Program
(“Secretariat”) for the mutually convenient and efficient implementation of the
fellowship to be provided for an exchange project (“Project”). The Home and Host
Institutions are represented by the contact persons as specified in the Project
(“Contact Persons”).
4. Documents to Submit for Verification by the Home Institution
(Swedish INSTITUTION)
The Home Institution shall submit or arrange to submit the following documents to
the Secretariat within one (1) month after the notification of the award selection
by the Secretariat. If any exchange starts earlier than one month after the selection
announcement, following documents shall be sent to the Secretariat prior to the
actual implementation of the exchange. The Home Institution may send the
following documents by fax, if they deemed that the timely delivery is not possible,
but in such a case, original documents shall be received by the Secretariat within a
reasonable period of time. Otherwise, the Home Institution shall arrange the best
possible date for submission in consultation with the Secretariat in due time.
4.1 The Application Form
The application form, which has been submitted through the website to the
Secretariat for consideration, shall be properly signed and/or sealed by the Contact
11
Person at the Home Institution, and post-mailed to the Secretariat. For this purpose,
the Home Institution may insert the name, position, signature, and/or seal at the
end of the application form.
4.2 Transcript
Student awardees (from Sweden) are required to enclose official English transcripts
which includes institution’s official stamp with the original application forms by post.
4.3 Letter of Acceptance
The letter of acceptance, which is attached to this Implementation Guideline, is a
contract that awardees will observe and adhere to this Implementation Guideline
offered by the Secretariat. The form should be signed by the awardees and
contact persons enlisted on application forms and returned duly in order to stand
eligible for fellowship fund. Copies are not acceptable.
5. Documents to Submit for Verification by the Host Institution
(Asian institution)
The Host Institution shall submit or arrange to submit the following documents to
the Secretariat within one (1) month after the notification of the award selection
by the Secretariat. If any exchange starts earlier than one month after the selection
announcement, following documents shall be sent to the Secretariat prior to the
actual implementation of the exchange. The Host Institution may send the following
documents by fax, if they deemed that the timely delivery is not possible, but in
such a case, original documents shall be received by the Secretariat within a
reasonable period of time.
5.1 Transcript
Student awardees (from Asia) are required to enclose official English transcripts
which includes institution’s official stamp by post.
5.2 Letter of Acceptance
The letter of acceptance, which is attached to this Implementation Guideline, is a
contract that awardees will observe and adhere to this Implementation Guideline
offered by the Secretariat. The form should be signed by the awardees and contact
12
persons enlisted on application forms and returned duly in order to stand eligible
for fellowship fund. Copies are not acceptable.
6. Request for Fund Transfer
6.1 Initial Request for Transfer
Persons to be exchanged (“Persons of Exchange”) shall, upon purchase of the air
tickets to the Home/Host Institutions, fill out the “Request for Transfer” attached
hereto and submit it for verification to the Contact Persons of the Home/Host
Institutions. After the verification on initial request through signature or seal, the
Persons of Exchange shall or arrange to send the Request for Transfer, a copy of the
purchased air ticket by e-mail, or alternatively, by facsimile, to the Secretariat.
Upon receiving all documents to the satisfaction of the Secretariat, the Secretariat
shall transfer the first installment of funds for the Project (“Fund”) to the bank
account designated by the Persons of Exchange in the Request for Transfer, fifteen
(15) days prior to expected departure date shown on air tickets by e-mail or
facsimile, whichever arrives earlier. The Secretariat shall promptly notify Home/Host
Institutions and the Persons of Exchange of the transfer of the Fund.
6.2 Official Class Registration
Persons of Exchange (the Students) shall send a copy of Official Class Registration
in host institution by e-mail, or alternatively, by facsimile, to the Secretariat,
within one (1) month after the actual starting date of the semester at the
Home/Host Institutions. If the class schedule has any changes from the one which
was submitted with Application Form, such changes should be, in writing, notified to
and approved by the Secretariat. Note. Any failure of such notification to
approval by the Secretariat can result in full reimbursement of the
fellowship. Forms can be downloaded from our website, www.asemduo.org.
6.3 Final Request for Transfer
The second installment shall be transferred at the start of the 3rd month of stay in
the Home/Host Institutions. Final request for transfer shall follow the same
procedure as the initial request, and shall indicate the date of expected departure
to the origination institution. If the stay of Persons of Exchange in Home/Host
Country does not reach the minimum required period (1 semester or 4
13
months, whichever comes earlier) or goes beyond the dates of exchange, it
should be explicitly mentioned in the Final Request for Transfer.
6.4 Proof of Departure
Persons of Exchange shall submit to the Secretariat a proof of departure to their
originating institution, within one (1) month after the actual date of return to
the originating institution. A copy of travel documents that explicitly show the
arrival and departure dates (such as air tickets and boarding card) together with
Certificate of attendance shall be sufficient for this purpose.
If the stay of Persons of Exchange in the Home/Host Institutions does not reach the
minimum required period (16 weeks) without the Secretariat’s acknowledgement,
Persons of Exchange shall reimburse fellowship amount on a pro rata basis. If the
exchange period goes beyond the dates for exchange, the Contact Persons of
Home/Host Institutions should verify them in writing to the Secretariat. This
verification shall replace the proof of departure. If the actual date of departure is
earlier than the date of departure indicated in the Final Request for Transfer by
more than five (5) days, the Secretariat requests Persons of Exchange or
Home/Host Institutions to reimburse the excess amount to the Secretariat on a pro
rata basis.
7. Final Progress Report
For student exchanges, within 1 month after the date of departure to the
originating institutions (or after the last date of exchanges), Persons of
Exchange shall submit to the Secretariat an essay (please find the essay format on
the website, www.asemduo.org) on the achievement through the Project. A copy of
English transcripts of the Home Institution which includes also the score given by
the Host Institution should be turned in no later than 2 months upon completion.
List of schedule enlisted on application shall be closely examined with actual
courses taken on the transcript.
For example, a European student should submit the transcript of the European
Institution which includes the score of the Asian Institution during his/her exchange
semester.
14
8. Representation and Warranties
As of the Effective Date, the Home and Host Institutions and Persons of Exchange
hereby represent and warrant to the Secretariat as follows:
1) All information submitted or to be submitted to the Secretariat are true,
accurate and complete;
2) The Home and Host Institutions and Persons of Exchange have full power
and authority to sign the letter of acceptance attached to this
implementation guideline, participate in the Project and perform the
obligations hereunder and thereunder;
3) In the case of the Home and Host Institutions, the execution, delivery
and performance of this Implementation Guideline and the Project have
been duly authorized by all proper and necessary institutional or other
action, and all consents or approvals that may be required as a condition to
the legality, validity, binding nature and enforceability of this
Implementation Guideline and the Project have been duly obtained and are
in full force and effect;
4) Neither the execution and delivery of this Implementation Guideline nor
the performance of the obligations hereunder will violate, conflict with or
result in any breach of any term, condition or provision of, or constitute a
default under, any law, regulation or court order;
5) Any changes to the Project from the description contained in the
application shall require prior written approval of the Secretariat;
6) In those cases when a student at a Home /Host University must forgo an
already granted scholarship and announces this to the Secretariat, the
Home/Host University can designate a new student to implement the
exchange, under condition that the student meets those requirements for
application that is stated in the Implementation guidelines. If the
Home/Host University fails in finding a new student who can implement the
15
exchange during the granted period, the student who was already allocated
as fellow-applicant nevertheless be allocated its granted part.
9. Cancellation
In the event of any breach of, or non-compliance with, any term, condition or
provision of this Implementation Guideline on the part of the Home or Host
Institutions or Persons of Exchange, or failure to implement the Project as
proposed in the application submitted thereby, the Secretariat may, at its sole
discretion, cancel the fellowship and require the return of the Fund in full to the
Secretariat.
10. Assignment
The Home and Host Institutions and Persons of Exchange may not assign any of
their rights or obligations arising out of this Implementation Guideline without the
prior written consent of the Secretariat.
11. Final Provisions
11.1 Indemnification
The Home and Host Institutions and Persons of Exchange shall indemnify and hold
the Secretariat harmless from and against any and all liabilities, losses, damages,
expenses, claims and actions of whatever kind asserted against or incurred by the
Secretariat in any way relating to or arising out of this Implementation Guideline.
11.2 Governing law
The laws of the Republic of Korea shall govern all questions relative to
interpretation and construction of this Implementation Guideline and to its
performance.
11.3 Dispute resolution
Any differences, conflicts or disputes arising out of or in connection with this
Implementation Guideline which cannot be resolved through good faith negotiations
between the Secretariat and the Home or Host Institutions and Persons of
Exchange shall be resolved by a Court sitting in the City of Seoul.
