Frequently asked questions

Available funding
The eSøknad service and the application form
Application deadlines and extension of deadlines
Application content - guidelines
Problems arising during the application process
Application processing
Contracts and reports

Available funding

Where do I access information about available research funding

Information about funding can be found under the section "Apply for Funding" on the English pages. Calls for proposals are publicised at the latest six weeks before the application deadline. To find out which programmes/activities are currently offering funding, use either the search function or the thematic overviews provided under Apply for funding > Find calls for proposals. 

If you wish to find out whether a specific programme/activity is offering funding, simply enter its name or acronym in the specified field in the search box. To obtain an overview over all funding announcements (active and closed), you must select "All" in the dropdown menu next to "Hits per page" above the list.

The individual calls for proposals contain all official information regarding available funding, requirements, guidelines and priorities. Contact persons listed in the announcements can provide further details. In addition, the programmes/activities often publish relevant information on their own webpages.

I am not sure which programme/activity is most suitable for my application. What happens if I submit my application to a programme/activity that is not the most relevant?

Please get in touch with the contact person specified if you are uncertain as to whether a programme/activity is the right choice for your needs. A grant application is submitted in response to a call for proposals. Applications that do not satisfy the call for proposals are usually rejected. If the Research Council finds that another programme or activity would be more appropriate, it will notify the applicant and ask for permission to redirect the application. If the applicant declines, the application will be processed in relation to the programme/activity for which it was originally submitted.

The eSøknad service and the application form

What is the electronic submission service (eSøknad)?

The eSøknad electronic submission service is the online system for submitting grant proposals to the Research Council. For more details about the eSøknad system, see Apply for funding > Application information > Application form. The call for proposals stipulates which of the standard application types is to be used. For general information about the standard application types, see Apply for funding > Application information > Application types.

Forgotten your user name/password?

If you have forgotten your user name, please send an e-mail containing your name and the e-mail address you used when you registered as a user to esoknad@forskningsradet.no. We will send you your user name. If you have forgotten your password, please use the password service to obtain a new one.

When I open the eSøknad system everything appears in a very small font

This is usually due to the setting for the text size in your net browser. To check this setting in Internet Explorer, click on "Page" and select "Text size". Select "Medium". If you are using a Macintosh, try pressing the plus key a few times while holding down the "Apple key" (aka "Command key").

How do I access the appropriate online application form for completion and submission?

All applicants must use the online application form provided in the eSøknad electronic submission service. The electronic application forms and accompanying guidelines are tailored to the individual standard application types. The call for proposals will specify the types of applications from which you may choose. The application form may be accessed via the active call for proposals under which you plan to apply for funding. Calls for proposals may be found under Apply for funding > Find calls for proposals.  

All programmes/activities with an active call for proposals have a button marked "Create new application" on the last page of the call. Clicking on this will take you directly to the login page. If you have not already logged in, you will first be directed to the login box. First-time users of the eSøknad system will be asked to register themselves on the system before they can access the application form.

Why do I have to access the application form through the call for proposals instead of just going to it directly?

The call for proposals contains information regarding requirements, guiding principles and priorities that is crucial to the applicant's ability to produce an accurate, targeted application. It is therefore necessary to ensure close correlation between the call for proposals and the application forms. The call for proposals stipulates which of the standard application types, and thus, which application forms, are to be used.

How do I copy the content of an existing grant proposal to a new one?

First follow the procedure for locating the relevant call for proposals, creating a new application form and logging in to the system. When the "Create new application" dialog box appears, select "Copy existing application (choose from dropdown list below)" and select the appropriate application from which you wish to copy. Please note that attachments that have been submitted in connection with previous applications are not accessible for copying to a new application, and must therefore be uploaded again.

Can I make corrections to a grant proposal that has already been submitted?

Should you discover errors or missing information in an application you have submitted (or the attachments), you may open, correct and resubmit your application provided that the submission deadline has not yet expired. It is the last submitted version of the grant application that will be sent on for processing.

How do I convert my attachments to pdf (Portable Document Format) files?

All attachments to grant proposals sent through the eSøknad system must be submitted in pdf-format. The pdf-format satisfies the criteria stipulated by the National Archives of Norway, whereas Word and rtf-formats do not. Click here to learn about how to convert documents, for instance from Word to pdf-files. 

How do I fill out an application form in the eSøknad electronic submission system?

An easy-to-follow introduction to how to create and complete applications is available under Apply for funding > Application information > Application form.  Pay special note to the sections on saving information and error detection. All mandatory fields (designated with a *) must be filled out. The eSøknad system will not allow you to submit an application in which information is missing from any of the mandatory fields. Use the "Check page" and "Check entire" buttons to make sure you have filled in all fields correctly. All attachments to the grant proposal must be submitted in pdf-format. When your application has been successfully completed, click the "Submit…" button. E-mail confirmation of receipt will automatically be sent as soon as the application has been received by the Research Council.

Is it possible for more than one person to work on the same grant application form?

If you wish to allow others to work on your application, use the "Share application…" button to grant them access. Please note: it is only the user who originally created the application who is entitled to grant access to editing rights and will be able submit the final application.

If more than one person working on the same grant application at the same time has logged on using the same user name and password, there is a risk that text and figures may be stored incorrectly and lost. Please use the "Share application…" function to ensure that there is no confusion.

Which browsers does the eSøknad system support?

Click here for an overview of compatible browsers.

Why can't I print out my application or copy it to a pdf-file?

When you click on "Print" or the pdf-icon, you generate a pop-up. Many machines are blocked for pop-ups. Turn off your pop-up blocker or override it by holding Down the Ctrl-key while you click on the printer or pdf-icon under "My Applications" under the tab for Applications in eSøknad. Do not release until you see that the process has started.
Users of Windows XP who are running Internet Explorer with SP2 (Service Pack 2) do not have this capability. Please do the following: Start with "Internet Options". Go to the "Security" tab, select "Internet" and click on the "Custom Level" button. Find the setting "Automatic prompting for file download" and select "Enable". Click on "OK". Answer "Yes". Click "OK".

Word gives a different number of characters than the eSøknad system when I cut and paste text from a document into my application. Why?

The eSøknad system counts each carriage return as two characters, while Word only counts it as one.

The pdf version of my application/report does not display what I registered

The various net browsers store files in a browser cache and check there to see if a file already exists before displaying anything. Your browser is thus displaying an earlier version of the file stored in the browser. You must empty the browser cache. In Internet Explorer: Go to Tools > Internet Options > General and select "Delete Files". In Firefox: Go to Tools > Clear Private Data and select "Clear Private Data Now".

I get an error message when trying to download a file ("Internet Explorer Cannot Download")

Check the following in Internet Explorer:

1. Open the "Tools" menu and go to "Internet options..."
2. Open the "Advanced" tab in the pop up-window
3. Scroll down to the "Security" options
4. Uncheck "Do not save encrypted pages to disk"
5. Click "OK" and try again.

Application deadlines and extension of deadlines

What is the cut-off time for submission by the eSøknad electronic submission service in relation to the deadline?

You may submit electronic applications until the expiry of the deadline date and time stipulated for the relevant call for proposals. Applications may be opened, amended and resubmitted up to the expiry of the submission deadline. It is the last submitted version of the grant application that will be sent on for processing. Applications to activities with an open-ended deadline may be submitted on an ongoing basis. In this case, a submitted application may not be reopened and amended. If changes to such applications are necessary, a new application form must be created and submitted, and the previously submitted application must be withdrawn. Please note that the date and time stipulated for the deadline are absolute and final. After that time, the system will automatically cease to accept applications for that deadline. Thus, it is not possible to submit or make any changes to an application after the expiry of the deadline. It is the applicant's responsibility to budget adequate time for completing and submitting grant applications.

Is it possible to submit attachments after the deadline has expired?

No, it is not possible to submit attachments after the deadline has expired, with the exception of grade transcripts issued after the application deadline and invitations from host institutions in connection with visits abroad. Documents forwarded after an application has been submitted should be sent by e-mail well before the projected final processing date to the responsible case officer at the Research Council or to post@forskningsradet.no, and must be marked with the project number, project title and name of project manager. For more information, please refer to the relevant call for proposals or contact the case officer directly.

When are funding announcements publicised?

Funding announcements are published at the latest six weeks before the deadline for submission of grant applications. It is possible to create and submit grant applications from the time the call for proposals has been designated as Active and up to the application deadline. A preliminary call for proposals may also be published earlier, and will in such cases be designated as Planned. It is not possible to establish or submit grant applications for calls for proposals that have not yet been designated as Active (minimum six weeks before the application deadline).

Application content - guidelines

Where can I find guidelines for how to fill out the individual items of the application form (including project description)?

Guidelines for how to fill out the individual questions are integrated into the application form (clickable from each segment of the form).Guidelines for all application types may also be found under Apply for funding > Application information > Application form > Guidelines for the application forms.

Who is eligible to submit proposals?

Normally, applications for research funding must be formally submitted by a Norwegian company or institution. See Apply for funding > Application information > Application types.
The institution/enterprise must tick off a special box on the application form to confirm that it is willing to assume the role of project owner.

Doctoral and post-doctoral grant recipients who will be spending their entire grant period abroad may be exempted from the requirements relating to project ownership by an institution/company. Applicants should then put their own names as project owner.

Candidates may, however, submit personal applications for certain international fellowships that the Research Council administers on behalf of other institutions. These fellowships have their own application forms and deadlines, see International Scholarship Section.

What do the terms project owner, project administrator and project manager mean?

For more information, please see under Apply for funding > Application information > General application requirements

What is meant by the term "partner"?

The term “partner” is used to designate participants that have stipulated rights and/or obligations under the project contract. Partners comprise institutions, companies and other activities (as well as any designated individuals) that will be providing professional or financial resources to the project. Collaboration agreements must be drawn up between the Project Owner and each partner participating in the project.

What are the requirements pertaining to signatures on the grant proposals and contracts?

The application form (eSøknad electronic application submission system) entails that grant proposals to the Research Council do not require the personal signatures of either the project manager or the project administrator on behalf of the applicant institution/enterprise. However, the application must contain confirmation that the institution/enterprise, via the project administrator, has approved the proposal. Both the individual who submits the application and the Project Owner will automatically receive an e-mail confirmation of receipt as soon as the application has been received by the Research Council. The project administrator must personally sign the contract for project allocations.

What is a project outline and when should this be submitted?

A project outline is a simplified version of a project description that may be submitted prior to an application deadline or in compliance with a deadline established specifically for outlines. The call for proposals will explicitly state whether it is possible or required to submit a project outline before submission of the final grant application.

Problems arising during the application process

Whom should I contact if I have problems filling in my application?

Grant-related questions and problems filling out the application form: If you are unable to find the answers you need in the call for proposals, the description of application types or the guidelines to the application form, please contact the Research Council. Primary contact persons for the various programmes/activities are listed in the individual calls for proposals.

In connection with major programme/activity deadlines, special assistance channels will be established. Information about this will be published on the Research Council website.

I am a Macintosh user, and I have encountered some problems when filling out the application form. What should I do?

The current version of the eSøknad system does not completely support users of Internet Explorer for Macintosh. Read more about Mac compatible browsers here.

I am unable to upload a pdf-file to my electronic grant application in the eSøknad system. The system keeps telling me that the file I am trying to upload is not in pdf-format, but it is.

The Internet browser Mozilla Firefox sometimes blocks the uploading of attachments. You can either try using a different browser, e.g. Opera or Internet Explorer, or do the following:

• Make sure hidden files and folders are visible.
  From Windows, you do this from open the Start-menu. and Cchoose:
  "Settings" > "Control Panel" and open "Folder Options" (or similar).
  Choose the banner "View" and tick off "Show hidden files and folders".
• Move Go to the following folder (or similar):
  C:\Documents and Settings\<USERNAME>\Application Data\Mozilla\Firefox\Profiles\<PROFILENAME>
• Delete or change the name of the file mimeTypes.rdf.
• If you Aare you running using Linux, do the following:
  sudo mv /etc/firefox/profile/mimeTypes.rdf /etc/firefox/profile/original-mimeTypes.rdf
• Restart Firefox.
  FireFox Firefox will then create a new mimeTypes.rdf.

I am unable to upload a pdf-file to my electronic grant application because it is too large.

It is no longer possible to upload project descriptions that exceed the maximum page limits specified in the call for proposals and/or general requirements for the relevant application type. If you are receiving an error message that your file is too large, then you must adjust the length of your project description to be within the stipulated limits.

Application processing

How are applications processed within the Research Council?

Once an application has been received by the Research Council, it is registered and assigned an individual project number. The project manager and project administrator will automatically be notified by e-mail once this has taken place. A list containing the project numbers, project titles and project owners of the grant applications currently under processing is published on forskningsradet.no each month. To access this list, go to Apply for funding > Application information > Application status.

How do I find out about the outcome of the application processing?

As soon as the decisions have been finalised, a list of the all the projects recommended for allocation, with project number, project title and project owner, will be published on forskningsradet.no under Apply for funding > Application information > Application status and/or the research programme’s webpages. All applicants will be notified by letter of the outcome of the application processing. The Research Council seeks to provide useful feedback to applicants whenever possible. Applicants will receive an overall assessment of their proposal accompanied by anonymous expert opinions (where available) as well as the scores obtained for the various criteria used in the assessment process.

Can I submit a complaint regarding the processing of applications?

An applicant who contends that a procedural error or misuse of authority has occurred during the submission or processing of applications is entitled to submit a complaint. Complaints may not be submitted regarding academic or expert discretion exercised. For more information, please see under Apply for funding > Application information > Complaints procedures and the Appeals Committee

Contracts and reports

What is the difference between a grant proposal and a contract?

A grant proposal is essentially a declaration of intent, while a contract is a binding agreement. A contract is signed subsequent to allocation of funding. Both parties are bound to comply with the terms of the contract once it has been signed by the Project Owner (institution/company, as represented by the project administrator) and the Research Council. The project period is specified in the contract. For more information see Apply for funding > Contract.

Where can I find the report forms?

Progress reports and final reports are to be submitted to the Research Council in electronic form via "My RCN Web". Those responsible for submitting reports will be notified of this by e-mail well in advance of the reporting deadlines.
For more information, see the sample report forms under Apply for funding > Project follow-up and reporting

What is a consortium and what is required in a consortium agreement?

The Project Owner (institution/company) and the active partners in an R&D project together constitute a consortium. A consortium agreement is an agreement that governs the approach and stipulates the shared rights and obligations of the consortium participants. The Research Council is not a party to the consortium agreement.

The Project Owner (institution/company), who enters into the contract with the Research Council, is responsible for establishing a consortium agreement for the collaborating partners. Consortium agreements must be drawn up and signed before the contract with the Research Council can enter into force

The Project Owner is responsible for ensuring that the consortium agreement complies with the terms and assumptions of the contract with the Research Council. The Research Council is not a party to the consortium agreement, but is entitled once the contract has been signed to request the submission of all signed consortium agreements. To facilitate the process of drawing up consortium agreements, template documents are available in Norwegian and English.
For more information on please see Apply for funding > Contract > Consortium Agreements.

Who has employers' liability for the approved projects?

As a general rule, the Project Owner (institution/company) bears master-servant liability for project employees.

Guidelines for universities and specialised university institutions have been issued as part of a framework agreement established between the institutions and the Research Council in 1998.

This agreement is still in effect, except for the following elements:

• In 2000, all elements relating to personnel management in contracted projects were incorporated into the Research Council’s General Terms of Contract.
• In 2002 the Ministry of Education and Research assumed responsibility for setting the rates for doctoral and post-doctoral fellowships;
• In 2003 the Research Council introduced a system for automatic disbursement of funding to fellowship-holders.