mecㆍviewer v1.4 :: 1_duo-sweden 2020 general deion & implementation guideline.pdf

DUO SWEDEN FELLOWSHIP

PROGRAM

General Description

Guidelines

2020/2021

Index
1. General Description ................................................................................... 3

1.1 Eligibility ............................................................................................. 3
1.2 The Duration and the Amount of the DUO-Sweden Fellowships .................... 4

2. Application and Selection Procedure ............................................................ 4

2.1 Who Applies? ....................................................................................... 4
2.2 Application Period ................................................................................. 5
2.3 Application Material for Submission ......................................................... 5

2.4 Application Submission…………………………………………………………………………………..… 5

2.5 How and When is Selection Made ............................................................ 6
2.6 Fellowship Grants ................................................................................. 6

3. Instruction for Application Form .................................................................. 7

3.1 Language of Application ........................................................................ 7
3.2 Structure of the Application Form ........................................................... 7

3.2.1 Step 1 – Home Institution ................................................................ 7
3.2.2 Step 2 – Host Institution .................................................................. 7
3.2.3 Step 3 – Description of Exchange Program ......................................... 8
3.2.4 Step 4 – Exchange Details ................................................................ 9
3.2.5 Step 5 – Certification of Authenticity .................................................. 9

3.3 After the submission: acknowledgement .................................................. 9

Implementation Guideline to the DUO-Sweden 2020 Fellowship Program 10
4. Documents to Submit for Verification by the Home Institution (Swedish INSTITUT
ION) ......................................................................................................... 10

4.1 The Application Form .......................................................................... 10
4.2 Transcript .......................................................................................... 10
4.3 Letter of Acceptance ........................................................................... 10

5. Documents to Submit for Verification by the Host Institution (Asian institution) 11

5.1 Transcript .......................................................................................... 11
5.2 Letter of Acceptance ........................................................................... 11

6. Request for Fund Transfer ........................................................................ 11

6.1 Initial Request for Transfer .................................................................. 11
6.2 Official Class Registration .................................................................... 11
6.3 Final Request for Transfer .................................................................... 12
6.4 Exchange Duration ............................................................................. 12

7. Final Progress Report .............................................................................. 12
8. Representation and Warranties ................................................................. 13

9. Cancellation ........................................................................................... 14
10. Assignment .......................................................................................... 14
11. Final Provisions ..................................................................................... 14

11.1 Indemnification ................................................................................ 14
11.2 Governing law .................................................................................. 14
11.3 Dispute resolution ............................................................................ 15
11.4 Authority of Selection ........................................................................ 15

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 agreement/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.

1.2 The Duration and the Amount of the DUO-Sweden Fellowships
DUO-Sweden 2020/2021 is for exchange projects, which will start from December
2020 and end before January 1 2022 to avoid duplication of implementation period
of exchange projects selected by DUO-Sweden in the ensuing years. Those who are
planning to exchange in Spring Semester of 2022 (January-August 2022) shall
apply for DUO-Sweden 2021/2022.

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 and Selection 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
Offices) of the educational institutions to file an application for this program.

2.2 Application Period
Applications will be accepted from August 31 through October 5, 2020 local
Swedish time. Applications sent or posted after October 5, 2020 GMT+1 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
3. A copy of passport of paired applicants
4. A copy of transcript of paired applicants (should include the grades until spring
semester 2020)

※

Asian student’s total credit should be converted into ECTS upon

applicant’s school grading system.

2.4. Application Submission
An Online application form for DUO-Sweden can be found on the ASEM-DUO
website at www.asemduo.org

1. Enter your ID and password on the LOGIN page to fill out an online

application.

※

Click JOIN US button 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. Home institution should fill out the whole application including the

information of Host Institution. Application From in PDF format can be
downloaded from the ASEM-DUO website (www.asemduo.org) at the banner
of Forms.

3. The rest of the documents (cooperation agreement, passport copy, and

transcript) can be uploaded in the last step of the application process.

4. Once completed, please make it sure to submit your application by clicking

“submit” button. Home Institution should get a confirmation email from the
secretariat within 3 days after completion of submission. If you don’t get a
confirmation email, please contact admin2@asemduo.org promptly.

2.5 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 November 2020. 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/Awardees 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.

2.6 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.

Period Application

Procedure

August-

October

November

Result & Announcement

The Secretariat

Selection Committee organized by Swedish UHR

Student

1. Application
2. Cooperation arrangement
3. Copies of passport
4. Transcript

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 STEP 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,
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 fall semester 2020) 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.

3.2.2 STEP 2 – Host Institution
In this step, 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, 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.

 Asian student’s total credit should be converted into ECTS upon

applicant’s school grading system.(Total credit should include
credits earned until spring semester 2020)

 Click the box for Grade and find how many years (1-6) an Asian student has

accomplished so far (including the fall semester 2020) 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 STEP 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.

 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 STEP 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 STEP 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.

A Copy of Cooperation Agreement (valid one), the copies of passport and
transcript of paired applicants should be attached. The preferred file formats
of Cooperation Agreement and Passport for attachments are .jpg or .pdf.

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.

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 2020
Fellowship program
This Implementation Guideline to the DUO-Sweden 2020 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 all signed
and scanned documents by email.

4.1 The Application Form
The application form, which has been submitted through the website to the
Secretariat for consideration, shall be properly signed by the Contact Person at the
Home Institution, and scanned and e-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
Person of Exchange (from Sweden) are required to enclose a scanned version of the
official English transcripts which includes institution’s official stamp with the original
application forms.

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 by email in order to
stand eligible for fellowship fund.

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 all signed
and scanned documents by email.

5.1 Transcript
Person of Exchange (from Asia) are required to enclose official English transcripts
which includes institution’s official stamp.

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
persons enlisted on application forms and returned by email in order to stand
eligible for fellowship fund.

6. Request for Fund Transfer

6.1 Initial Request for Transfer
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 arrange to send the Request for Transfer, a copy of the purchased air ticket by
e-mail 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 to the bank account designated by the Persons of Exchange in the Request
for Transfer, fifteen (15) days prior to expected arrival date shown on air tickets by
e-mail. The Secretariat shall promptly notify the Persons of Exchange of the
transfer of the Fund.

6.2 Official Class Registration
Persons of Exchange shall send a copy of Official Class Registration in host

institution by e-mail 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
months, whichever comes earlier) or goes beyond the dates of exchange, it
should be explicitly mentioned in the Final Request for Transfer.

6.4 Exchange Duration
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 to reimburse
the excess amount to the Secretariat on a pro rata basis.

7. Final Progress Report

Person of Exchange shall submit the following documents to the Secretariat within 1
month after the date of departure to the home/host institutions (or after the last
date of exchange).
1) An essay on the achievement through the Project

It should be more than 3 pages and the forms can be downloaded from the
website, www.asemduo.org.

2) A copy of transcript from the Host Institution(in English)

The list of courses enlisted on application shall be closely examined with actual
courses taken on the transcript. Please inform the Secretariat in advance if it
takes more than 1 month to obtain the transcript.

3) A copy of transcript from the Home Institution(in English)

It should be also the credits given by the Host Institution. For example, a
European students should submit the transcript of the European Institution
which includes the credits at the Asian Institution during his/her exchange
semester. Please inform the Secretariat in advance if it takes more than 1
month to obtain the transcript.

4) A proof of exchange duration

A copy of passport (front page and the date-stamped page(s) of arrival and
departure from the destination country) or certificate of attendance (which
includes the starting and ending date of the studies at the destination
institution) shall be sufficient for this purpose.

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 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.

11.4 Authority of Selection
The Swedish Council for Higher Education (UHR) is the superior authority for the
DUO-Sweden. The final decisions regarding selection of awardees are made by UHR
and regulated by standard directions of UHR.”