The application form (eSøknad)
The eSøknad electronic submission service is the Research Council's Internet-based system for completing and submitting grant proposals with attachments. All applicants must apply through this system unless explicitly instructed otherwise.
How to create an application
In order to create an application, you must first access the relevant programme/activity from which you are seeking funding. Use the lists or search functions found under "Find calls for proposals". Select the appropriate programme/activity from the main list. The call for proposals provides all the information needed regarding the types of applications from which you may choose, and also contains the specific priorities, requirements and guidelines that are applicable to the call for proposals. It is important that you read the entire call for proposals carefully.
After you have selected the relevant call for proposals and application type, you must confirm that you accept the conditions in the three steps for the call for proposals before you can open an application form. Click on "Create new application" button. If you are not already logged in, you will be directed to the user log-in page. If the log-in window is not in English, please click on the word "English" at the top left of the screen.
Log in with your established user name and password. First-time users of the eSøknad system will need to register themselves and create a password. This is done by clicking on the link "New user? Click here to register".
The first page you see after you have logged in contains important information regarding the submission of grant applications. Please read this and click on "Accept" to proceed. A form entitled "Create new application" will then appear, containing information filled in from the call for proposals/type of application you have selected. Enter a short name (= a filename of your choice used to keep track of each of your applications), and select the language you wish to use in the form (for any specific language requirements, refer to the call for proposals). You must also choose whether you wish to create an empty application form ("Create new blank application form") or copy from an existing application ("Copy existing application"). Applicants creating their first eSøknad application will not have any existing applications from which to copy, and must therefore select "Create new blank application form".
When you click on the button for "Create application" the system will generate the correct application form for the call for proposals/application type you have selected. This application form will automatically be stored under your user name and password on the Research Council server, and may be accessed repeatedly for editing and further preparation.
It is possible to copy the content of one application to another, if the first application was created after 6 February 2006. First follow the procedures for locating the relevant call for proposals and opening a new application. When the "Create new application" box appears, select "Copy existing application (choose from dropdown list below)" and choose the appropriate application. Please note that the following data will not be copied: Main activities and milestones in the project period, Person for whom a fellowship/position is being sought, and Attachments.
Working on a previously created application
You may access your applications from any page on the Research Council website by clicking on the "Login" link at the top of the screen. After you fill in your user name and password, you will access the user services box. Select "My applications" from the left-hand menu for an overview of previously submitted applications as well as applications in progress.
Saving information/automatic logout
The application form is divided into several sections. Each time you navigate to a new section, the information you have entered on the previous section will automatically be saved. We recommend that you store your information frequently using the "Save" button when you are working on the same page over an extended period of time.
Please note: If you do not save your information or switch pages for a period of 60 minutes, you will automatically be logged out of the system and the information you have entered or changed will be lost. The automatic log off time is given at the top of the screen, and is adjusted automatically each time you store your application. If you close your browser without storing your application, you will lose all changes to the last page on which you were working.
Navigating through the pages
You can navigate between the various pages of the application form by clicking on the "Previous" and "Next" buttons at the top and bottom of the screen, and by using the menu in the left-hand column.
Please note: The "Back" function on your browser must not be used when you are working in eSøknad. Use of this function will cause you to lose all changes that have not been saved in the last written section.
The "Check page" and "Check entire" buttons are designed to help you detect logical errors and missing information in your application and provide a supplement to your own ongoing quality control. "Check page" will only check the page you have currently activated. "Check entire" will check the entire application form. All fields marked with an asterisk (*) must be filled out.
If the application contains errors or is incomplete, the relevant part of the application will be shown on the screen. It is not possible to submit an application that contains logical errors.
The project period indicated must coincide with the dates provided for the project timetable, funding plans and cost plans. It is essential that the funding and cost plans are correctly specified for each calendar year for which funding is sought. All elements of the budget must be filled in.
Each type of application must be accompanied by a pre-determined set of mandatory attachments. Any additional requirements pertaining to attachments will be included in the individual call for proposals. The call for proposals will also stipulate the specific requirements regarding the content and size of attachments. The length of the project description and curriculum vitae must not exceed the limitations set for the individual application types. A technical feature in the Research Council’s electronic grant application form automatically limits the size of the curriculum vitae that can be uploaded. The individual curriculum vitae, including the list of references, is not to exceed 4 pages. The page format must be A4 with 2 cm margins, single spacing and a 12-point font. A nine-point font may be used for the list of publications.
The eSøknad system will not accept attachments larger than 40Mb. All attachments to the grant proposal must be submitted in pdf-format. For more information about how to convert documents from, e.g., Word to pdf-files, please see the article About attachments in pdf-format.
Note: Attachments that have been submitted together with previous applications are not accessible for copying to a new application, and must therefore be uploaded again.
Submission of attachments after the deadline: The only documents that the Research Council will accept after an application has been submitted are transcripts issued after the application deadline and confirmation of completed defence of a doctoral dissertation. Documents forwarded after an application has been submitted should be sent by e-mail to the responsible application officer or to email@example.com, and should be marked with the project number, project title and name of project manager.
Submitting grant proposals
All application deadlines are final. It is possible to open, amend and resubmit an application that has already been submitted provided that the submission deadline has not yet expired, and only if the resubmitted application has been completed correctly and is accompanied by all the mandatory attachments. The resubmitted application replaces the previous version, i.e. previous versions are not stored permanently in the system. It is the last submitted version of the grant application that will be sent on for processing. Please note that this does not apply for grant applications to programmes and activities operating with open-ended submission deadlines. These applications are processed as they come in.
The system of electronic application submission entails that grant proposals to the Research Council no longer require the personal signatures of either the project manager or the project administrator for the applicant institution/enterprise. However, the institution's/enterprise's approval of the application is indicated in the "Confirmation" field of the Applicant section. This field is to be filled in by the project administrator.
Both the individual who has created the application and the project administrator will receive e-mail confirmation of receipt as soon as the application has been received by the Research Council.
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