Step 4: Submitting your proposal

Before the application can be sent to the funder, some internal procedures must be fulfilled. Form for external funded projects and the SUHF budget must be completed and signed in accordance with The Karlstad University Delegation of Authority. If Karlstad University's share in the project exceeds SEK 10 million (including co-financing), you should book time at the rector's decision meeting to present your application and get the approval of the Vice-Chancellor.

Form for external funding

Every application from Karlstad University must be accompanied by a completed and signed Form for external funded project, which includes a registration number and a financial budget. The form should also be filled out when it comes to applications where Karlstad University is co-applicant. 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. It is the applicant’s responsibility to submit the documents to their faculty for registration.  Please find out more about the Internal form for external funding in Step 3: Develop your proposal.

Who should sign the Form for external funding?

The Form for external funding is signed off in accordance with The Karlstad University Delegation of Authority:

  • Total project budget below 250 TSEK is signed by the financial officer, main applicant and Head of Department/Departmental manager or Centre director.
     
  • Total project budget exceeding 250 TSEK but 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 project budget exceeding 10 MSEK (including co-financing and transfers) also require a signature from the Vice-Chancellor in addition to the signatories mentioned above. For detailed instructions about the routines for obtaining the Vice-Chancellor’s signature see below.

All applications submitted within the Prisma portal (The Research Council, Forte, Formas and The Swedish Institute for Educational Research) and the Funding & tenders Portal (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.

The Rector’s signature is always required for applications to the following funders:

  • Horizon Europe
  • KK Foundation 
  • Region Värmland
  • Wallenberg Foundations

Report your matter to the Rector´s secretary by Thursday at 09.00. Documents to be sent to the Rector for signing include project description, form for external funding/budgets and possibly support letters. The Head of Department and Dean must sign the form for external funding/budgets before the Rector. The Project Leader ensures that signing is done via eduSign for all parties and is responsible for sending all documents to the respective faculty’s registry.

The Rector signs on Mondays at 10:00.

Rector’s Decision Meeting

Applications exceeding 10 million SEK and applications to the KK Foundation must be presented at the Rector’s decision meetings held on Mondays between 09:00 and 10:00. Supporting documents should be sent to the Rector’s secretary, Kristina Eriksson, the week before the meeting, no later than Thursday at 09:00.

The Funding & Tenders portal 

The Funding & Tenders portal is the applicant’s entry point for electronic administration of EU funded research and innovation projects (eg. Horizon 2020), and hosts the services for managing proposals and projects throughout their lifecycle.

To be able to submit a proposal within the Funding & Tenders Portal you first need:

Prisma

Prisma is the application system jointly used by The Research Council, Formas, Forte and The Swedish Institute for Educational Research. Here researchers can apply for grants and manage awarded projects. This is also where reviewers will find application materials and details of review tasks. 

What you should do after submitting your application

When submitting an application to a funder, the project leader is responsible for ensuring that following documents are sent to the registrar:

  • Application (including applications in which KAU is a co-applicant)
  • Form for external funded projects
  • SUHF budget
  • Relevant communication between you and the funder

What you should do when you receive a decision from the funder

It is the researcher's responsibility to send the decision from the funder (both granted funding and rejections) to the registrar.

What you should do when a project has been granted

Now you will be able to do your research and enters what is commonly referred to as the post-award phase. You can find detailed information what to do now within The Post-award Checklist or in the sections below.

What you should do when a project application has been rejected

If you receive a rejection of project funding, please follow up the reason behind the decision in order to improve the application. Understanding why an application was rejected is often the key to obtaining future funding. The Grants and Innovation Office is available to give support and advise on how to act to be successful within the next call or to identify an appropriate funder.