Different types of external research funding involve different commitments and requirements on the part of you, the researcher, as well as the University in its role as research manager, resource administrator and employer. Applying for external funds is associated with a great deal of work effort and requires strategic planning.
It is therefore important to consider the following at the outset:
- How do we want to build and develop research? What is needed to do this? In what research contexts and collaboration contexts do we want to be involved?
- What research problems must be addressed? For whom will the research benefit and generate value?
- Who are our intended end users? What difference should research make?
- What external research funding is needed – in the short term and in the long term?
- What do the funding bodies want to achieve with their calls for proposals?
- What external and internal requirements does an application need to meet?
- How do we quality assure research applications among colleagues, and how do we follow up and learn from them?
- How is research communicated throughout the research process?
- Identify ethical considerations, handling of research data and personal data, contract management, financial management, etc.
All applications for external research funding at Dalarna University must go through an internal quality assurance process before being submitted to the research funding body.
It is the main researcher (project manager) who is responsible for ensuring that this happens and that the application meets with the principles and requirements of both the funding body and Dalarna University.
The following information aims to assist the main applicant
Checklist: Applications for External Research Funding – Guide for the Main Applicant
The checklist no longer constitutes a document that can be used in the decision-making process and should not be attached to the application ahead of a decision.
Supporting Document for the Decision (Beslutsunderlag)
– a digital form that after submission automatically generates internal supporting documentation for the decision that goes to those with decision-making authority, administrative officers and the senior administrator of the respective school.
Internal Financial Calculation Form
For more information and contact details to your financial officer, see Financial Aspects and Audits - Research Projects
Rules for Applications for External Research Funding at HDa (pdf)
(Swedish and English versions in the same doument)
- description of the process where the fundamentals, work framework, roles and responsibilities are defined.
This is what the project manager needs to do - Steps in the process:
Illustration: The Quality Assurance Process in brief (pdf)
Applications that require the signature of the Vice-Chancellor (for example, an application to the Knowledge Foundation/KK-stiftelsen), must be reported to the Head of School (prefekt) at an early stage so that the Head of School can present it at the Advisory Council to the Vice-Chancellor (Rektors ledningsråd) (RL). The council will decide whether the University will support the application (commitment and focus).
The Director of Department (avdelningschef) and the Head of Subject (ämnesföreträdare) must be informed that the preparation of an application is underway.
The steps in the process are then as follows:
- Quality assurance of the application (collegial, scientific/academic review)
The application must be quality assured by colleagues (scientific/academic review). For example, research seminar, reading group, external review or other suitable form according to standard rules of the research community.
- Budget and internal financial calculation form
A budget must be drawn up for the application that is in accordance with the terms and conditions of the funding body. There must also be an internal financial calculation. These are done by the financial officer for the school in question together with the project manager.
More information about this can be found on the Research Support webpage: Financial Aspects and Audits – Research Projects.
The Head of School will approve the documents and any co-financing during the preparation and processing (beredning), before the internal decision and submission of the application to the funding body.
- Supporting Document for the Decision (Beslutsunderlag)
The project manager must fill in the Supporting Document for the Decision (digital form). In the form, the project manager must upload the budget, the internal financial calculation form and all parts of the application available. Deadline for sending the form in for decision, through the BeHDa system: 7 days before the decision takes place. (Please contact your School Administrator for more information regarding this.)
Supporting Document for the Decision (digital form)
- Preparation and Internal decision on the submission of the application to the funding body
The Head of School will approve the documents and any co-financing during the preparation and processing (beredning), before the internal decision and submission of the application to the funding body. The Vice-Chancellor or Head of School decides on the submission of the application. This takes place after consultation with the Advisory Council to the Vice-Chancellor (Rektors ledningsråd) or the Advisory Council to the School (Institutionens ledningsråd).
The Head of School must also finalise a decision on submission by signing in Prisma (for those funding bodies who require this). See more information about this in Prisma below.
Please note the following:
- Contact your financial officer at an early stage in the call for proposals process for advice on the financial aspects of the project idea / research application (for example, preparation of budget and internal financial calculation). More information about this can be found on the Research Support webpage headed Financial Aspects and Audits – Research Projects
- Determine whether an ethical review is required. For advice on ethical issues, please refer to the Swedish Ethical Review Authority and the University's Research Ethics Committee (FEN). For information on such matters as research ethics, researcher ethics, good research practice and for links to current laws, regulations, and ethical guidelines relating to research, see the Research Support webpage on Ethics in Research Projects
- After an internal decision, you can submit the application (all parts that the funding body requires) in accordance with the instructions provided by the funding body. Please note that some funding bodies require that applications be submitted via special application portals (see below).
In the case of applications to, for example, the Swedish Research Council, Formas, Forte and the School Research Institute, the funding bodies require that applications be submitted using the application and project reporting system Prisma and that these applications are also signed there by the relevant Head of School.
All Heads of School at the University are assigned signing rights for Prisma. After the deadline as stated in the call for proposals, the funding body registers the application in Prisma. The application is then sent (via the system) to the responsible Head of School, who then signs the application. The signing deadline varies between calls for proposals but is normally between five and seven days.
The Funding & Tender Opportunities Portal
For applications to the various EU research programmes (for example, the framework programme (Horizon Europe 2021-2027), applications must be submitted via the Funding & Tender Opportunities portal. The coordinating organisation is responsible for this. In conjunction with the application, all organisations that are involved must also provide their Participant Identity Code (PIC) in the portal (see Administrative tasks below). For support and administrative information in the application portal, contact the University's Legal Entity Administrative Representative (LEAR) by emailing firstname.lastname@example.org.
- Participant Identity Code (PIC) for Dalarna University: 986578077 (to be provided with applications within the EU Framework Programme)
- Unique Identity ID (UEID) for Dalarna University: TNVVDU4A5FB3 (to be provided with applications to funding bodies in the USA)
- Dalarna University's corporate identity number: 202100-2908
Once a Project Is Granted
Consider the following when your project is granted:
- Report any personal data processing to the University's Data Protection Officer: email@example.com.
- If you have questions about the management, storage, archiving and/or publication of research data, please contact firstname.lastname@example.org or see the University's website for information about the management and processing of research data.
- Contact the Office of Marketing and Communication for assessment of marketing and dissemination: email@example.com.
- File (diarieför) all project documents on an ongoing basis – for example:
- signed agreement (in original) with the funding body,
- any agreement with project partners,
- application and decision, if any, on a research ethics review,
- project reports (both scientific and financial),
- financial documentation and follow-ups, audit certificates, etc.,
- important communication/correspondence with the funding body, coordinators and project partners,
- contract changes, budget changes, etc.
New documents or documents with changes should be sent on for filing (in the diariet) to firstname.lastname@example.org or to the Senior Administrator of the relevant school. The diarienummer must be provided.
Research Projects and the Law
The University’s Senior Legal Advisor can help you with any legal issues that relate to your application for external research funding, such as contract matters (e.g., questions about consortium agreements within the framework of EU projects) and intellectual property rights (which, among other things, relates to your rights to your research results).
Senior Legal Advisor Lena Gillström
Securing external research funding is competitive: it can involve applications to research councils (and other such authorities), foundations and the European Commission. Here are some examples of well-known funding bodies and at the end of this webpage, you can find a longer list (in alphabetical order) of more funding bodies.
More information about Horizon Europe:
- Horizon Europe on Vinnova's website
- Funding & tender opportunities on the European Commission website
List in Alphabetical Order
Below are the names of well-known funding bodies listed in alphabetical order. This list is updated annually.
Please contact us if you would like to suggest other research funding bodies to include here.