The application form (eSøknad)
In order to create an application, you must first find the call for proposals from which you are seeking funding.
How to create an application
Calls can be found under the menu heading “Find calls for proposals”.
Select the relevant call for proposals and choose the appropriate type of application. It is important that you acquaint yourself with the specific priorities, requirements and guidelines set out in the three parts of the text of the call.
To open the application form, you must confirm that you have read the entire call for proposals. Click on the “Create new application” button. If you are not already logged in, you will be directed to the user log-in page. First-time users of the eSøknad system will need to register as a user on “My RCN Web”. This is done by clicking on the link “New user?”.
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.
Select the language you wish to use in the form (for any specific language requirements, refer to the call for proposals).
The short name is a name/text of your choice used to keep track of each of your applications.
Confirm that you have read and accept the information, and click on the “Create application” button. The application form will be created based on the call for proposals/type of application you have selected. The application form will be stored in your user account on “My RCN Web” under the menu heading “Applications in eSøknad”, and may be opened and revised multiple times until you have submitted it or the submission deadline has expired.
You must choose whether you wish to create an empty application form (“Create new blank application form”) or copy from an existing application (“Copy existing application”). 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” and choose the appropriate application.
Please note that the following data will not be copied: Project period with Main activities and milestones, Budget tables, and Attachments. If you wish to copy budget figures and main activities, you must first enter the dates of the project period under the section Progress plan in the copied application.
Saving information/automatic logout
The application form is divided into several pages. Each time you navigate to a new page, the information you have entered on the previous page will automatically be saved. If you close your browser without storing your application, you will lose all changes to the last page on which you were working.
Please note: You will automatically be logged out of the system after a period of inactivity (i.e. not switching pages or saving your information). The automatic log off time is given at the top of the screen, and is adjusted automatically each time you store your application. 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.
You may delete applications that have been created but not submitted under the menu heading “Applications in eSøknad” by clicking on the “Delete” icon.
It is the responsibility of the applicant to ensure that relevant applications, letters/contracts and reports are stored in a separate storage system.
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 section you are working in.
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 are on. “Check entire” will check the entire application form. All fields marked with an asterisk (*) must be filled in. 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.
To be able to fill in the budget tables you must first enter the dates of the project period in the Progress plan section. The Cost plan, Cost codes and Funding plan represent different methods of categorising the use of funds within the project budget. The total amount for each budget year must therefore be identical for all three tables. Please use the “Check page” function to make sure this is the case.
A set of mandatory attachments must be uploaded for each type of application. Any additional requirements pertaining to attachments will be described 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 must not exceed the limitations set for the application type. It is not possible to upload an attachment that exceeds the page total stipulated, nor is it possible to upload attachments larger than 40Mb. All attachments must be submitted in pdf-format.
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 email to the responsible application officer or to firstname.lastname@example.org, 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, revise and resubmit an application that has already been submitted provided that the submission deadline has not yet expired. It is always the most recently submitted version of the grant application that will be registered and assessed by the Research Council. Please note that this does not apply to grant applications to programmes and activities operating with open-ended submission deadlines.
It is only possible to resubmit an application if it has been completed correctly and is accompanied by all the mandatory attachments.
The project administrator must confirm that the institution/enterprise has approved the grant application by ticking the box in the “Confirmation” field of the Applicant page.
Both the user who has created the application and the project administrator will receive email confirmation of receipt as soon as the application has been received by the Research Council.
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