Step 3: Develop your proposal

The proposal development step, also commonly referred to as the pre-award phase represents the beginning of the research project lifecycle, which includes drafting proposals, setting up collaborations, budgeting, compliance check, reviewing and submission. The Pre-award checklist and sections below provide support during the proposal development step. Please note that the internal application processes varies depending on:

- The total funding amount applied for
- Limitation of the number of applications to the funder
- Restrictions and opportunities in relation to strategies and agreements.

Internal procedures

General procedures at Karlstad University

All researchers intending to submit an application for research funding must ensure that the internal Form for external funded projects is signed off in accordance with The Karlstad University Delegation of Authority, as described below.

  • Total budget below 250 TSEK (including co-financing and transfers): The project budget and the form for external funding must be signed by the financial officer, main applicant, Head of Department/Center Director.
     
  • Total budget below 10 MSEK (including co-financing and transfers): The project budget and the form for external funding must be signed by the financial officer, main applicant, Head of Department, and the Dean. 
     
  • Total budget exceeding 10 MSEK (including co-financing and transfers) also require a signature from the Vice-Chancellor in addition to the signatories mentioned above. 

All applications submitted within the Prisma portal (The Research Council, Forte, Formas and The Swedish Institute for Educational Research) and the Funding & tender opportunities (Horizon Europe) are signed off electronically. However, electronically signed applications do not replace the University’s internal routines with the form for external funding and the SUHF budget.

Signatures

In most cases, electronic signing is used for certificates and budgets. Karlstad University has signed an agreement with Sunet to use the e-signing service eduSign, but there may also be another system for signing. Contact your financial officer for information on how the signing is done.

Who signs?

For applications up to SEK 250,000; contact the Head of Department or Center director for signing (the Dean does not need to sign).

For applications up to SEK 10 000 000; contact the Head of Department and the Dean for signing.

For applications exceeding SEK 10 000 000, the Vice-Chancellor also must sign. The Vice-Chancellor also signs agreements where the other party so requires. The Vice-Chancellors decision meetings are held on Mondays at 9-10. Contact Kristina Eriksson to book a slot on the meeting and send the documents no later than Thursday the week before at 9.00.

Documents to be submitted:

  • Application (all documents, appendices requested by the funder)
  • Form for external funded projects
  • SUHF budget

Internal procedures for specific funders

Some funders and organisations place a limit on the number or type of proposals that may be submitted from each Higher Educational Institution. Normally the GIO will coordinate with the Vice-Chancellor and Deans where University-wide decisions and prioritizations need to be made. For more information about when specific internal processes for research proposals are applied, please contact GIO.

The following funders require specific internal process:
Regardless of the amount, applications to the following funders must be signed by the Vice-Chancellor (unless otherwise stated):

Project budget

The project budget must be drawn up in consultation with a financial officer. You should make an appointment with your department financial officer well in advance of the application deadline. Remember to inform the Head of Department of the planned project budget.

Human Resource issues

Karlstad University has regulations to be applied in the recruitment process that should be considered when planning the outline of the project. There are also guidelines on the procedures to assure the quality and efficiency of the process. You find the detailed information about our recruitment processes in “Regulations for the appointment and promotion of teaching staff” and “Procedures of recruitment and promotion of teaching staff”. You can also contact the HR Specialist for more information.

A recruitment process takes time. Make sure that you are familiar with the coming process, if recruitment will be needed, and that you start planning well in advance. Remember to always inform the Head of Department of possible recruitments within the project.Remember to always inform the Head of Department of possible recruitments within the project.

Research ethics

At Karlstad University, all research projects, including PhD projects, must undergo a review of ethical considerations. This applies to both externally funded projects and others. 

Research agreements and contracts

Producing adequate agreements for research projects is an important part of the project management for the university, in order to prevent disputes and to create satisfactory and secure conditions for employees and departments, as well as for our collaborative partners. In a research agreement, it is significant to regulate the ownership of the results and intellectual properties. It is recommended to discuss this among the partners already in the proposal stage.

For questions regarding drafting or reviewing of contracts, contact the Legal Department: jurist@kau.se

Publication and open access

An important part of grant applications is to clearly and convincingly explain for funders what the outcomes of the project will be. Included in this are publications. Requirements for your publication information might differ between funders. It is therefore important to check funders’ instructions thoroughly and make sure you answer their specific questions.

Translation and language review

You can get help from the English Department with translation and language review of texts. Translation is performed from Swedish to English and from English to Swedish.

To order:

Email translation@kau.se and note/attach:

  • Number of words
  • Deadline
  • Subject area
  • The text you want translated or reviewed in Word format (or specify when we will have access to the text)
  • Finished / desired translations of your most basic or central concepts and technical terms
  • If any special wishes
  • Account for debiting

Researchers and research groups will be charged per hour and the cost is based on the number of words, type of text and subject area. You will receive a cost proposal when you have submitted an inquiry and the translator has been able to form an opinion about the scope and complexity of the assignment.