Info Section for Potential Host Institutions

Purpose of this Section

• Understand programme mission, structure, and key principles when selecting a fellow
• Clarify logistics, application eligibility, & hosts’ role/obligations in selection & during hosting a fellow: communication; evaluation, etc
• Explain application journey and programme timeline for both (potential) hosts and applicants
• Set clear expectations on what a (potential) host would need to do

 

Host Responsibilities

• Provide supervision and mentorship
• Ensure fellow’ access to collections and resources
• Facilitate fellow’s integration into institution and exchange opportunities with staff
• Support visa and accommodation arrangements
• Submit evaluation form to the foundation after completion of fellowship

 
JSL fellow project types: matching potential projects & overview

Types of Fellowship Projects

Programme Details

Applicant Eligibility & Requirements

• Bachelor’s degree or above in relevant disciplines
• No age or nationality restrictions
• Applicants must contact the host institution before 1 Dec 2026 to align project expectations
• Duration: 4–12 months, full-time institutional attachment
• Fellowship period should fall within August 2027 to December 2028
• Defined project with measurable and concrete outcomes
• Projects must involve cross-regional exchange: home and host institutions must be in different countries/regions

 
What will the Foundation cover for the Fellow

• Round-trip airfare
• Medical insurance
• Accommodation costs
• Living stipend
• (if necessary) Research and Travel Allowance

Programme Timeline

Programme Timeline At-a-Glance

• SEP
  Confirm institutions’ participation as Potential Hosts

• 1 NOV
  Application opens; Applicants can submit project ideas to BST by Nov 30; Potential Hosts to initial review & decide whether to proceed or decline by Dec 31

• 31 JAN
  Applicants to submit formal applications before Jan 31

• Feb
  Hosts’ formal review and decision (Comment Form)

• APR
  Selection Panel to shortlist candidates

• MAY
  Selection Panel to interview Shortlisted Candidates

• JUN
  Announcement of selection results

 
Before formal application

• SEP
  Programme Team will email recruit Host Institutions & collect proposed projects/institutional needs
  – Potential Host Institutions should reply to indicate whether they have the capacity to host.
  – Projects & institutional needs submitted by Potential Hosts will be listed on JSL Programme website.

• 1 NOV
  Application opens; Incoming enquiries and project ideas from some potential applicants who wish to be connected to Potential Hosts.

• On/Before 30 Nov
  Potential Applicants should submit an initial project proposal & CV to the Programme Office. Programme Team will compile these submissions altogether & forward them to the relevant Potential Hosts.

• On/Before 31 DEC
  Potential Hosts to review the initial proposal(s) and inform the Programme Office whether they wish to be connected with any of the applicants and whether they would like to express initial support for any proposals.

• Deadline
  If a Potential Host supports proposal, the Potential Applicant may submit formal application by the Application Deadline (i.e. 31 January 2027).

Application Journey

• 1. Formal Application

  Applicant to complete and submit Application Form + (if necessary,) supplementary materials, e.g. previous publications

  What if my institution is not a JSL Participating Institution, but I’d like to host a fellow and support an applicant’s application?

  In this case, your institution should issue a formal Supporting Letter to the applicant, indicating that your Institution  supports the applicant’s proposed Fellowship project and agrees to host the applicant to undertake the JSL Fellowship.

  The applicant should submit the Supporting Letter to us along with their application materials by the Application Deadline, 31 Jan 2027.

• 2. Recommendation Forms

  Each applicant must have 2 referees.

  Each referee must send their completed Recommendation Form via email respectively to the Programme Office by the Application Deadline.

• 3. Application Materials

  In short – Eligible application materials from an applicant means:

  1 Application Form from the Applicant +
  2 Recommendation Forms from the Applicant’s referees +
  1 Supporting Letter from the proposed host institution (if NOT a JSL Participating Institution)

What You (Host Institution) Will Evaluate

• Candidate qualifications and experience
• Project feasibility and alignment of project timeline
• Expected institutional outcomes?
• Fit with department/institution priorities?
• How can the proposed fellowship project benefit the candidate, the host institution, and the candidate’s affiliated institution?

Host’s Role in Selection

Review Candidate Application

Before and after applicants’ formal application

Evaluation

Provide structured evaluation through the Comment Form provided by the Foundation in February 2027

Rank Applicants

If more than 1 applicant apply for the same institution

Communication

All feedback remains confidential; Please expect communication between Host and the Foundation

FAQ

How to define “out-of-country”, or “an institution in a country outside his or her habitual residence

• An “out-of-country” host institution is one located in a different country or region from the applicant’s current habitual place of residence and professional affiliation.​
• “Habitual residence” refers to where the applicant is currently and normally based (living/working), not nationality.
• The home (affiliated) institution and host institution must be in different countries/regions.​

Why does the Programme only support out-of-country exchange?

• Cross-regional knowledge exchange and collaboration
• Exposure to different institutional practices, collections, and expertise
• Mutual benefit between home and host institutions through international engagement

What does the Host need to cover financially for the JSL Fellowship?

• None (in principle)
• Host institutions are not required to provide funding, but are expected to offer in-kind support (e.g. supervision, access to resources, exchange opportunities, workstation).