Instructions for online application

2020/11/03

The following instructions apply to RJ's regular forms of support, i.e. RJ Projects, RJ Programmes, RJ Infrastructure, Research and RJ for Research Initiation and RJ Sabbatical.

Other special calls for applications may have partly different instructions, in which case these are specified in the wording of the call.

RJ publishes details of grants awarded on rj.se. The information is taken from the respective online applications and, for each, includes the project manager’s name, amount approved, grant administrator, project title and a summary.

The application system in general

  • For every application, one person (the applicant) must be primarily responsible and represent the project in all contacts with RJ.
  • You can fill in the various parts of the application in any order you choose.
  • The right-hand column often contains brief instructions or an information button.
  • All the details you fill in are saved when you leave the page. This applies to every page except the ones where buttons for Spara (save) or Skapa (create) are provided.
  • If you stop working in the system for 60 minutes, you are automatically logged out. The details entered on the page concerned will then be lost. 
  • Use only the system’s own navigation buttons: Tillbaka (back), Skapa (create), Spara (save), Återgå (return) etc.

Registering as a user

To use the system, you must be registered as a user.

Click on New user and follow the instructions.

Forgotten/changed email address

If you have forgotten your email address, contact a Research Secretary

If you have changed your email address, log in with your old email address, click on Personal details, and register your new email address.

Forgotten password

Click on Reset/change password and follow the instructions.

Personal details

When you register as a user, you must fill in your personal details. Click on Personal details. Click on HEI/Organization to register your academic institution. Registered users can update only their own personal information, including academic title. For individuals without a Swedish personal identification number, provide the birth date: YYYY-MM-DD.

Main page

The main page shows all applications for which you have applied or are participating in and your personal and address details. Here, you can add to or change your address and create a new application. It is important for you to have a correct postal address in the system. Applications you submitted previously, if any, cannot be opened but only printed out. Click on View or print. Use the Tillbaka button to return to the main page.

Creating an application

  1. It is important to choose the right grant scheme. Otherwise, your application will not be evaluated.
  2. The title of the research project should be worded so that even people outside the specialist field can get an idea of what the project is about. Enter the Swedish title here.
  3. After entering the details, click on Skapa.
  4. The main page comes up, with the new application and its reference number.
  5. Open the application by clicking on its reference number and then on Öppna.

One of several pages to be filled in is now shown.

Page 1. Sammanfattning (summary)

  • Enter the project title in English as well.
  • Specify the start and end dates of the project. Any project can start at the earliest 1 January the year after the call and should start no later than midyear.
  • The summary must be written in Swedish and English.
  • State the research subject(s) in which the research question can be categorised (min. 1, max. 3).

Page 2. Anslagsförvaltare (grant administrator)
Select grant administrator from the list. If the name is not included in the list, click on Grant administrator missing and fill in the name of the grant administrator. For practical reasons, including for accounting purposes, it is suitable for a higher education institution (or equivalent research organisation) to be the grant administrator.

Page 3. Budget
The budget must specify and explain the grounds for direct costs associated with the project, i.e. salaries, LKP (employer’s social-insurance contribution top-up), running costs and cost for Open Access for every budget year (1 January–31 December). No unspecified or unexplained costs will be approved.

Create a budget

Create, save and open a new budget year. For each budget year, specify:

  • Personal details for project research participants, who you do not find in the database, (you fill in the details once, after which they will be searchable). For people without Swedish personal ID numbers, enter the date of birth (in the format YYYY-MM-DD).
  • Year doctoral degree was awarded.
  • Project research participants’ average working time (including those whose salaries will not be covered by RJ grants), as a percentage of full-time employment.
  • Project research participants’ monthly salaries, (full-time) and annual salary estimates. For non-salaried project participants, enter SEK 0.
  • LKP for project participants.
  • Total working time for any non-research staff (e.g. assistants and technical staff), as a percentage of full-time employment. Do not name non-research staff.
  • Drift (operating costs): salaries including LKP for non-research staff, computer purchases, software, consulting services, materials, literature, travel and stays abroad connected with the research assignment. For RJ Programs also include costs including LKP for unnamed reserchers. Costs of purchasing equipment are approved only in exceptional cases.
  • Costs for Open Access and production support.

Page 4. Budgetspecifikation (budget specification)
Costs are to be specified and explained. No unspecified or unexplained costs will be approved.

Page 5. Projektbeskrivning (project description)
RJ recommends writing the longer parts of the application (project description, references and publications) in a Word document that is then pasted into the pages concerned.

Page 6. Referenser (references)
Give complete references in the input field for references for the sources you cite in your application.

Page 7. Publikationer (publications)
The main publications of all project participants are listed here. A maximum of five titles per project participant.

Submitting the application

Send the application to RJ by clicking on its reference number and then Skicka in (submit). If all the required details have been filled in, the application is accepted and a confirmation is sent to your email address. The Research Secretaries can then see that your application has been sent in.

Applications for RJ Projects and RJ Infrastructure for Research should be printed out, signed by the applicant and the head of department or equivalent, and sent to RJ by regular mail or email only in the second application stage. RJ Programme applications should be printed out and signed by the applicant and head of department or equivalent before being sent in by regular mail or email. Only the cover pages with the budget and signature are to be sent in, not the whole application. An RJ Research Initiation application requires no signatures and is submitted through the application system only.

Updating or changing the application

Until the closing date you can change an application sent in, by retrieving the original application. Retrieve the application by clicking on its reference number and then on Reopen. Note that the application must then be submitted once again. Only the last version submitted remains in the system.

Delete applications that you choose not to send in. This is done by clicking on Delete. Applications that have not been submitted or are incomplete are removed from the system after the closing date.

If you have any problems, contact a Research Secretary.