Application Process and Requirements

Applicants must register first in the OIL Portal and create an applicant profile to access the online application form.

Kindly use a UP Mail account in the OIL Portal Registration. Once the online application form is accomplished, our office will process the application based on merit and availability of funds.

Submission of the application must be six (6) months before the proposed activity. The OIL COOPERATE committee will evaluate the applications submitted within the submission period.

Schedule of the International Research/Creative	Submission Period and Deadline	Schedule of Committee Evaluation
January to March	July to August of the previous year Deadline: Last working day of August	September
April to June	October to November of the previous year Deadline: Last working day of November	December
July to September	January to February Deadline: Last working day of February	March
October to December	April to May Deadline: Last working day of May	June

Requirements for the grant are as follows: 

1. For Graduate Student

Attachment 1: Memorandum of Understanding (MOU)/Memorandum of Agreement (MOA)

(If the MOU/MOA is not yet available, a Statement of Research Cooperation from host university officials can be submitted using the attached template. However, the MOU/MOA is still required to be processed.)

Attachment 2: 1- to 2-page curriculum vitae

Attachment 3: Certification of Approval of Thesis/Dissertation Proposal 

Attachment 4: Certified Transcript of Records/True Copy of Grades 

Attachment 5: Acceptance or invitation letter from a professor at the host university

 Attachment 6: Two Letters of Reference from previous/current professors

Attachment 7: Detailed work plan/GANTT chart (indicating the schedule of activities to be done here in the Philippines and in the Host University) using the prescribed template.

Attachment 8: Line-item budget (attach basis/estimate)

• Round Trip Economy Airfare (inclusive of travel tax, three quotations required)
• Visa fee
• Travel and Health Insurance
• Stipend (accommodations, meals, and land transportation allowance using rates from Numbeo here)

Attachment 9: Letter from the Thesis/Dissertation Adviser on why he/she is
not joining/visiting (if applicable)

Attachment 10: Physical and Mental/Emotional readiness assessment

2. For Adviser

Attachment 1: Memorandum of Understanding (MOU)/Memorandum of
Agreement (MOA)

(If the MOU/MOA is not yet available, a Statement of Research Cooperation from host university officials can be submitted using the prescribed format. However, the MOU/MOA is still required to be processed.)

Attachment 2: 1- to 2-page curriculum vitae

Attachment 3: Proof of collaboration with Host University (invitation letter
specifying ongoing or potential research collaboration)

Attachment 4: Appointment as Adviser/Co-Adviser of the Graduate Student
Applicant

Attachment 5: Detailed work plan/GANTT chart (indicate the schedule of activities to be done here in the Philippines and in the host university) using the prescribed template. Indicate sample transport procedure and laboratory permits (i.e. biological samples), when needed for the research study.

Attachment 6: Certification that there is no pending financial obligation for any
OVPAA grant

Attachment 7: Line-item budget (attach basis/estimate)

• Pre-departure expenses:
  • Please provide receipts for the following:
    • a) miscellaneous expenses such as taxicab/Grab fare, passport processing, immunization, medical laboratory fees, photographs, porter age, airport terminal fees, if any;
    • b) airport terminal fees, imposed at the point/s of embarkation on the return trip to the Philippines, if any (to be allowed upon completion of the official trip;
    • c) visa application fees (should not exceed P3,500.00)
• Round trip economy airfare (provide three quotations)
• Travel and Health Insurance
• Per diem expenses (use updated UNDP-DSA rate and attach a copy)
  • Accommodation allowance (50% of per diem expenses)
  • Food Allowance (30% of per diem expenses)
  • Incidental Expenses (20% of per diem expenses)

Conditions

1. Applicants with pending OVPAA grant obligations specifically return of funds and submission of liquidation reports, and grant outputs (i.e. publications), are not eligible to apply for the COOPERATE grant and shall not be eligible to recommend the application of another student/advisee.
2. Visiting researchers/faculty must have established, ongoing or starting research collaboration with the host researcher/university and should show corresponding proof.
3. The applicants are required to undergo both physical and mental or emotional readiness examinations. Results are submitted together with the application form and other requirements.
4. The host (international) university has formally accepted the graduate student and/or adviser for the research visit and/or the sandwich thesis/dissertation research activities in the laboratory; in the case of the application of the research leader/adviser, the host university should provide invitation letter specifying ongoing or potential research collaboration.
5. Upon approval of his/her contract, the grantee shall sign a contract with UP.
6. The grantee shall attend the COOPERATE orientation 1 month before the scheduled departure.
7. The grantee shall immediately return to the Philippines/UP after the completion of his/her visit. However, a grantee may apply for additional financial support 3 months before the end of the contract. The requested additional financial support will be processed based on merit and availability of funds.
8. The grantee may be allowed to receive additional funding support from other funding sources after the receipt of the grant entitlements, provided that, the grantee is able to judiciously liquidate the COOPERATE financial grant and attach supporting documents and receipts required thereof.
9. The grantee should submit within 30 days a liquidation report upon completion of the program using the prescribed template. An orientation on the submission of the said report shall be conducted for the grantee and his/her adviser.
10. The visiting researcher/faculty who has not submitted a liquidation report shall not be eligible to apply for another COOPERATE grant and shall not be eligible to recommend the application of another student/advisee.
11. Grantees who are not able to liquidate provided funding support will not be cleared by the Office of the Registrar for enrollment nor graduation.
12. The grantee shall provide OIL an update on his/her progress and accomplishments to be endorsed by the adviser every 6 months after the completion of the program. Such information shall include the following:
    • (a) Thesis/dissertation defense schedule,
    • (b) Date of Graduation, and
    • (c) Publication
13. The grantee shall commit to completing his/her degree. Except for compelling reasons, failure to earn a degree shall constitute grounds for requiring the return of the full amount received under the grant.
14. The grantee shall produce a publication within a year after his/her graduation. The COOPERATE program shall be duly acknowledged by the grantee in the said publication.
15. All intellectual outputs produced in the course of or as a result of the grant shall be bound by the Governing Principles and Policies on Intellectual Property Rights of the University.