Fellow's corner

Please note the general guidelines provided here might not fit your specific requirements/case, in which case you are advised to write to your Grants Adviser.

"This work was supported by the Wellcome Trust/DBT India Alliance Fellowship [grant number xxxx] awarded to XX."

  • The Fellows are encouraged to include the following statement under funding disclosure or in acknowledgement section on papers arising from India Alliance supported projects.
  • This would be critical for processing the open access claims for these papers.

This section provides the general process to claim open access charges for publications. If you have a specific query which has not been addressed here, please write to your Grants Adviser.

Congratulations on your publication! Please note that in order to assist the India Alliance in tracking the outputs of its funded research, where it has contributed either entirely or in part, the India Alliance’s contributions must be duly acknowledged.The Fellows are required to include the following statement under funding disclosure/ acknowledgement section of their research output: “This work was supported by the Wellcome Trust/DBT India Alliance Fellowship [grant number xxxx] awarded to XX.” Kindly note that this is critical for processing of your claim.

Your request must be supported with the following documents for the reimbursement to be processed. You may send scanned copies to expedite the process, but hard copies will be required for our records.
  • A filled-in claim form
  • Copies of the invoices (attested by the Fellow AND the Host Institution’s administration)
  • Copies of proof of payment in INR (attested by the Fellow AND the Host Institution’s administration)
  • Soft copies of the publication(s) for which the open access charges are being requested
  • Please (i) upload a copy of the publication to the IASys portal, (ii) update your profile on the website and (iii) update your Europe PMC account (you have access to it by now) This is essential for processing of your claim.

Major equipment funded on the India Alliance fellowships across the different Institutions are listed here. Please note that this list is current as of the date of publishing and will be updated periodically to incorporate the most current information.

For experimental work involving animal (including but not limited to ​nonhuman primate, cats, dogs, mice, rat, guinea pigs) / human (including but not limited to patient participation, biological specimens, etc) / stem cell (including but not limited to all primary cells lines, commercially available stem cell lines, etc) experiments proposed on the India Alliance funded study, it is mandatory that all relevant clearances are obtained from the respective authorities, before proceeding with the relevant experiments.

In cases where experiments requiring ethics approval(s) from regulatory bodies​ ​are not being initiated at the start of the award, an undertaking from the Sponsor​ ​on the award is required. The undertaking must clearly state that no experiments that require ethics clearances will be initiated till the relevant clearances have been obtained and submitted to the India Alliance for records. This undertaking must be duly attested and sent to grants@wellcomedbt.org.

In case​s where relevant ethics approval(s) have already been obtained,​ ​copies of these approvals​ ​are required to be submitted to the India Alliance for timely release of funds. Additionally, the completed Ethics Approval Certification Template using the guidelines provided within the template is required to be submitted. Scanned copies of these documents may be sent electronically to grants@wellcomedbt.org to expedite the fund release.

Hard copies of the documents must be sent for records to the administrative office in Hyderabad.

It is a mandatory requirement for the Fellow to keep the India Alliance informed of his/her Work Outside Host Institution duration and location. He/She will be required to submit the following documents in order to utilize the overseas allowance approved on his/her Fellowship award.

  • India Alliance must be informed of the duration and location of the visit before moving to the External Sponsor’s lab.
  • An email confirmation from the External Sponsor from his/her official email address clearly indicating the duration of the Fellow’s stay i.e. start date and end date. This can be emailed to grants@wellcomedbt.org
  • India Alliance must be informed of the completion of the overseas visit to the External Sponsor’s lab after returning to the Host Institution in India.
  • Utilization certificate of funds transferred to the External Sponsor’s institution for overseas project work from the Finance department of the overseas institution, within 2 weeks of completion of the trip.
  • Financial support for the overseas travel: it is expected that the Fellow would receive his/her personal support from the Host Institution/India Alliance and overseas allowance from India Alliance during such visits. In case the Fellow receives any other remuneration for such visits, the Office reserves the right to adjust the overseas allowance accordingly. A self-declaration from the Fellow indicating the support received during these overseas visits would be required by the Office.
 
The Fellow will be required to furnish this information for every overseas visit that he/she will undertake during the tenure of the India Alliance Fellowship award.

In case of unutilized funds remaining on the Fellowship towards the end of the tenure, no-cost extension (of up to 1 year) of the Fellowship may be requested. No-cost extensions are not guaranteed and the terms and conditions of the extension will have to be negotiated with the Office. All requests for a “No Cost Extension” must be submitted 4 months before the End of the Fellowship; late requests will not be processed

The Research Training Fellowship does not offer the provision to request a no cost extension

All requests for a No-cost extension must be made along with the following support documents:

a) Scientific justification with details of what has been achieved till date on the Fellowship, what is aimed to be achieved by the current end-date of the Fellowship and how the extension will help. Please mention the duration of extension clearly in this document.

b) Details of availability of funds stating the amount left over, anticipated spending by the current end-date and plans for adjustment of the funds during the extension period

 1. Interim Grant Spend Report - Funds spent till now after submitting the last Grant Spend Report
 2. “Estimated expenditure statement” till the end of present original Fellowship period from the last day mentioned in the interim spend report
 3. “Estimated expenditure statement” for the proposed extended period

c) A letter from the Fellowship supervisor (for ECF)/ Sponsor stating why the extension is necessary and how it will help in achieving the aims of the Fellowship

d) A letter from Sponsor extending the required support during the extended period. The letter should indicate the duration for which the extension is being sought.

Scanned copies may be sent to grants@wellcomedbt.org to expedite the process. However, hard copies will be required for our records and should be send to our office in Hyderabad.

The India Alliance supports its Fellows while on maternity Leave\sick leave\paternity leave, by continuing to provide their personal support.

Maternity leave form  can be downloaded here; Joining report format to be submitted in the institutional format.

Please note that the original maternity leave form, duly attested by the concerned authority at the Host Institution, is to be sent via surface mail to the Hyderabad Office address before initiation of the maternity leave. The joining report is to be submitted to the Office after the Fellow resumes official duties at the Host Institution after completion of the maternity leave.

Please see the India Alliance revised policies on Fellowship extensions & other India Alliance conditions at http://wellcomedbt.org/award-conditions

The India Alliance supports its Fellows while on Maternity leave\sick leave\paternity leave, by continuing to provide their personal support.

Please see the India Alliance revised policies on Fellowship extensions & other India Alliance conditions at http://wellcomedbt.org/award-conditions

India Alliance may also consider extending the End-of-Grant date for up to one year with a cost extension only on maternity grounds. Such a request for extension must be communicated to the Office at least 4 months prior to the End of Grant date. Please note that this is a one-time request and India Alliance will not consider any further extensions of the Fellowship on maternity grounds in future.

If the Fellowship extension on maternity grounds also requires the release of supplementary funds for research, such a request should be substantiated by a strong scientific justification. The decision on the requirement to release supplementary funds lies at the discretion of the committee. Such a request must be communicated to the Office at least 4 months prior to the End of Grant Date.

Support Documents required:

  • Scientific justification with details of milestones achieved on the Fellowship by the current end date of the Fellowship, and how extension would increase the scope of the Fellowship achievements
  • A letter from Fellowship Supervisor (ECF)/Sponsor stating the necessity of the extension to achieve the aims of the Fellowship
  • A letter from Sponsor extending the required support during the extension period

 

Financial Documents required:

  • Interim Grant Spend Report - Funds spent till date of placing the request since submitting the lastest Grant Spend Report
  • Details of availability of funds as per the last date mentioned in the Interim Grant Spend Report
  • Anticipated spending on the Fellowship by the end date
  • Estimated expenditure during the extension period

 

Justified requests may be placed for transferring the Fellowship award from the sponsoring Host Institution to another eligible host institution in India. Fellowship transfers are not automatic and will have to be approved by the India Alliance Committee. Requests for Fellowship transfer, therefore, must be submitted at least 4 months before the intended date of transfer.

To process all requests for Transfer of Fellowship from Current Host Institution (CHI) to New Host Institution (NHI), the following documents are to be submitted.

1) Information related to the new Host institution (to be submitted along with the request):

 a) Please provide strong justification for choosing the new Host Institution highlighting how the research environment, the infrastructure, and the expertise available at the NHI will help the successful execution of the proposed project and your career development.
 b) Sponsor details: Please provide information regarding the support you expect to receive from th NHI. Please let us know who your Sponsor will be at the NHI and reasons for your choice of Fellowship Supervisor (ECF)/ Sponsor. We require your new Fellowship Supervisor (ECF)/ Sponsor to fill in the attached form. In cases of Early career fellowships, both the new Sponsor and the new Fellowship supervisor will have to fill in their respective forms. These details can be sent to us at grants@wellcomedbt.org
 c) Please request your new Fellowship Supervisor (ECF) / Sponsor to provide a letter of support corroborating your request. The letter has to be duly dated and signed on the official letterhead.
 d) Please confirm the proposed start date at the NHI.
 e) If your experiments require certain special infrastructure in place, you are required to provide the details of such infrastructure at the NHI as part of the justification.
 f) Please indicate if you will have a salaried position at the NHI. If your NHI will provide personal support, we will require your contract of employment with the NHI that includes complete information with regard to your gross annual salary. If you are not going to receive any personal support from your NHI, we require a letter from your NHI clarifying their position and providing assurance that you would be treated similar to other employees of equivalent position.

 

2) Administrative requirements (to be submitted along with the request):

 a) Equipment status: List of equipment procured on the India Alliance Fellowship: This must be attested by the head of procurement / purchase department and head of the institution i.e., director / Sponsor / head of the admin at CHI. India Alliance policy: As per our award condition, “if the Fellow wishes to transfer the Fellowship to a different host institution in India, the equipment procured on the Fellowship may be carried to the new Host Institution”. Please specify the fate of India Alliance-funded equipment in the event of transfer which should be supported by a confirmation from CHI.
 b) Transition: Please provide a transition plan indicating timelines of your research activities (and justification supporting the same) during the transition from CHI to NHI.
 c) Status of support staff: Please indicate the number and category of staff currently being supported by the India Alliance funding and what their status would be after your move to the NHI.
 d) A letter from the current sponsor at CHI: an official confirmation agreeing to facilitate the transfer process.

 

3)Finance related requirements (to be provided once the transfer is approved):

 a) Audited Spend Report: CHI must provide an audited spend report for the duration of the Fellowship spent at CHI.
 b) Transfer of funds: CHI will have to provide a confirmation that it will be responsible for transferring the remaining funds to NHI within one week of completion of all the formalities related to transfer of the Fellowship.
 c) Confirmation of receipt of funds from NHI: NHI will have to provide a confirmation of receipt of funds within a week of receiving the funds from CHI. In addition, please note that you will be required to adhere to the conditions of your award letter as an India Alliance Fellow; please carefully read our latest award conditions on our website to understand all the conditions that are applicable to you.

 

Scanned copies may be sent to grants@wellcomedbt.org to expedite the process. However, hard copies will be required for our records and should be send to our office in Hyderabad.

Following is the list of documents that are required to be submitted for the premature termination of an India Alliance Fellowship. Please contact the Host Institution’s administration to arrange for these.

Note: The India Alliance will not release the retained transferable funds, if any, unless all required documents reach the office within three months of the end of Fellowship. Scanned copies may be sent to grants@wellcomedbt.org to expedite the process. However, hard copies will be required for our records and should be sent to our office in Hyderabad.

2) Audited Annual Grant Spend Report till Grant End Date
3) Audited End of Grant Spend Report for the duration of the Fellowship
4) Letter from Sponsor (and Fellowship Supervisor, if ECF) confirming  and stating the reason for the resignation from the India Alliance Fellowship 
5) Scientific Report till Grant End Date attested by the Sponsor
6) Report for any fund transfer to external sponsor's lab.
7) (If any) List of equipment purchased with IA funds (with an indication of the current status of the equipment)
 
Final Progress Report: Please fill in the online form to submit your Final Progress Report. The form can be accessed by logging into the respective IASys account and proceeding to the progress report tab. It is required that one hard copy of the Final progress report, duly attested by both the Fellow and the Sponsor, is sent to the Office address at the Hyderabad location for final acceptance for the progress report. Soft copies of all the publications produced during the tenure of the India Alliance Fellowship award must be uploaded under the publication section of the online form as a single pdf. 
 
Acknowledgement for IA funding: As per policy, all Fellows are required to acknowledge India Alliance for the work generated out of India Alliance funded Fellowship. Any publication arising from the Alliance funded work, after the completion of the tenure of the Fellowship, must also be duly acknowledged.  It is required of the out-going Fellow to update the Office of all such publications and provide the soft copy of the published work. 
 
Intellectual Property: All developments with regard to the intellectual property generated out of the India Alliance funded project must be listed in the Final Progress report. Future progress with respect to securing IP rights on the intellectual property generated from India Alliance funded project must be informed to the Office in timely manner 
 
Equipment(s) purchased on the Fellowship: In case of equipment(s) purchased on the Fellowship award amount, an official letter from the Sponsor on the Fellowship confirming the purchase is required. The letter must clearly  indicate amount spent on Equipment purchase and confirmation of the India Alliance funding acknowledgement. All Equipment purchased on the award amount must be labeled indicating the India Alliance support and all such equipment must accessible by other researchers at the Host Institution. Such equipment procured using India Alliance support must not be transferred to a single individual or any Institution other than the Host Institution on the Award. 
The Sponsor's letter must clearly indicate that post completion of the award, all the above mandates w.r.t equipment purchased on the award amount will be adhered to. 

In order to initiate Fellowship closure, the following documents have to be submitted by the Fellow within 3 months after the Fellowship end date.

Note: The India Alliance will not release the retained transferable funds unless all required documents reach the office within three months of the end of Fellowship. Scanned copies may be sent to grants@wellcomedbt.org to expedite the process. However, hard copies will be required for our records and should be sent to our office in Hyderabad.

 

 
1) Letter from the Sponsor on the institutional letterhead attested by the Fellow, confirming
 
 
a) Acknowledgement for India  Alliance funding : As per the India Alliance policy, all Fellows are required to acknowledge India Alliance for the work generated out of India Alliance funded Fellowship. Any publication or patent arising from the India Alliance funded work, after the completion of the tenure of the Fellowship, must also be duly acknowledged.  It is required of the out-going Fellow to update the Office of all such publications and patents and provide the soft copy of the published work.
b) Intellectual Property: All developments with regards to the intellectual property generated out of the India Alliance funded project must be listed in the Final Progress report. Future progress with respect to securing rights on the intellectual property generated from India Alliance funded project must be informed to the Office in a timely manner 
c) Equipment Status: In case of equipment(s) purchased on the Fellowship award amount, an official letter from the Sponsor on the Fellowship should be submitted which should include a break up of the equipment(s) purchased, amount spent on the Equipment purchase, the current status of the equipment(s). The said letter must confirm that the equipment(s) is/are appropriately insured and will be maintained throughout the useful life. Additionally, the said letter must confirm that India Alliance funding will be duly acknowledged on the listed equipment by labelling the equipment. All Equipment purchased on the award amount must be labelled indicating the India Alliance support and all such equipment must be accessible by other researchers at the Host Institution. Such equipment procured using India Alliance support must not be transferred to a single individual or any Institution other than the Host Institution on the Award. The letter from the Sponsor must clearly indicate that post completion of the award, all the above mandates with respect to equipment(s) purchased on the award amount will be adhered to.
d) Fellowship Closure date: The letter should mention the closure date of your Fellowship award.
 
 
2) Attestation from Sponsor and Fellow:
 
a) Final Progress Report: Please fill in the online form to submit your Final progress Report, which can be accessed through your portal account on IASys. Please note that we will require a hardcopy of the Final Progress report attested by Sponsor and the Fellow to be sent to our Hyderabad Office by surface mail. 
b) Final Scientific Report: One hardcopy of the Scientific Report attested by Sponsor and the Fellow is required  be sent to the Hyderabad Office by post. Please upload the soft copies of the publications generated out of India Alliance funding through paper link available on the system.
c) Equipment List: A list of all equipment purchased on the India Alliance funding attested by the Sponsor / Administrative Head.
 
 
3)  Financial reports:
 
a) Audited Annual spend report: Year wise financial expenditure on the Fellowship must be detailed as per format
b) Audited End of the Grant spend report: Audited statement of the 'End of the Grant spend report' detailing all the financial expenditure till the last day of the Fellowship must be provided in the format to assess the status of the funds spent on the India Alliance funded project. 
 
Check list for the documents required for Fellowship closure as explained above:
 
A letter from the Sponsor on the institutional letter head attested by the Fellow, confirming
1) Acknowledgement for India Alliance funding in publications and patents
2) Equipment Status
3) Fellowship closure
 
Attestation from Sponsor and Fellow:
1) Final Progress Report
2) Final Scientific Report
3) Equipment List
 
Financial reports:
1) Audited Annual Grant Spend Report (year wise)
2) Audited End of Grant Spend Report