Kristjan Jaak Scholarships

The Kristjan Jaak national scholarship programme awards mobility scholarships to master’s and PhD students as well as to young lecturers and scientists. The main objective of the programme is to strengthen the internationalisation of Estonian higher education institutions and to improve the employability of their graduates.

We accept applications in three categories:

  • Scholarship for degree studies abroad is available for citizens or permanent residents of Estonia. With this scholarship it is possible to start or continue master’s or PhD level studies at a recognised foreign university. The grantees are required to work in Estonia in a professional capacity for 3 years after graduation. The application deadline is once a year, on 1 April.

    READ MORE ABOUT DEGREE STUDIES ABROAD
  • Scholarship for study periods abroad is meant for master’s and PhD students of Estonian higher education institutions. Application is open for people of all nationalities.  With this scholarship it is possible to participate in exchange studies. The scholarship period can last from one to twelve months and applications are accepted twice a year. The application deadlines are on 1 May and on 15 October.

    READ MORE ABOUT STUDY PERIODS ABROAD
  • Scholarship for short study visits is meant for master’s and PhD students, resident physicians and young lecturers and scientists of Estonian higher education institutions. Application is open for people of all nationalities.  With this scholarship it is possible to participate in conferences or intensive courses, visit libraries or labs, or take part in any other study, research or teaching related activity. A short study visit can last up to 30 days and applications are accepted four times a year. The application deadlines are on 1 March, 1 June, 1 October, and 1 December

    READ MORE ABOUT SHORT STUDY VISITS

Application system

Applications for the Kristjan Jaak scholarships can be submitted through our application system. The calls for applications are opened one month before the application deadline.
 

APPLICATION SYSTEM 

Scholarship for degree studies abroad

With this scholarship it is possible to start or continue master’s or PhD level studies at a recognised foreign university. We support full-time as well as part-time studies. After graduation, the grantees are required to work in Estonia for 3 years in a position where a relevant master’s or PhD degree is required.

The application is open for citizens or permanent residents of Estonia. The scholarship for degree studies abroad is not meant for people who wish to study in Estonian universities.

Application deadline:

  • 1 April 2021

The call for applications in our application system opens one month before the application deadline.

APPLICATION SYSTEM 

Teadlased

Additional info:

Marilyn Fridolin
Senior programme officer
Scholarships and grants office
+372 6999 397
marilyn.fridolin@harno.ee

Applying for the degree studies abroad scholarship

The application is open for citizens or permanent residents of Estonia. When submitting the application, the applicant must already be admitted to a master’s or PhD programme of a foreign university. If the admission process is still ongoing, the applicant must have a confirmation form the foreign university about having submitted the necessary admission documents.

The applicant must be able to speak Estonian on a communication level.

Studies on master’s level can only be supported if the desired speciality cannot be studied in Estonia, but the professionals of that speciality are needed in Estonia’s labour market.

The applicant must submit the following documents through our application system before the application deadline:

  • Application form that includes a motivation letter. The form is available in our application system after the call for applications has been opened.
  • Initial work plan for the scholarship period. For master’s level studies, a course list must be submitted as well.
  • Overview of the previous thesis or latest research project (e.g., published or submitted article).
  • Signed recommendation letter from the supervisor of the previous thesis.
  • PhD students must submit a letter of consent from an Estonian co-supervisor (in justified cases it is possible to apply for a scholarship without an Estonian co-supervisor).
  • Confirmation of admission from the foreign university, or confirmation from the university that all necessary admission documents have been submitted.
  • Confirmation from an Estonian higher education institution (with the signature of the head of the institute/department) or any other organization (with the signature of the CEO) stating that the organization would benefit from hiring someone with the relevant qualification.
  • Documents showing the amount of the tuition fee.

Important: The application and its annexes must be in Estonian (exceptionally they can be in English). The recommendation letters from foreign supervisors and the confirmations from foreign universities may be in English.

The signed documents may be digitally signed or signed on paper and submitted in scanned form. It is not necessary to send us the original signed documents, but we have the right to check if the uploaded documents correspond to the originals.

APPLICATION SYSTEM 

The applications that meet the technical criteria are evaluated by experts. Each doctoral studies application is evaluated by three experts. master’s studies applications are evaluated by at least two experts. For master’s level applications, the Estonian Quality Agency for Higher and Vocational Education (EKKA) evaluates if the desired speciality can be studied in Estonia.

The applicants whose applications receive the highest scores from the experts will be interviewed. Among other things, the Interviewing Committee determines whether carrying out part-time studies is justified. The decision of how to allocate the scholarships is made by the Kristjan Jaak Programme Board based on the recommendations of the Interviewing Committee.

The evaluation procedure takes about two months from the application deadline. The applicants will be notified of the results by e-mail. The list of grantees will also be published on our website.

The scholarship consists of a subsistence allowance and a travel allowance. In addition, it’s possible to apply for the coverage of tuition fees, health insurance and child allowance. The grantees can also apply for a short study visit scholarship.

The subsistence and travel allowances are calculated based on fixed unit prices that have been confirmed by the regulation of the Minister for Education and Research.

Different methodologies are used for calculating the scholarship amount for full-time and part-time doctoral students.

  • Subsistence allowance (fixed amount per day) is determined by the destination country. It is meant to cover the living expenses related to studying abroad (e.g., accommodation, learning materials, local transport etc).

    If the grantee wishes to travel to Estonia (or any other country that is different from the destination set in the contract) while active coursework is taking place, it must be approved in advance by the Education and Youth Board.

    If the grantee is in Estonia while active coursework is taking place, then the scholarship for this period is paid according to the Estonian rates (660 euros per month for PhD students and 350 euros per month for master’s students)

    For grantees who study full-time and whose studies are on schedule, the subsistence allowance will be increased by 20% from the third scholarship year.

    Here you can find the list of countries with their respective unit prices for subsistence allowance (in euros).
  • Travel allowance (fixed amount per round trip) is paid for trips from Estonia to the place of study. In justified cases and with previous approval from the Education and Youth Board the trip can start from a different country than Estonia.

    Full-time students receive two travel grants per academic year. The travel allowance is meant to cover all travel-related expenses (including transportation from the airport to the place of study as well as visa costs).

    The amount of the travel grant depends on the distance between the point of departure and destination. The distance is calculated with the European Commission's web-based calculator. When calculating the distance, the start and end point of the trip is considered to be the same city. It is not possible to receive a travel grant for a one-way trip.

    If the distance between the point of departure and the destination is up to 99,99 km (inclusive), the travel expenses are reimbursed in the amount of up to 180 euros based on expense receipts.

    If the distance between the point of departure and the destination is 100 km or more, the travel expenses are reimbursed based on fixed unit prices as shown in this document.
  • Tuition fees (or foreseeable expenses that are essential for carrying out research work) can be covered only if it’s not possible to study for free at the selected foreign university.

    The amount of the tuition fee shall be indicated on the application form. The Kristjan Jaak Programme Board decides if and to what extent the tuition fees will be reimbursed. If there are several applications with an equal score, the Programme Board may prefer applications without tuition fees (or with smaller tuition fees)

    As a rule, tuition fees are covered in the amount of up to 10 000 euros per academic year.
  • Child allowance (200 euros per child per month) is paid for grantees with minor children during the standard study period. To receive the allowance, the grantee must submit a copy of the child’s birth certificate before the conclusion of the contract. If a child is born during the study period, then a copy of the birth certificate should be sent to the Board as soon as possible. The child allowance is paid from the month following the submission of the birth certificate, it is not paid retrospectively.

    For full-time students, child allowance is paid for every month of the year, regardless of whether the child is in Estonia or abroad. For part-time students, child allowance is paid only during the period when the grantee is abroad.
  • Travel expenses for a minor child are reimbursed for up to two round trips per year. The compensation is based on the same fixed rates as the grantee’s travel allowance. To apply for this compensation, it must be previously approved by the Education and Youth Board. The child’s trips must be proven by submitting the relevant documents.
  • Health insurance costs are compensated if the grantee is studying in a country where student status does not automatically ensure health insurance and where the Estonian Health Insurance Fund does not provide coverage. The compensation can cover the same costs that the Estonian Health Insurance Fund covers for students studying in Estonia.

    Other types of insurances (e.g., travel insurance, dental insurance) are not compensated. Health insurance costs are not reimbursed if the grantee is studying in EU and has access to medical services based on the conditions of the European Health Insurance Card. Please note that the EU health insurance is not provided automatically; the grantee must first submit an application to the Health Insurance Fund.

    The grantee can also apply for the compensation of the health insurance costs of their minor child if the child is living abroad with the grantee and if the foreign country does not cover the child’s health insurance costs. The reimbursement conditions are the same as for the grantee.

    To apply for the compensation of the health insurance costs, the grantee must submit a document proving the absence of health insurance in the foreign country during studies. The costs are reimbursed based on invoice, insurance policy and payment proof.
  • Short study visits scholarship can be used once during the standard study period to participate in a conference, seminar or other event that is related to the grantee’s speciality. The scholarship is calculated based on the fixed unit prices for travel and accommodation allowance as well as on the national rate of the daily subsistence allowance. The early-bird participation fee is covered based on the expense receipts. The accommodation and subsistence allowance and calculated based on the official duration of the event. In justified cases, one day before and one day after the event can be added to the scholarship period. The maximum scholarship amount is 2000 euros.

    To apply for the scholarship, it is necessary to submit the following documents:
    • Application for reimbursement of costs.
    • Supervisor’s confirmation letter about the necessity of participating in the conference.
    • Event programme or other document showing the dates of the event (screenshot of the conference web page, etc).
    • Invoice for the participation fee and a payment proof.
    • Official confirmation letter by the host institution or the event organizer about participating the event.
       

Simultaneous use of other scholarships
The grantees are entitled to use other scholarships if their use does not conflict with the scholarship guidelines and the additional scholarships are not funded from the Estonian state budget (including resources of the European Regional Development Fund). The grantees may use the Kristjan Jaak short study visits scholarship. If the additional scholarships exceed 50% of the Kristjan Jaak degree studies scholarship, then the subsistence allowance is reduced by 300 euros per month.

Calculating the scholarship of a full-time student
The grantee will receive the scholarship until the end of the standard study period. A PhD student can receive the scholarship for a maximum of 48 months; a master’s student for a maximum of 24 months. If the grantee wishes to travel to Estonia (or any other country that is different from the destination set in the contract) while active coursework is taking place, it must be approved in advance by the Education and Youth Board. If the student has started their studies before being awarded the scholarship, then only the period until the end of the standard study period will be financed.

Calculating the scholarship of a part-time student
The grantee will receive the scholarship until the end of the standard study period established for part-time students at the foreign university. A PhD student can receive the scholarship for a maximum of 72 months; a master’s student for a maximum of 36 months. If the student has started their studies before being awarded the scholarship, only the period until the end of the standard study period will be financed.

For the period when the grantee is abroad, the scholarship is calculated similarly to grantees who study full-time. For the period when the grantee is in Estonia, the scholarship amount depends on the duration of studies. The scholarship amount that would be paid for a full-time student is divided by the number of months of the part-time study period.

During the period when the grantee stays in Estonia, the scholarship is smaller than for full-time students at Estonian universities. If the amount of the Estonian national doctoral allowance changes, the Kristjan Jaak scholarship is adjusted accordingly.

A part-time student may receive a maximum of four travel allowances per academic year. In the scholarship application the applicant must indicate how many return trips they require and why.

A part-time student may apply for child allowance for the period when the grantee studies abroad.

Before the conclusion of the contract, the applicant must submit a certificate of admission issued by the host university.

As a rule, the scholarship contract is concluded six weeks before the start of the studies. The contract sets out the scholarship amount and conditions. The conditions of the contract are based on the scholarship guidelines.

The scholarship is paid out on a yearly basis. The scholarship for one academic year is paid out in two parts:

  • The first part is paid out no later than one month before the start of the autumn semester (except in cases where the certificate of admission has not been submitted or where the scholarship contract has not been signed).
  • The second part is paid out in February after the grantee has submitted an interim report and it has been approved by the Education and Youth Board.

Payments are made only if the grantee has fulfilled their contractual obligations.

Every year, by February 1 at the latest, the grantees must submit an interim report. This is a precondition for the second payment of the academic year. The interim report must be sent via e‑mail to: kristjanjaak@harno.ee.

The interim report includes a formal confirmation of the student status issued by the foreign university.

By the end of each academic year, but no later than on 1 October, the grantee must submit a final report for the academic year. This is a precondition for the next payment.

The final report includes:

  • Completed report form.
  • Free-form summary of work carried out during the academic year signed by the foreign supervisor.
  • Confirmation of student status issued by the university.

Grantees, whose scholarship agreement has been extended over the standard study period, are required to submit reports on the progress of their studies twice a year, on 1 February and on 1 October. These reports include:

  • Free-form summary (1-5 pages) of current activities at the university signed by the supervisor.
  • Formal confirmation of the student status issued by the university.

At the end of the first academic year, the report form must be submitted through our application system. In the following years, the report must be sent via e-mail to: kristjanjaak@harno.ee.

The grantee has a right:

  • To apply for academic leave.
  • To apply for an extension of the study period (a maximum of two years for PhD students and one year for master’s students; the scholarship will not be paid during the extension period).
  • To apply for an extension for carrying out the working obligation In Estonia if the grantee wishes to complete their doctoral or postdoctoral studies abroad.

The grantee is obliged:

  • To start or resume their studies at the foreign university indicated in their application.
  • To defend their thesis at that university unless hindered by health-related, family-related, or other circumstances beyond their control. The end date of the degree studies is set out in the contract and it depends on the standard study period in the selected foreign university.
  • To submit a proof of graduation (e.g., a copy of the diploma or a confirmation letter about the awarding of the degree) and a thesis’ summary in Estonian to the Education and Youth Board within 90 days after graduation.
  • To defend their master’s thesis within one year after the initial graduation deadline or to defend their PhD thesis within two years after the initial graduation deadline (if the application for the extension of the study period was approved). If the grantee discontinues their studies, the Education and Youth Board may ask the grantee to repay half of the scholarship that has been paid out (unless the grantee was hindered by health-related, family-related, or other circumstances beyond their control). If the entire scholarship has been paid out but the grantee has not received their degree by the extended deadline, the repayment and working conditions are the same as for grantees that have received a degree.
  • To apply for a position corresponding to their qualification in Estonia for three years following their graduation. If the grantee is selected for the post, they must work in that position for at least three years. For grantees that have been awarded the scholarship in 2016 or later, the obligation to work in Estonia can exceptionally be (partially) replaced with working abroad if it’s beneficial to Estonia. This must be approved in advance by the Education and Youth Board and the Programme Board.
  • To work in a position corresponding to their qualification for three years after graduation even if they already have a valid employment contract before graduation. The grantee has the right to change jobs.
  • To partially return the scholarship if the grantee does not work in Estonia for the required period after receiving their degree.
  • To return the scholarship if the grantee does not work in Estonia at all after receiving their degree.

The Education and Youth Board has the right to review the decision to allocate a scholarship and to ask for a full or partial repayment of the scholarship if:

  • Reports and expense receipts are not submitted on time.
  • The grantee has stayed in Estonia for an extended period during active study period without the previous approval of the Board.
  • The scholarship has not been used for its intended purpose.

Additional conditions for full-time students
The grantee must stay at the foreign university during the study period. If the nature of the studies requires carrying out work in Estonia or some other country, it must be approved by the Education and Youth Board beforehand.

Additional conditions for part-time students
If the applicant wishes to carry out part-times studies, they must indicate this in the application. It is not possible to change the student status during the studies. The estimated length of the studies must be shown in the application (in months). When awarding the scholarships, preference is given to studies in those curricula, where the foreign university has created special conditions for part-time studies. It is not allowed to simultaneously study at an Estonian university.

Scholarship for study periods abroad

With this scholarship we support exchange studies at a recognized foreign university or research institution. The application is open for master’s and PhD level students of Estonian higher education institutions. People of all nationalities are welcome to apply.

A person can receive this scholarship a maximum of two times per study level. The study visit must last at least 31 days and the total length of the study visit(s) must not exceed 12 months.

The application deadlines are:

  • 1 May 2021 (scholarship period from 1 July 2021 to 30 September 2022)
  • 15 October 2021 (scholarship period from 1 October 2021 to 30 September 2022)

The call for applications opens in our application system one month before the deadline.

APPLICATION SYSTEM

Tudengid õpivad õues

Additional info:

Eneli Külaots
Senior programme officer
Scholarships and grants office
+372 7300 716
eneli.kulaots@harno.ee 

Study periods abroad guidelines

Applying for the study periods abroad scholarship

The application is open for people of all nationalities who, at the time of using the scholarship, are:

  • Master's or PhD students of Estonian higher education institutions.
  • Students of integrated curricula at Estonian higher education institutions who have completed at least 180 ECTS of the curriculum.

A person can receive this scholarship a maximum of two times per study level. The total length of the study visit(s) must not exceed 12 months.

The application is also open for students whose mobility takes place within the Erasmus+ framework. If the Kristjan Jaak scholarship application is successful, the applicant must choose which scholarship they wish to use since it’s not allowed to use the Erasmus+ and Kristjan Jaak scholarships simultaneously. Even if the student waives the Erasmus+ scholarship, they will still have the Eramus+ student status.

The applicant must submit the following documents through our application system before the application deadline:

  • Application form, which includes a motivation letter (300-600 words) and a work plan for the study period (500-1500 words).
  • Signed recommendation letter from the thesis’ supervisor or a significant lecturer.
  • Confirmation issued by an Estonian higher education institution about studying there.
  • Confirmation from the foreign university or research institution about accepting the student during the period indicated in the application.

The application form and the additional documents can be in Estonian or in English.
It is not necessary to send us the original signed documents, but we have the right to check if the uploaded documents correspond to the originals.

APPLICATION SYSTEM

The applications that meet the technical criteria are assessed by experts with a PhD degree. Each application is assessed by at least two experts. The maximal possible score awarded by one expert for various aspects of the application is 30 points. A ranking list of applicants is compiled based on the aggregate score awarded by the experts. This list is the basis for the decision made by the Kristjan Jaak Programme Board.

If the summarized score given by two experts differs by 8 points or more, a third expert will assess the application. In this case, the two scores that are closest to each other will be taken into account when compiling the ranking list. If the score given by the third expert falls in the middle of the two previous experts' scores, then the ranking list will be compiled based on double the average of the scores.

The experts evaluate the following aspects:

  • Is the goal of the study visit clear and convincingly reasoned?
  • Is the applicant motivated and has worked on the application thoroughly?
  • Is the work plan well elaborated, reasonable and achievable?
  • How well does the chosen foreign institution suit for studying in this field? 
  • Is the recommendation letter relevant and convincing?
  • What is the added value for Estonia arising from this study visit?

The Kristjan Jaak Programme Board allocates the scholarships based on the aggregate scores given by the experts. It is within the Board's discretion to decide which applications should be supported. If there are several applications with an equal score, but the budget does not allow to support all of them, the Board may prefer the applications from fields and higher education institutions that are less represented. The decision to allocate the scholarships is fixed in the minutes of the Programme Board meeting.

The assessment procedure takes up to two months from the application deadline.

The scholarship amount is calculated based on fixed unit prices that have been confirmed by the regulation of the Minister for Education and Research. The Study Periods Abroad scholarship consists of a subsistence allowance (a fixed amount per day) and a travel allowance (a fixed amount for a round trip).

The final scholarship amount is confirmed by the Kristjan Jaak Programme Board. The amount confirmed by the Board cannot be increased. The scholarship can only be used to finance the study period that has been described in the application.

The grantee cannot use the Erasmus+ or Dora Plus 1.2 scholarships simultaneously with the Kristjan Jaak scholarship. However, it is allowed to use the Erasmus+ student exchange agreements to find a receiving institution. Other additional funding must be shown in the application.

Subsistence allowance

The size of the subsistence allowance depends on the destination country and the length of the study visit. It is meant to cover the expenses related to studying abroad (accommodation, learning materials, local transport, insurance, visa costs etc). The grantee must stay at the host institution during the scholarship period (except for winter and spring breaks). The subsistence allowance is calculated based on daily unit prices that have been fixed for each destination country.

Here you can find the list of countries with their respective unit prices (in euros).

Travel allowance

The travel allowance is meant to help cover the expenses of a round trip. The start and end point of the study visit is considered to be the same city. As a rule, it’s the city where the home university is located but in justified cases it can also be a city abroad. The destination of the study visit is the city where the host institution is located. It is not possible to receive a travel grant for a one-way trip. It is possible to apply for a maximum of two travel grants (two round trips per study period).

The travel allowance is meant to help cover all travel-related costs, including transportation to the airport and from the airport to the destination. Visa costs are not reimbursed separately. The amount of the travel allowance depends on the distance between the point of departure and destination. The distance is calculated with the European Commission's web-based calculator.

If the distance between the point of departure and the destination is up to 99,99 km (inclusive), the travel expenses are reimbursed in the amount of up to 180 euros based on expense receipts.

If the distance between the point of departure and the destination is 100 km or more, the travel expenses are reimbursed based on fixed unit prices as shown in this document .

As a rule, the scholarship contract is concluded a month before the start of the study period. The contract specifies the scholarship amount and the conditions for using the scholarship.

Before the contract is concluded, the grantee must submit an official signed confirmation of acceptance from the host institution (if it wasn’t already submitted with the application).

The scholarship is paid out for 3 months at a time. The first instalment, which includes the subsistence grant for the first 3 tuition months as well as a travel grant for one round trip, will be paid out no later than 2 weeks before the start of the study periods abroad, but not before the scholarship contract has been signed.

The following instalment(s) will be paid out after the grantee has submitted a certificate of attendance for the previous three months issued by the host institution. These certificates shall be sent to the Education and Youth Board by e-mail. If the grantee has been allocated a travel grant for 2 round trips, the grant for the second round trip will be paid out after the interim report has been submitted.

Advance payments of the scholarship are not made to individuals who have outstanding contractual obligations to the Education and Youth Board.

Final report

All grantees must submit a final report within one month after the end of the study period. The report includes:

  • Completed report form that is available in the application system after the contract has been concluded.
  • Dated confirmation letter from the host institution about studying there during the scholarship period (in scanned form).
  • Overview of the work done (500-1500 words) with the signature of the foreign supervisor (in scanned form).

The report should be submitted in our application system.

If the report is not submitted on time or if the scholarship was not used for its intended purpose, the grantee is obliged to repay the scholarship.

Interim report

If the study period abroad lasts 7 months or longer, an interim report must be submitted after 6 months. The interim report includes:

  • Free form summary about the study- and research-related activities carried out abroad (500-1500 words).
  • Certificate of attendance from the host institution (or the supervisor) for the scholarship period (in scanned form).

The deadline for submitting the interim report is set out in the scholarship contract. The interim report shall be sent to the Education and Youth Board by e-mail.

Scholarship for short study visits

With this scholarship we support short-term study- and research-related trips of master’s and PhD students as well as young lecturers and scientists. The grantees can participate in conferences or summer schools, work in libraries or laboratories, collaborate and consult with an academic supervisor etc. The study visit can last up to 30 days and it may not start earlier than one month after the application deadline.

The application deadlines are:

  • 1 March 2021 (visits from 01.04.2021 to 30.09.2021)
  • 1 June 2021 (visits from 01.07.2021 to 30.09.2022)
  • 1 October 2021 (visits from 1.11.2021 to 30.09.2022)
  • 1 December 2021 (visits from 01.01.2022 to 30.09.2022)

The call for applications opens in our application system one month before the deadline.

APPLICATION SYSTEM

Additional info:

Marilyn Fridolin
Senior programme officer
Scholarships and grants office
+372 6999 397
marilyn.fridolin@harno.ee

Short study visits quidelines

Applying for the short study visits scholarship

The application is open for people of all nationalities who are:

  • Master's or PhD students of Estonian higher education institutions.
  • Advanced students of integrated curricula at Estonian higher education institutions.
  • Doctor-residents working in Estonia.
  • Young scientists and lecturers of Estonian higher education institutions who are not older than 35 years or who have received their PhD degree less than 5 years ago. These limits can be extended proportionally for applicants who have been on parental leave.
  • Young scientists of Estonian R&D institution, who are teaching (incl. supervising) at higher education level and who are not older than 35 years or who have received their PhD degree less than 5 years ago. These limits can be extended proportionally for applicants who have been on parental leave.
  • Beneficiaries of the Kristjan Jaak scholarship for degree studies who are studying at a foreign university.

During academic leave the scholarship can be used only if the regulations of the home university allow to participate in coursework during academic leave.

The scholarship can only cover the costs of one person; group applications are not accepted. If more than two applications are submitted from the same institution and from the same study programme and study level to participate in the same event, only the first two applications will be sent for evaluation (based on the submission date of the correct applications).

One person can receive a maximum of two short study visit scholarships in the calls for applications of one academic year. An applicant may submit one application for one call for applications.

The applicant must submit the following documents through our application system before the application deadline:

  • Application form that is available in the application system and which includes a motivation letter.
  • Signed recommendation letter from the supervisor (for students) or from the direct manager (for lecturers/scientists).
  • Confirmation letter about studying/working at an Estonian higher education institution issued by that institution or a confirmation of employment at an Estonian R&D institution with a confirmation of teaching (or supervising) at higher education level.
  • Invitation or registration confirmation of the event; a confirmation letter from the library or an extract from the homepage of the institution on opening hours; a signed invitation of the research institution.
  • Organizers' confirmation on the acceptance of the presentation (if the aim of the study visit is presenting at a conference). 
  • Document showing the amount of the participation fee (if the applicant wishes to apply for the reimbursement of the participation fee). If the participation fee has already been paid then a proof of payment (bank account statement, order for payment) must also be added to the application.

The document describing the event should clearly indicate the time, place, and nature of the event. If necessary, the applicant can upload several documents (e.g., registration form, program, confirmation of acceptance of the presentation).

The application form and the additional documents can be in Estonian or in English.

All documents must be uploaded to the application system. Documents that are signed on paper should be submitted in scanned form.  It is not necessary to send us the original signed documents, but we have the right to check if the uploaded documents correspond to the originals.

APPLICATION SYSTEM

The applications that meet the technical criteria are assessed by experts with a PhD degree. Each application is assessed by at least two experts. The maximal possible score awarded by one expert for various aspects of the application is 30 points. A ranking list of applicants is compiled based on the aggregate score awarded by the experts. This list is the basis for the decision made by the Kristjan Jaak Programme Board.

If the summarized score given by two experts differs by 10 points or more, a third expert will assess the application. In this case, the two scores that are closest to each other will be taken into account when compiling the ranking list. If the score given by the third expert falls in the middle of the two previous experts' scores, then the ranking list will be compiled based on double the average of the scores.

The experts evaluate the following aspects:

  • Does the short study visit have a clear objective?
  • Is the event/destination suitable for the objective?
  • Does the applicant have an active role in the event / study period?
  • Is the applicant motivated and prepared for the short study visit?
  • To what extent is the short study visit related to the applicant's current activities?
  • Is the recommendation letter relevant and convincing?

The Kristjan Jaak Programme Board allocates the scholarships based on the aggregate scores given by the experts. It is within the Board's discretion to decide which applications should be supported. If there are several applications with an equal score, but the budget does not allow to support all of them, the Board may prefer applications from fields and higher education institutions that are less represented. The decision to allocate the scholarships is fixed in the minutes of the Board meeting.

The assessment procedure takes up to 45 days from the application deadline.

The scholarship consists of an accommodation and travel allowance, daily subsistence allowance and participation fee (if necessary).

  • Accommodation allowance is calculated based on the official duration of the event. In justified cases, one day before and one day after the event can be added to the scholarship period. The accommodation allowance is paid based on the number of nights (e.g., for a 6-day visit, the number of nights is 5). The fixed rates for the accommodation allowance are as follows:

    3-6 day visit (2-5 nights), 80 euros per night
    7-14 day visit (6-13 nights), 60 euros per night
    15-30 day visit (14-29 nights), 35 euros per night

  • Travel allowance is meant to help cover the expenses of a round trip. As a rule, the start point of the study visit is the city where the home university is located, but in justified cases it can also be a city abroad. The destination of the study visit is the city where the event takes place. It is not possible to receive a travel grant for a one-way trip.

    The travel allowance is meant to help cover all travel-related costs, including transportation to the airport and from the airport to the destination. Visa costs are not reimbursed separately. The amount of the travel grant depends on the distance between the point of departure and destination. The distance is calculated with the European Commission's web-based calculator.

    If the distance between the point of departure and the destination is up to 99,99 km (inclusive), the travel expenses are reimbursed in the amount of up to 180 euros based on expense receipts.

    If the distance between the point of departure and the destination is 100 km or more, the travel expenses are reimbursed based on fixed unit prices as shown in this document.
  • Daily subsistence allowance is 32 euros per day. The number of days is determined by the official programme of the event or by the schedule described in the work plan. In justified cases, one day before and one day after the event can be added to the scholarship period.
  • Participation fee can be covered in the amount of up to 400 euros based on expense receipts. The participation in excursions, gala dinners and other social events is not reimbursed. If the participation fee includes the accommodation costs related to the event, the accommodation allowance can be pursued to cover the accommodation costs of the night before and after the event which the participation fee does not include.

Additional information

No other source of financing (except for personal savings) can be used for the expenses covered by the Kristjan Jaak scholarship. The final scholarship amount is confimed by the Programme Board. This amount cannot be increased and it may only be used to finance the study visit indicated in the application.

As a rule, the scholarship contract is concluded one month before the start of the study visit. The contract sets out the scholarship amount and conditions.

Before the contract can be concluded, the grantee must submit a registration confirmation of the event along with the document certifying the acceptance of their presentation (unless these have already been submitted with the application or if giving a presentation was not the purpose of the short study visit).

The scholarship is transferred to the grantee’s bank account no later than 14 days before the start of the study visit but not before the contract has been signed. Advance payments of the scholarship are not made to individuals who have outstanding contractual obligations to the Education and Youth Board.

In documents and presentations related to the study visit, the grantee must acknowledge the support of the Ministry of Education and Research and the Education and Youth Board.
 

The grantee must submit the following documents within one month after the end of the study visit:

The report consists of:

  • Completed report form which is available in the application system after the contract has been signed.
  • Official certificate of attendance issued by the host institution or the organizer of the. The certificate should include the dates of the event. 

The report is submitted electronically in our application system. It is not necessary to submit any expense receipts.

If the report is not submitted on time or if the scholarship was not used for its intended purpose, the grantee is obliged to repay the scholarship. If the actual length of the study visit is shorter than set out in the contract, a part of the scholarship must be repaid.

Kristjan Jaak Programme Board

The Kristjan Jaak scholarship programme was initiated in 2003 by the Ministry of Education and Research and the Archimedes Foundation. On 1 August 2020 the programme was transferred to the Education and Youth Board.

The Kristjan Jaak scholarship programme is managed by the Programme Board. The Programme Board has seven members:

  • Jakob Kübarsepp – Chair (Tallinn University of Technology, professor)
  • Helen Eenmaa-Dimitrieva (University of Tartu, Representative of Kristjan Jaak alumni)
  • Arvi Hamburg (EIL, president)
  • Kaija Kumpas-Lenk (Education and Youth Board, Estonian Quality Agency for Higher and Vocational Education, Director of Development)
  • Eva Piirimäe (University of Tartu, docent)
  • Priit Reiska (Tallinn University, Vice-Rector for Academic Affairs)
  • Sigrid Vaher (Ministry of Education and Research, Deputy Head of Higher Education Department)
Naine koosolekul

Last updated: 30.04.2021