Routine for developing an application for external funding at the Faculty of Social and Educational Sciences (SU).

This routine applies to all employees at SU who plan to apply for external funding.

Norsk versjon: Utvikle søknad om eksterne midler - BOA - SU

Notification to the Department

Contact the Head of Department (ILU: Deputy Head of Research) and inform them about your plans to apply for external funding. This applies both to applications you coordinate and applications where you are invited to participate as a partner.

Initial Assessment by the Head of Department

The Head of Department makes an initial assessment and decides whether you should proceed with the application or not.

Main points in this assessment may include:

• Strategic anchoring of the project
• Access to the right expertise and infrastructure
• Any buyouts and own financing

Notification to the Faculty

Once the Head of Department has approved that you can proceed with your application, you must inform the faculty administration (boa@su.ntnu.no) with a copy to the Head of Department (short email). For larger calls, there will be specific internal deadlines that you must adhere to, and the earlier you notify the faculty about your planned application, the better. Those who adhere to the deadlines will receive prioritized support in the development of the application.

For all coordinated applications (except Horizon Europe), notification must be given at least 2 months before the application deadline.

For all partner applications (except Horizon Europe), notification must be given at least 1 month before the application deadline.

For applications to Horizon Europe, notification must be given at least 6 months before the application deadline, but preferably earlier. This applies to both coordinated projects and partner projects.

Planning the Process

Research advisors at the faculty will contact you to plan the process towards the application deadline and will also involve a financial officer.

You will be sent a link to an online form where you must fill in relevant information about the project (title, type of call, start date, partners, etc.). This information is required for the research advisors at the faculty to register the project in the financial system, Unit4.

You will also be sent a cost form where we ask you to fill in overall budget information. This form is returned to the specified financial officer no later than 4 weeks before the application deadline. For some calls, other specific deadlines may be given. The financial officer sets up the budget in dialogue with you.

Developing the Application

We recommend that you familiarize yourself with the call and write the application in accordance with the call's requirements and evaluation criteria.

The research advisors can assist with a quality-check of the project description against the requirements of the call and the specified evaluation criteria. We will ask for your feedback on whether you want this service or not, and agree on a time slot for a possible review.

Create the application in the relevant application portal as soon as it opens. Share the application with the financial officer and research advisor, where possible.

Budgeting in Unit4

The budget is prepared by the financial officer in Unit4. Here, answers to confirmation questions from the online form are also entered. Once the budget is ready, the financial officer forwards it to the Head of Department for approval. This part of the process replaces the BOA checklist we had before 2024. The budget for coordinated projects must be sent to the Head of Department no later than two weeks before the application deadline.

Second Assessment by the Head of Department

Based on the financial consequences of the project and strategic anchoring, the Head of Department assesses whether the application should be supported. By approving this, the Head of Department confirms that the unit has sufficient capacity and finances to carry out the project in terms of resource use and own/internal funding.

The application should not be sent to the funder before the Head of Department has approved the budget.

Submitting the Application

The project manager submits the application and informs the faculty administration (boa@su.ntnu.no) that the application has been sent.

Archiving the Application

The financial officer archives the application in NTNU's archive system.