Frequently asked questions
1. Am I eligible for a Rubicon grant if I only hold a Master's degree?
No, to be eligible for a Rubicon grant you must have received a PhD in the previous twelve months.
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2. Can I apply for a Rubicon grant if I have not yet received my PhD?
If you have not yet received your PhD at the deadline of the Rubicon round but your dissertation has been approved by your supervisor then you may apply for a Rubicon grant. However, you must include a 'Manuscript Approval Form' with your application. You can download the form about 2 months before the deadline from the Rubicon website via 'download'. The date on which the doctoral thesis shall be defended has to be set before you can start your Rubicon research.
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3. I received my PhD more than twelve months ago. Can I still apply for a Rubicon grant?
The time limit for applying for a Rubicon grant is twelve months following the formal award of the PhD. If you received your PhD more than 12 months ago then you can apply for an extension to the time limit on the grounds of care responsibilities or training in a clinical specialism (see detailed information about this).
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4. I am a Dutch citizen but obtained my PhD outside the Netherlands. Can I still apply for a Rubicon grant?
NWO decided to change the eligibility conditions for Rubicon as of 1 January 2012. You may only submit an application if you have conducted scientific research at an academic research institute in the Netherlands for a period at least equivalent to three years fulltime in the five years directly preceding the submission deadline.
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5. I graduated and obtained my PhD outside the Netherlands. Can I still apply for Rubicon research at a research institute outside the Netherlands?
NWO decided to change the eligibility conditions for Rubicon as of 1 January 2012. You may only submit an application if you have conducted scientific research at an academic research institute in the Netherlands for a period at least equivalent to three years fulltime in the five years directly preceding the submission deadline.
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6. I want to continue my research at te same institute where I received my PhD. Is that possible?
No, the aim of Rubicon is to promote mobility among Dutch researchers. You can apply for a Rubicon grant at a foreign host institute. Rubicon also offers Dutch researchers the option of using the grant to conduct research in the Netherlands, primarily designated for applications that focus on Dutch topics, e.g. Dutch language, culture and law. However, preference will be given to researchers who apply for a grant to spend time outside the Netherlands.
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7. I would to continue my research at the host institute where I’m working now as a postdoctoral researcher. Is that possible?
This is possible only if you have been working at the Rubicon host institute as a postdoctoral researcher for less than six months on the day of the submission deadline.
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8. I would like to do part of my research at an institute in the Netherlands and part of it abroad. Is that possible?
No, combining host institutes is not permitted. Depending on the research subject, it is however possible to do some fieldwork outside the host institute.
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9. Do the forms need to be signed?
Your Iris account is a personal account which you alone can access. Therefore the application form does not need your signature. The other signatures are however necessary. Especially the signature by the host institute which must guarantee your employment, is important to prevent any problems with your possible employment.
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10. Can I apply for a Rubicon grant more than once?
No, you can only apply for a Rubicon grant once in your life, irrespective of the research institute concerned.
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11. What should I do if I think that my research proposal raises ethical questions?
Any research proposals that raise ethical questions must be carefully considered before the scientific research is carried out. Certain research require a statement of approval from a recognised medical ethics review committee or an animal experiments committee. For some research proposals a licence in accordance with the Population Screening Act (WBO) is required. More information on METCs is available at the Central Committee On Research Involving Human Subjects (CCMO), on DECs the Dutch Association for Institutional Animal Care and Use Committees provides information and for the WBO The Health Council of the Netherlands can provide information.
A Rubicon applicant is responsible for determining if his/her research proposal might raise ethical questions and for obtaining a statement of approval from the correct ethics review committee and/or obtaining a licence in accordance with the Population Screening Act, if necessary.
NWO subscribes to the Openheid Dierproven (Freedom of Information on Animal Experiments) and the Biosecurity Code. Rubicon applicants must subscribe to and comply with the prevailing codes.
A research project can only start if NWO (if applicable) has received a copy of the approving ethical statement and/or Population Screening Act licence. NWO also expects that the candidates pay due consideration to the timetable of the Rubicon evaluation and the time needed for the assessment by the ethics review committee or the application for a Population Screening Act licence.
If after consulting the applicant, NWO is of the opinion that an ethical assessment is needed for an application then the applicant is obliged to take the necessary measures for such as assessment. If the applicant fails to obtain the necessary statement of approval from an ethics review committee then the grant shall be immediately withdrawn. If the research involves human embryo stem cells, the Marie Curie programme committee and the ethics review committee must both approve the research before the project can start.
Applicants may contact the Rubicon programme coordinator with any questions or doubts they have.
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12. Under which circumstances can I request an extension to the time limit for my Rubicon application on the grounds of care responsibilities or training in a clinical specialism?
You can request an extension of the time limit for your application if you have devoted time to care responsibilities or training in a clinical specialism since the award of your PhD. You will only need to do this if the formal award of your PhD took place more than twelve months before the final date for the submission of Rubicon applications. See the detailed information.
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13. Can I supplement Rubicon with financial resources from another party?
The Rubicon grant is a basic grant which provides a contribution to the salary costs and the necessary costs to conduct the research funded. It is possible to supplement the Rubicon grant with other financial resources, as long as these cover costs that are not already provided for by Rubicon. If you intend to use additional financing, you must contact the NWO office (rubicon@nwo.nl).
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14. Can I submit my application by e-mail?
No, applications must be submitted via the IRIS system. Applications submitted by e-mail will not be accepted by NWO.
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15. The persons that are willing to write my recommendation letters do not want me to be able to read the letters. Can the letters be submitted in a different way than through my Iris-account?
If the persons writing your recommendation letters object to the fact that you read the letters, they can also send the letters by e-mail to rubicon@nwo.nl. However, NWO prefers the letters to be integrated in your application and submitted through your Iris-account.
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16. The institute where I currently work is not registered in Iris. How can I submit my application?
In IRIS, you can only register via a Dutch knowledge institute. If your current institute is not registered, you can get into the system and submit your proposal by naming your proposed host institute or the institute where you gained your PhD. In your actual application, however, you must give the correct details.
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17. How should I write a public summary of my research proposal?
You are asked to draft a public summary of your research proposal (preferably in Dutch). Directions for this are given below.
Why is a public summary needed?
If your application is successful and you are eventually awarded a grant, the public summary will be used in NWO publicity surrounding the announcement of the grant award decisions.
What should the public summary contain?
<popular title (a 'hook' to catch people's attention, around five words><academic title> <initials> <(the first name you generally use, in brackets)> <surname> <(m/f)> <date of birth>, <institute where you received your PhD> <country, university, department where you intend to conduct your Rubicon research>Two examples
Summarise your proposed research in 40 words. Use everyday language and be specific. Do not say 'the mechanism underlying apoptosis will be examined' but 'the researchers will use microscopes to look for the reasons for spontaneous cell death.’ Do not talk about 'we' and 'us' but about researchers, biologists, literary specialists, et cetera. Write the piece in such a way that you are inclined to insert terms such as ‘generally speaking’, ‘in short’, ‘roughly’, 'not scientifically formulated’ but do NOT use these terms!
Tinkering with the heart pump
Dr J. (Jolanda) van der Velden (f) 19-02-1971, VU University Medical Center - Physiology
The heart pumps thanks to an ingenious system of proteins. The researchers will analyse this system by altering the proteins one by one. They will also study these proteins in patients with heart failure.
Self-correction in speaking
Dr N.O. (Niels) Schiller (m) 08-04-1969, Heidelberg (Germany), Maastricht University - Neurocognition
Speech is a largely an automatic human activity. We usually speak without problems but sometimes we make a mistake. When that happens, we stop and correct ourselves. This research project aims to find out which neurocognitive process enables us to do this.
More examples?
Further examples of public summaries can be found on the NWO website: www.nwo.nl/rubicon (under 'Grants').
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18. Which terms of employment can I expect?
Laureates from the rounds with a deadline prior to 1 January 2010 who have received a Rubicon grant for a period abroad are not usually employed by the host institute. They have received a basic grant that comprises a remuneration for living, travel and research expenses.
If you have been awarded a Rubicon grant from the rounds with a deadline after 1 January 2010 for a period at a host institute outside of the Netherlands then you will be employed at the host institute. Your situation is comparable to other postdocs at the host institute.
If you receive a Rubicon grant for a stay at a Dutch host institute, the host institute will employ you under the usual conditions for postdoc researchers at that institute.
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19. How does NWO determine the size of a grant for a period abroad?
Before 1 January 2010 the Rubicon payments for a period abroad were based on a list from the Ministry of Home Affairs and Kingdom Relations with costs for staying abroad. These amounts were awarded to the laureates multiplied by the number of months for the period abroad.
The awards from rounds with a deadline after 1 January 2010 are based on the calculations for the Marie Curie fellowships. This means a significant change in the size of the payments. For certain locations the grant will be lower and for others higher. It is not possible to receive the new amount with back payments and it is also not possible to receive an award on the basis of the payments received in 2009.
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20. Will my Rubicon grant be taxable income?
Your Rubicon grant is intended to fund a period abroad, in order to give you the opportunity to gain research experience outside the Netherlands. With effect from 1 January 2010, the financing of research periods outside the Netherlands by Rubicon has changed.
For awards from funding rounds with deadlines before 1 January 2010 the following applies:
The Dutch Inland Revenue is of the opinion that the Rubicon grant cannot be regarded as a salary for the purposes of payroll tax as there is no employment relationship between NWO and the researcher. NWO will therefore not deduct any payroll tax. However, the grant must be declared as income from other activities for the purpose of income tax. NWO is required to report the awarding of the grant to the Inland Revenue.
The Inland Revenue has indicated that the necessary costs for carrying out the research can be entered as deductible costs on the income tax form (supported by the invoices). If the necessary costs incurred are just as high as the grant then on balance the taxable income is zero (other sources of income not included).
If, on the basis of the tax treaty, the levying of taxes is not exclusively awarded to the Netherlands or if the Netherlands does not have a tax treaty with the country concerned then the researcher might have to complete a tax return for the country in question. In principle, the agreement with the Dutch Inland Revenue does not apply abroad. Any possible deductible costs will then have to be demonstrated to the foreign inland revenue (in all likelihood supported by the corresponding invoices). You are advised to enquire in advance at the Dutch Inland Revenue and/or in the host country where you must complete a tax return.
If the researcher is also subject to tax abroad then avoidance of double taxation can be requested if the income is subject to taxation under Dutch tax law (because the deductible costs are lower than the grant).
During the Rubicon research period it is of course important to keep all invoices and other pieces of evidence so that you can prove to the Inland Revenue how the grant has been spent.
For awards from funding rounds with deadlines after 1 January 2010 the following applies:
The researchers enter employment at the foreign host institute on the basis of employment conditions comparable to other postdocs who are employed there. If, for the purpose of Dutch tax levies, the researcher remains a resident of the Netherlands, the incomes from the foreign research institute shall have to be included in the global income and in all likelihood avoidance of double taxation can be claimed. Where the researcher does not remain a resident of the Netherlands the taxation shall completely take place abroad. NWO advises applicants to contact the Dutch Inland Revenue and/or the inland revenue of the host country with any questions they may have.
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21. Do I have to account for my expenditures after the project?
A statement from the host institute that the laureate was appointed to conduct the Rubicon research for the period stated is sufficient. This statement must also be signed by the laureate. For research conducted in the Netherlands, the grant is covered by the regular audit specified in the university education audit guidelines issued by the Ministry of Education, Culture and Science.
With regard to your tax return, it would be wise to keep a careful record of your expenses in case the tax authorities decide to inspect your tax return. If you receive a tax demand requiring you to pay tax over your Rubicon grant, we advise you to contact the Rubicon programme coordinator (rubicon@nwo.nl).
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