Information for supervisors of OeAD Scholars

Thank you for contributing to a successful scholarship stay of OeAD scholars in Austria. The sector Mobility Programmes and Cooperation (MPC) is pleased to answer any questions you may have regarding the scholarship stay or our scholarship programmes.

The APPEAR programme is administered by the sector Science and Research for Development Cooperation.

OeAD has many years of experience in administering scholarships and, through its Regional Offices, offers well-established structures to provide scholarship holders with the best possible support. The Regional Offices as well as the Programme Officers in the sector Mobility Programmes and Cooperation (MPC) are available to assist in administrative processes as well as personal matters.

Following the award of a scholarship, the OeAD services include:

• guidance on entering Austria,
• ensuring valid insurance and a legal stay during the scholarship period,
• payment of monthly scholarship instalments,
• and, for accommodation with OeAD student housing, direct payment of the rent to OeAD student housing by reducing the scholarship instalments accordingly. Note that it is the responsibility of the scholarship holder to cancel their accommodation with OeAD student housing in time if necessary.

Our OeAD Regional Offices are primarily responsible for paying out the scholarship instalments and for checking compliance with the Scholarship Conditions. In addition, we offer events and various information channels (e.g. Newsletter for Scholars & Alumni, Facebook) for OeAD scholars.

For the monthly payment of a scholarship administered by OeAD, certain conditions apply in accordance with our Scholarship Conditions.

In addition, nationally funded scholarship programmes are subject to the respective “Sonderrichtline” issued by the BMFWF (incoming and programme scholarships). Programmes funded by third parties may be subject to specific, individual guidelines.

2.1. Postponing the start of the scholarship

If the start of the scholarship stay needs to be postponed, we require written consent from the supervisor confirming the new scholarship period. The scholarship holder needs to send this confirmation to us by email well in advance.

2.2. Physical presence at the place of study or research

According to the Scholarship Conditions, the scholarship holder must be permanently present at the place of study or research while receiving the scholarship. For this reason, we carry out spot checks on the scholarship holder’s presence as well as the progress of their studies or research project.

In the case of a spot check, we will contact you to ask whether the scholarship holder is permanently present at their place of study or research and whether the project is being carried out as planned.

Thank you for your cooperation!

2.3. Reporting requirements

At the end of the scholarship period, and to receive the final scholarship instalment, the scholarship holder must upload a written report which is signed by you as the supervisor to our online portal STIP-Online.

Different requirements apply to the following programmes:

• Ernst Mach Grant for studying at an Austrian University of Applied Sciences: At the end of each semester and, importantly, to receive the final scholarship instalment, a Transcript of Records/Sammelzeugnis with a minimum of 16 ECTS must be submitted.
• Erhard Busek Grant: At the end of each semester, a Transcript of Records/Sammelzeugnis with a minimum of 16 ECTS must be submitted. At the end of the scholarship, the Master’s diploma must additionally be submitted (see FAQs).

2.4. Change of supervisor

Should you find yourself unable to continue supervising a scholarship holder, please send an email to the respective Programme Officer or Regional Office and include both the name and consent of the new supervisor.

3.1. Multiple funding

It is not permitted to receive additional funding for the same project during the scholarship period. Multiple funding can lead to a reduction in scholarship payments; if we are not informed of multiple funding (in time), scholarship payments may be reclaimed.

3.2. Gainful employment

Scholarship recipients are generally not permitted to engage in gainful employment. An exemption applies to marginal employment, provided that such employment is permitted under residence and immigration laws.

It is permitted to maintain an employment relationship with the home institution.

3.3. Advance notice of absences

Absences from the place of study or research which are longer than one week (both for study or research reasons and for personal reasons) need to be approved by the supervisor in advance. Please send your written approval to the responsible OeAD Regional Office before the planned absence. This also applies to semester breaks.

If the absence exceeds 14 days, the scholarship instalment may be reduced.

Should you encounter any difficulties regarding the studies or research project of the scholarship holder or their stay in Austria, please do not hesitate to contact the responsible OeAD Regional Office. Please inform us immediately if the academic level is lower than expected or if language barriers occur. If problems in achieving the scholarship goals are reported late, we may have to reclaim scholarship payments.

As part of the application process or the administration of the scholarship, your data will be recorded in databases for processing and, where necessary, to create accounts. Further information can be found in our Privacy Policy.

We look forward to collaborating with you!

Your OeAD team