The Kristjan Jaak supports are calculated using the calculation tables created on the basis of the living standards of the countries of destination and the approximate travel costs. A doctoral student is obligated to use the support only to cover the living costs, transportation costs and study related expenses connected to studies abroad. Different methodologies are used for calculating the amount of the aid for full-time and part-time doctoral students.
The scholarship consists of a subsistence allowance (a fixed amount for every month), and a travel allowance (a fixed amount per round trip). The travel allowance can generally only be used for trips between the place of study and Estonia, and is paid only for the trips that have already taken place.
Scholarship recipients are at the same time entitled to receive other scholarships if their use does not conflict with the requirements of these guidelines and the support does not come from the resources of the Estonian state budget (including resources of the European Regional Development Fund). In exceptional cases, doctoral students are allowed to use the Kristjan Jaak scholarship for foreign travel simultaneously with the support. In cases where the additional scholarship is more than 50% of the amount of the scholarship paid on the basis of these guidelines, the subsistence allowance paid in the framework of Kristjan Jaak scholarships shall be reduced by 300 euros per month, leaving other conditions and requirements unchanged.
- Calculation of the scholarship of a full-time doctoral student
A doctoral student is paid the scholarships until the end of the standard period of study at a foreign university, but not more than for 48 months. If by the moment of receipt of the scholarship, the doctoral student has begun their studies, only the period remaining until the end of the standard period of studies will be financed.
Subsistence allowance is paid during the stay abroad. The periods of stay in Estonia or in another foreign country must be approved in advance by the Foundation (except for holidays and breaks).
If the doctoral student is staying in Estonia or in another foreign country during active period of study, the support is paid to them for this period at the same rate as to the doctoral students studying in Estonian universities, or according to the rate of support designated for the relevant country of destination, but not more than the rate of the country of destination indicated in the scholarship agreement of the doctoral student.
The scholarship is not reduced if the doctoral student is staying in Estonia or in another foreign country during an extracurricular period (e.g., holidays and breaks).
If due to the specific nature of the doctoral studies, the doctoral student needs to carry out part of the studies or research work (including field work) in another foreign country, a relevant work schedule with the confirmation of the supervisor of the doctoral thesis must be submitted, together with an explanation that the scheduled study or research (including field work) is part of the doctoral studies. The work schedule must be submitted to the Foundation together with the final report of the academic year before the conclusion of the scholarship agreement of the new academic year. In the period of study or research (including field work), the scholarship is paid to the doctoral student according to the rate of support designated for the country of destination.
A doctoral student is entitled to a maximum of two travel grants per academic year. In the case of travel beginning in Estonia, the travel expenses are reimbursed according to the rate of support of the country of destination. Travel expenses for traveling to the country of destination for fieldwork are reimbursed on the cost basis (after the travel takes place) in case the travel begins in the country of the study abroad of the doctoral student. For validation of the expenditure, the student must submit the expense documents (e.g., invoice), payment records (e.g., payment order, account statement, etc.), and original travel tickets (boarding cards when traveling by air; train, bus or boat tickets).
The travel allowance limit to be reimbursed on a cost basis for travel in Europe and inside the continent is EUR 512 and for intercontinental travel, it is EUR 959. Business class tickets will not be reimbursed.
After successful completion of the second academic year, full-time doctoral students who began their studies in 2012 and later can apply for an increase in the subsistence allowance of 20%. The increased scholarship can be applied for by the doctoral students regarding whom the foreign university has submitted a written confirmation that they will continue their studies on the schedule for completion of their studies within the standard period of study (according to the procedure laid down in the university).
The students shall be informed of the deadlines for applying for increased scholarship at the time of conclusion of the scholarship agreement for the second academic year.
- Calculation of the scholarship of a part-time doctoral student
A doctoral student is paid the scholarship until the end of the standard period of study established for the part-time students at a foreign university, but not more than for 72 months. If the doctoral student has begun their studies at the moment of receipt of the scholarship, only the period remaining until the end of the standard period of study will be financed.
Example. If a part-time doctoral student applies for a scholarship for a 6-year period (72 months) and during this period plans to stay abroad for 20 months and in Estonia for 52 months, the amount of his or her support shall be calculated as follows:
- The doctoral student is entitled to receive the scholarship for 48 standard study months;
- The scholarship for the 20 months spent abroad shall be calculated on the basis of the unit price provided in Annex 1;
- During their period of the stay in Estonia, the doctoral student is entitled to receive a scholarship for the remaining 28 months (48-20 = 28 months) and according to the education allowance of the doctoral students studying in Estonian universities (currently EUR 422 per month). Consequently, the doctoral student is entitled to receive a scholarship of the total of EUR 10,737.16 (28 x 422 = 11,816);
- The estimated amount shall be distributed in equal parts between the months of the stay in Estonia, the monthly scholarship of the doctoral student provided in the example is EUR 227.23 (EUR 11,816: 52 months = EUR 227.23).
During the period of residence in Estonia, the scholarship of a part-time doctoral student is less than that of the full-time doctoral student studying at an Estonian university. Once the amount of the scholarship established for doctoral students studying in Estonian universities changes, the amount of the scholarship shall be adjusted accordingly.
A doctoral student is entitled to a maximum of four (4) travel allowances per academic year. The application must show how many travel allowances per year are needed, and what the basis of the estimation thereof is. A doctoral student can receive a child allowance only during the period of study abroad.
- Tuition costs
Covering of the tuition costs (tuition fees, costs of the laboratory used by the doctoral student or other costs related to the study, which shall be paid separately from the established tuition fee) can be applied for only when it is not possible to study for free at the selected foreign university. Corresponding confirmation from the foreign university must be submitted. If the doctoral candidate is not accepted in a free study place due to their study results, the tuition costs will not be covered.
The amount of the tuition cost applied for shall be indicated on the application form. The reimbursement, including partial reimbursement or non-reimbursement of the cost, as well as the amount of the reimbursed cost is determined by the evaluation committee. In the case of equal applications, the evaluation committee may give preference to candidates who have no tuition costs or whose tuition costs are lower.
- Health insurance costs
Health insurance costs are reimbursed, if necessary, to the doctoral students who began their studies in 2012, or later.
A doctoral student who is studying full-time or part-time in a country where the study does not provide an automatic guarantee for health insurance during the study time and if the insurance of the Health Insurance Fund does not apply to this particular foreign country the student may apply for reimbursement of health insurance costs. The student can apply for the reimbursement of the health insurance costs which are similar to the costs the Health Insurance Fund covers for the doctoral students studying in Estonia.
Other insurance costs that may be added to the health insurance (including travel insurance, dental care insurance, etc.), will not be reimbursed.
Health insurance is not reimbursed if the recipient of the scholarship is studying at an educational institution of a European Union Member State, as they can have access to medical care on the basis of the European Health Insurance Card. They should duly register themselves at the Health Insurance Fund as a student studying in a foreign country. The European Union internal health insurance is not automatically guaranteed; the scholarship recipient must apply for it individually from the Health Insurance Fund.
The doctoral students who began their studies in 2012 and later have the possibility to apply for reimbursement of the health insurance costs of their minor child, if the child lives with a parent abroad and the foreign country does not cover the health insurance of the child. The reimbursement may be applied for covering the same health insurance costs as for doctoral students.
The health insurance costs of the doctoral student and his or her minor child are reimbursed on the basis of expense receipts. For applying for reimbursement, the student must submit a document certifying the absence of health insurance during the studies in the foreign. The costs are reimbursed on the basis of the invoice, the insurance policy and the document certifying payment of the invoice.
- Child allowance
During the standard period of study, a doctoral student raising minor children is to be paid a child allowance in the amount of EUR 130 per child per month.
For applying for the allowance, the doctoral student must submit a copy of the child’s birth certificate before the conclusion of the scholarship agreement; the birth certificate of a child who was born during the time of doctoral studies must be sent to the Foundation together with the final report that the student has to submit at the end of the academic year.
The child allowance is paid for full-time doctoral students for 12 months of the year, regardless of whether the child stays in Estonia or abroad. The child allowance is paid to part-time doctoral students only for the period of the stay abroad.
- Reimbursement of travel expenses of the child
The doctoral students who began their doctoral studies in 2012 and later can also apply for the cost-based reimbursement of travel expenses of the children accompanying the doctoral student, but not for more than two return trips. For one round-trip journey, the child’s travel allowance is not reimbursed more than to the extent of the rates provided in Annex 2 of the applicable guidelines. The child’s travel expenses are reimbursed on the cost-based principle and for validation of expenditure, the student must submitted expense documents (e.g., invoice), payment records (e.g., payment order, account statement, etc.), and original travel tickets (boarding cards when traveling by air; train, bus or boat tickets).
- Conference allowance
Once during the standard period of their studies, doctoral students can apply for one conference allowance in order to participate in a conference related to their specialty. The allowance covers:
1. The travel expenses (according to the rates provided in Annex 2 of the guidelines “Doctoral studies abroad”);
2. Accommodation costs according to the current rates of Kristjan Jaak scholarship for foreign travel;
3. Daily allowance according to the current rates of Kristjan Jaak scholarship for foreign travel;
4. The participation fee in the amount of the early registration fee.
Accommodation expenses and daily allowance will be covered up to 1 day before and 1 day after the event. Expenses shall be reimbursed on the basis of the documents submitted after the conference has taken place
When applying for the allowance, the student must submit:
- An application for reimbursement of the costs;
- The supervisor’s confirmation letter regarding the necessity for participation in the conference;
- The agenda or any other document as evidence of the taking place of the conference (printout of the conference web page, etc.);
- The invoice for the participation fee and a document certifying payment;
- Invoices and/or receipts of travel tickets, documents certifying payment;
- Original travel tickets as proof of a round trip.