Questions and answers


1. What forms of support does the Foundation for Baltic and East European Studies have?

See overview of the Foundation’s forms of support.

2. I’ve changed my email address. How can I update it in the application system?

Contact the secretariat of the Foundation for Baltic and East European Studies and we will change your email address in the system.

3. I cannot see the whole text of the application form, or the text looks strange, what should I do?

Use one of the following browsers: Chrome, Firefox, Safari, Internet Explorer 11 and later versions or the latest version of Microsoft Edge.

4. I want to change my already submitted application. Is this possible?

Once the application has been submitted, it cannot be changed. If you need to make changes, please contact the Foundation’s secretariat.

5. Must a person already have a doctoral degree to apply for funding from the Foundation?

Yes, all participating researchers whose salary is applied for must have a doctoral degree by the application date. Regarding ‘non-research staff’, see below. An exception is grand projects form of support, where salary can be applied for doctoral students. However, doctoral students cannot be project managers.

Doctoral students can be included in the form of support research network (however, no salary funds can be applied for in this form of support).

6. Can I include doctoral students in my project?

Doctoral students can only be included in grand projects and research networks.

Doctoral students cannot be included in any function in an application for a two- or three-year project.

7. How long after a doctorate can I apply for postdoctoral project funding?

You can apply for postdoctoral project funding up to three years after gaining your doctoral degree (with the option of deducting periods of parental leave, illness, service in the Armed Forces, and trade union or political office).

8. Can I apply for and/or have funding from the Foundation for more than one project?

The answer depends partly on whether you are a project manager or a project participant. See Which grants can I apply for?

In one year’s application round, you can participate in only one application for research funding (refers to a total of one application within one of the following forms of support: project, postdoc or grand project) and also apply for a research network.

Note, too, that the maximum research funding that can be applied for is 75 per cent of the full-time equivalent (FTE) on an annual basis. Researchers already taking part in more than one project may receive total funding at up to 75 per cent of annual FTE in total in all projects funded by the Foundation for Baltic and East European Studies. For postdoctoral projects, funding can be applied for 80-100 per cent of annual FTE.

9. Can I apply for the Foundation’s project funding if I am not employed at Södertörn University?

Applications for research projects may have project managers and participants from other higher education institutions in Sweden or abroad. However, if the application is approved for funding the project manager must be employed at Södertörn University for the duration of the project period, while the other participants must normally spend some time there. That means that Södertörn University must be the grant manager for an approved research project. A project manager may agree with the head of department concerned on the extent to which the other participants must be present at the University.

Exceptions are research networks, which can be located at other Swedish higher education institutions. Research networks must, however, include researchers at Södertörn University.

10. Who can be a grant administrator?

For ‘projects’, ‘postdoctoral projects’ and ‘grand projects’, Södertörn University must be the grant administrator.

For ‘research networks’ higher education institutions from Sweden can be grant administrators on condition that researchers at Södertörn University are included in the research network. The grant administrator must be approved in advance by the Foundation. Approved grant administrators are listed here. If you have questions about other grant administrators, contact the Foundation before submitting the application.

11. Can I apply for project funding if I am over 67 years old?

No age limit applies to funding from the Foundation. However, to be paid salary within a project, the researcher may not be in full-time retirement.

12. I’m retiring, can I continue to be a project manager?

It is not possible to continue as a project manager when fully retired. To be a project manager, one must hold an employment at the grant administrator. A part-time retired researcher, who retains a part-time employment within the project, can continue to be a project manager.

13. I have a professorship in the professorship programme funded by the Foundation. Can I apply for project funding?

If, at the application date, you belong to the professorship programme funded by the Foundation, you can apply for project funding, but not for your own salary for any part of project period ahead.

14. Does the Foundation require open access publishing?

Yes. For researchers funded by the Foundation who wish to publish their peer-reviewed texts in journals and conference publications, these must be freely accessible online. The Foundation funds OA publication and other costs related to dissemination of project results with a flat-rate grant, which is automatically added in the application system. Read more here.

15. Does the Foundation require data management plan?

Yes. The Foundation introduces requirements for data management plans for the granted projects in the 2021 application round and onwards. Read more here.

16. Can I apply for funding for conferences and workshops that I intend to arrange?

Yes, if these are an integrated and well-motivated part of the project’s research design. Conference funding may be applied for attending conferences that are relevant, in terms of research, and for holding minor workshops in connection with the project, but not for major conferences that conclude a project.

17. My application will include researchers from other HEIs than Södertörn University, in Sweden or abroad. What salary should I specify for these researchers?

Agree with the head of department responsible at Södertörn University about the salary payable. Södertörn University’s payroll overhead (lönekostnadspålägg, LKP) in the form of social security contributions applies to these participants as well.

18. In my project, I need an interpreter and a statistician, i.e. non-research staff. How and where do I state the costs for them?

The costs of these participants must be stated under ‘Other costs’, where the grand total specified here must include their salary and the LKP concerned. Specify and justify these costs in the ‘Budget commentary’ space. You need not name non-research staff. The head of department responsible is in charge of how these participants can, in practical terms, be included in the project.

19. Does the Foundation fund full-time research?

Research funding at a maximum of 75 per cent of the annual full-time equivalent (FTE) can be applied for. Researchers taking part in more than one project may receive total funding at up to 75 per cent of the annual FTE.

Full-time research can only be applied for postdoctoral researchers in postdoctoral projects or postdoctoral researchers and doctoral students in grand projects. Salary funds for postdoctoral researchers can comprise 80–100% of full-time employment per year under two years and for doctoral students a maximum of four years with 100 percent working time.

20. Can project funds be used for teaching?

No. Project funds may not be used for salaries for teaching or other departmental service. With regard to doctoral students and postdoctoral researchers, the working time in the project must be reduced by the time planned for teaching or other assignments at the university.

21. What are the rules for calculating costs in connection to stays abroad?

The applicant is responsible for the planning and all practical arrangements for a stay abroad. This is done in consultation with the grant administrator. The applicant must present a calculation of the expenses for the stay abroad in the application. Calculate a stay abroad for no more than 90 days in accordance with government regulations for reimbursements for service abroad. Calculate longer stays abroad, particularly if costs include other family members, in accordance with the URA government agreement. Questions regarding the calculation of the cost for stays abroad are to be addressed to the grant administrator.

The Foundation does not fund travel costs for other family members in connection to shorter stays abroad.

22. Accommodation costs for researchers from other countries that during the project travel to Sweden. What applies to these?

The research grant cannot be used for accommodation costs in Sweden for longer periods.

23. If I am awarded a grant, I cannot start my project on 1 January 2023. Is that a problem?

An extra availability year is added to the grant period from the approved start date of the project. If you are awarded funding for a three-year project with start 1 January 2023, you will have a four-year grant availability period, up to and including 2026.

No additional availability time is added to the grant period for research networks.

24. I am applying for funding for the same project from other funders too. What happens if I am awarded funding from both the Foundation and another funder?

In the application, you must state that you are also applying for funding from another funder for the same or a similar project. If you are awarded funds from another funder as well as from the Foundation, you must notify the Foundation’s secretariat. You must then choose which of the grants you wish to use.

25. Which forms of support have a two stage application process?

Two- and three-year projects as well as postdoctoral projects have a two stage application process. Other forms of support: grand projects and research networks have a one stage application process.

For a comparison of available forms of support see the overview of the Foundation’s forms of support.

26. Do I need to create a new application for the second stage of postdoctoral projects and two- and three- year projects?

No, you need to revise and develop your existing application. Practically in the application system, you click on “create application” and choose stage 2 for the relevant form of support. Then the system retrieves data from your application in stage 1 (apart from attached documents).

27. Should I attach the university’s calculation of costs form to my application?

No. Only pdf files requested in the application system, such as project description, references, CVs and signature form, may be attached. The Södertörn University’s calculation of costs form may not be attached to the application.

28. References – what does that mean?

References concern the academic literature that you may refer to in your project description. They are added in a separate pdf under ‘References’. These characters are not part of the actual project description.

29. Can I attach a letter of recommendation to my application?

No. Only pdf files requested in the application system, such as project description, references, CVs and signature form, may be attached.

30. The grand project should include at least four researchers, who should they be?

This group should include the project manager and three other senior researchers. Postdoctoral researchers and doctoral students are not included in this group.

31. Can I name a postdoctoral researcher or a doctoral student in an application for a grand project?

No, both postdoctoral researchers and doctoral students must be recruited at the project start after an appointments procedure.

32. I have an ongoing research network with a grant from the Foundation, can I apply for a continuation of the ongoing network?

Yes, but the application must clearly describe what has been achieved in the network and how the network is to be managed in the period ahead.

33. Can the signature forms be signed electronically?

The Foundation approves e-signing of the forms with the following e-signing services: EduSign, DocuSign, Scrive and TeamEngine. Signing with BankID is recommended. The same e-signing service must be used by all people who e-sign one and the same document. E-signing of one document with different e-signing services is not approved by the Foundation.

These rules apply to signing of forms that are attached to both project applications and final reports for projects.

34. Can I obtain an extension of the grant availability period for my project?

  • Applications for an extension of the grant availability period should be sent by e-mail to the Foundation’s secretariat. A grant recipient is entitled to extension of the grant availability period if the project manager has been prevented by illness, parental leave, service in the Armed Forces or trade-union or political office from completing his or her research. The grant availability period can also be extended in the event of particular circumstances outside the applicant’s control that have affected the possibility to complete the project within the appointed time. The application for extension of grant availability period must be submitted to the Foundation by the project manager, with the grant administrator’s support. A statement specifying the particular reasons why, must be attached as well as a plan for how and when completion of the research project is intended to take place.
  • If a research project is at risk of being significantly delayed due to the Covid-19 outbreak and cannot be completed within the grant availability period, The Foundation may grant an extension to the grant availability period. An application for extension of the grant availability period must be submitted to the Foundation towards the end of the grant availability period. It must include an explanation on how the Covid-19 outbreak caused the delay and, as usual, a plan for how and when the project is intended to be completed.

Read more here.

35. How should I submit my final report on grants from the Foundation?

Within four months after the grant availability period has ended, a final report comprising a financial and a scientific part must be sent in to the Foundation. The final report must be submitted electronically in the Foundation’s application system. Read more here.

36. I need to introduce changes in my ongoing project, do I need to contact the Foundation for Baltic and East European Studies?

You need to contact the Foundation’s secretariat if you want to introduce larger changes, such as:

  • Change of project manager or project participant
  • Changes of scientific character
  • Larger changes in the project budget
  • Extension of the project’s grant availability period.

The Foundation then makes a decision on these issues, after you as project manager have sent an application by email to the Foundation. Read more here.

Contact the Foundation’s secretariat in case of changed contact information.

37. What applies to employment and remuneration of project participants?

Employment conditions are the responsibility of the grant administrator. Contact the respective head of department.

38. Does the agreement concerning employment of postdoctoral researchers between SULF, The Swedish Association of University Teachers and Researchers and the Swedish Agency for Government Employers influence the call for postdoctoral projects announced by the Foundation in 2022?

No, the Foundation will not introduce any changes to the instructions for applying for funds for two-year postdoctoral projects in 2022 in connection to the agreement.