Terms & Conditions

Transfer of funds
Funding will be reimbursed after the activity has taken place; no prefunding is provided. Once your activity report (see below) is approved, ISME will send you a reimbursement form. Please return the completed form along with receipts for your flight, visa, and accommodation expenses. Reimbursement is based on actual costs, so any discounts or refunds must be reported on the form. ISME will not cover fines or damages.

Changes
Please notify the ISME Office promptly if any aspect of your activity changes, including:

• Dates of your activity being postponed, delayed, or cancelled.
• Travel arrangements, such as combining your trip with personal or other work-related travel.
• Significant changes to the duration, location, or scope of your activity

Failure to inform ISME of changes in a timely manner may result in withholding of funding or adjustments to the grant amount.

Activity report
A digital PDF report must be submitted to the ISME Office within two months of completing your activity. The report will be posted on the ISME website for members, so it should provide a clear overview of your work and describe how ISME funding was used. If your report includes photos, ensure you have written permission from individuals depicted. Include a description of how ISME was promoted during your activity.

Social media
We would like you to post at least two social media posts during your activity. LinkedIn is recommended for tagging your host institution and the people you are collaborating with. ISME will share these posts to increase visibility. Example posts (please feel free to change the wording):

• “I have just arrived at (@institution name) to collaborate with (@host name) on to work on (add research topic)”
• “A big thank you to (@names) for (add reasons). I had a (describe experience) at (@institution name). Thanks to @ISME for funding this opportunity.”

Include photos of yourself, your work, or your host site, and always tag ISME on LinkedIn, X (Twitter), and Bluesky.

Optional: News item
Please write a news item for the ISME website about your activity (approx. 300 words). Include a title (max 50 characters), an introduction (max 200 characters), and the main text. You are writing for an audience of microbial ecologists, therefore they will be interested in the research you undertook and any interesting methodology used and research findings. Add a photo of yourself, your research, or your work setting. News items may be shared on social media and in the ISME newsletter and can help raise your profile in the community.

Final Note
Funding will only be transferred after all conditions are met. Keep all receipts and boarding passes to submit with the reimbursement form.

 

Collecting your data

ISME uses your data solely for the purpose of processing and reviewing your application. Upon submitting this form you allow us access to the personal data filled out above. Your data is collected to allow us to review your application carefully. We will not use your data for any purpose other than in relation to the scholar mobility fund.

We do not share your personal data with third parties unless required by law or necessary for the performance of our services. Any third-party service providers we use to process data (e.g., Jotform, payment processors, email service providers) are required to comply with relevant data protection laws.
Once submitted, the data is encrypted to protect your personal data. However, we cannot guarantee absolute security of your data.

If you prefer to send your application via e-mail, please provide a pdf with all required information and the requested uploads to office@isme-microbes.org.
You can request us at any time to delete your data via office@isme-microbes.org.