FAQ call 2020 - Estonian Research Council

Frequently asked questions about personal research funding: call 2020

Compiling the application
Evaluation
Amount of grants
Applying for a postdoctoral grant
Applying for a start-up grant
Applying for a team grant

What are the changes concerning the grant applications which stem from the state of emergency?

The deadline of the research funding call in 2020 has been extended by one week from 31 March to 7 April until 17:00. All applicants who are unable to gain access to the relevant sources (e.g., due to the suspension of the home lending service of libraries) or who are unable to submit the application by the set deadline owing to major impediments directly related to the state of emergency, please contact the Research Funding Officer in your field or the Head of the Department of Research Funding immediately.
Depending on the further developments of the state of emergency, the Estonian Research Council will, if necessary, introduce additional changes regarding the application process and inform the researchers as well as the R&D institutions immediately. Taking into account the fact that extending the deadline of the call may also result in the delay of the funding decisions, the imperativeness of the changes as well as possible negative consequences will be examined very carefully and individual solutions will be preferred over comprehensive changes whenever possible.

Compiling the application

Who can submit an application?

A researcher who has a doctoral degree and has received consent from a positively evaluated Estonian R&D institution can submit a grant application.

More exact requirements and exceptions concerning different grant types will be discussed below.

In which language do I have to fill in the application?

The application has to be filled in in English, since most of the reviewers evaluating the applications do not speak Estonian.

How many applications can be submitted?

One can simultaneously apply for only one grant. The same person can simultaneously be listed as a member of the senior research staff in more than one application only if his/her participation periods do not coincide.

What is the timeline of the personal research funding call 2020?

The indicative timeline of the personal research funding call 2020 is as follows:

Making the documents of the call available on the Council’s homepage: January/beginning of February 2020
Information days: 17 February in Tartu and 19 February in Tallinn
Submission of the applications in ETIS: 1 March–31 March 2020
Checking the technical details of the applications and processing the applications: April 2019
Evaluation of the applications by international reviewers: May–September 2020
Meetings held by the Expert Panel and by the Evaluation Committee: October 2020
Making the preliminary funding decisions known to the applicants: beginning of November 2020
Final funding decisions: December 2020
Beginning of the funded projects: January 2021

In which research fields will the applications be processed?

The applications will be processed according to the categorisation of the OECD Frascati Manual (2015) classification of research and development (R&D) fields, in six R&D fields:

Natural sciences
Engineering and technology
Medical and health sciences
Agricultural and veterinary sciences
Social sciences
Humanities and the arts

The Evaluation Committee will convene field-specific Expert Panels in order to evaluate the applications, but the name and number of these Expert Panels may not coincide with the aforementioned research fields.

The preferred research field can be indicated in the application. The Evaluation Committee can decide which Expert Panel should process which application in order to guarantee that each application will be evaluated by the most suitable experts/reviewers.

Nevertheless, the ranking lists will be compiled and the financing proposals made in six research fields.

Is the number of characters that can be used in the application limited?

The application form consists of several parts, each of which has a certain maximum number of characters that can be used. The maximum number of characters and the number of characters left is visible next to the text boxes in the application form in ETIS. NB! When copying and pasting text from various word processors to the application form, the number of characters could increase and it is therefore advisable to use the sample application form prepared by the Council as well as Microsoft Word as the word processor.

What is meant by the requirement to adhere to the principles of research ethics during the implementation of the project?

It means that the applicants are required to consider and describe all ethical issues involved in the proposed project. The applicants have to consider the ethical risks of any procedure involving human participation, the collection and use of personal data, and animal testing. The description of the principles of research ethics must specify how the principles of voluntary participation, informed consent, confidentiality, and anonymity of the subjects will be followed as well as how such data will be stored and protected.

The use of the research methods that require a review or approval from a specific ethics committee should also be clearly indicated in the application. If the project necessitates compliance with the Nagoya Protocol, the applicant has to mention whether he/she already has or has to obtain the due diligence declaration.

If no ethical issues arise during the implementation of the project, then this, too, has to be explained in the application. In order to assess the various potential aspects of research ethics in the proposed project, it is advisable to take the relevant guidelines into account. The ethics guidelines can be found on the webpage of the Council.

What is the Nagoya Protocol?

The Nagoya Protocol is a convention on biological diversity aimed at sharing the benefits arising from the access to and utilisation of genetic resources in a fair and equitable way. It is important to be certain if the project necessitates compliance with the Nagoya Protocol before submitting the application. If human genetic resources will be used, then the Nagoya Protocol does not apply to the project. If it becomes apparent that the planned R&D activities are related to genetic resources and associated traditional knowledge and therefore necessitate compliance with the Nagoya Protocol, then it will be necessary to declare the due diligence declaration in the international database DECLARE. If such a project is funded, then the due diligence declaration has to be submitted to the Council in the final report at the latest. The due diligence declaration is necessary for gaining access to genetic resources. Should you wish to discuss whether your research and research objects necessitate compliance with the Nagoya Protocol, please contact a Research Funding Officer working at the Council or a contact person working at the Ministry of the Environment before submitting the application.

By which date is it necessary to present the approval from a human ethics or bioethics research committee?

If the corresponding approvals have been obtained by the application deadline, they are valid during the period of the project, and they have been issued to the Principal Investigator (PI) or to the members of the senior research staff, then the approvals should be attached to the application. In other cases, the approvals must be submitted no later than before the beginning of human and animal experiments. If the licence from a human ethics or bioethics research committee has not been submitted prior to the beginning of human or animal experiments, the Council is entitled to revoke the decision of approving the application and terminate the grant contract.

What should be described in the section for data management?

In the section for data management, please describe if and which data will be created, managed, or collected; which methods and standards will be applied; will the data be shared or made public and in which way; how the data will be stored during the period of the project and preserved after the end of the project. A detailed data management plan has to be submitted during the first six months of the projects which were awarded the grant.

The information provided on the webpage of the University of Tartu Library is helpful for filling in the section for data management.

What is the data management plan and when does it have to be submitted?

The data management plan consists of a detailed description on the creation, management, collection, and preservation of data. The PI of a funded project has to submit the data management plan during the first six months of the project. It is advisable to use the form which can be found on the webpage of the Council.

In which cases is it necessary to attach a letter of confirmation to the application? What information should it contain?

The letter of confirmation from a positively evaluated Estonian R&D institution is requested only in case the applicant or (in case of a start-up grant) the member(s) of the senior research staff do not have an employment contract with the institution at the time of submitting the application. In that case, the letter of confirmation should contain a confirmation that if the application will be approved, the institution will sign an employment contract with the applicant and (in case of a start-up grant) the member(s) of the senior research staff corresponding to the requirements of the grant with respect to workload and location. An authorised representative of the R&D institution has to sign the letter. The letter of confirmation has to be uploaded under the tab “Additional information” in the application.

There is no need for a letter of confirmation in other cases. By confirming the application in ETIS, the institution confirms that all financial issues and the use of the research infrastructure, incl. (in case of team grants) financing the staff from other R&D institutions, have been agreed upon between the parties.

Are there any restrictions for presenting previous research outcomes in the applications?

The PI of a postdoctoral or start-up project must present the information regarding his/her previous R&D activities. The postdoctoral supervisor and the PI of a team project must present the information regarding their R&D activities during the past 10 years (i.e., in case of call 2020, since 2010). If an applicant has been on pregnancy, maternity or parental leave, or in compulsory military service during the past 10 years, the period is extended by the corresponding period in full years and is rounded up to the higher number of years.

PDF files containing the full texts of the articles have to be uploaded, too. If the access to the articles is restricted, the status can be selected in ETIS as “restricted”.

Is it possible to show the articles that have not been published yet in my application?

Yes, it is possible to show the articles that have not been published yet, but in that case, you must definitely add the latest accepted version of the article and also upload a letter of confirmation from the publisher as a separate file.

How should the bibliometric data be presented in the application?

It is not necessary for the applicants to present their bibliometric data themselves. Instead, the Council will provide the reviewers with an overview of the bibliometric data of each applicant.

Different databases are used in different fields. The only exception is the field of the humanities and the arts in which no bibliometric data will be collected and the reviewers will refer to the list of publications in the ETIS CV of the applicant if necessary.

Can a researcher who is on parental leave apply for research funding?

Yes, he/she can apply.

How important are the (ETIS) CVs of the applicant and the members of the senior research staff?

The CVs of the applicant and the member(s) of the senior research staff are very important, since the reviewers and/or the Expert Panel need additional information for evaluating the applications (e.g., information regarding previous research experience, a full list of publications, etc.). Therefore, an ETIS CV attached to the application that has not been updated may have a negative impact on the overall assessment of the application.

NB! Please keep your ETIS CV public and up to date!

Can the PI, a member of the senior research staff, or a member of the other research staff of a PUT or IUT project apply for a grant?

In 2020, a person cannot apply for a grant if he/she is the Mobilitas Pluss postdoctoral fellow or the PI of a PUT project that will continue in 2021.

The members of the senior research staff of a project that will continue in 2021 can apply only for a start-up or postdoctoral grant. One person can be listed only in one grant application either as the PI or as a member of the senior research staff.

Are there any restrictions regarding the workload of the PI at the institution? Is it possible to change the workload of the PI during the project?

The postdoctoral fellow and the PI of a start-up or team project must have a full-time employment contract at the institution and (excl. postdoctoral fellow) a place of work in Estonia. Otherwise, the Council may terminate the grant contract.

The PI of a start-up or team project may, in justified cases, have a less than a full-time employment contract at the institution. In such cases, the PI and the institution have to submit a well-reasoned request to the Council. Making an exception is decided by the Council separately in each case.

Is the workload of the PI and the members of the senior research staff that has to be included in the start-up and team grant applications their workload in the project?

No, it is necessary to include only the workload the PI and the members of the senior research staff have at the institution or at some other R&D institution according to their employment contract. The minimum workload at an institution can be 0.2, since it is expected that the PI and the members of the senior research staff work at the institution at least one day per week. The contribution the PI and the members of the senior research staff make to the project has to be described in the application and it could be taken into account when evaluating the applications.

Who can be listed as the other members of the research staff in start-up and team grant applications?

In start-up and team grant applications, people without a doctoral degree in academic positions, students and skilled specialists (laboratory technicians, assistants, engineers, technicians, etc.) whose participation is essential for the implementation of the project can be included. It is not possible to include people with a doctoral degree in academic positions, cooperation partners, and other experts whose competences support the project during its implementation.

Can the PI be replaced?

The postdoctoral fellow and the PI of a start-up project cannot be replaced. In justified cases, it is possible to request the replacement of the PI of a team project. In order to do that, the PI and the institution have to submit a joint well-reasoned request to the Council.

Can a project be temporarily suspended?

Grant projects, incl. postdoctoral projects, can be temporarily suspended only upon receiving a justified request from the PI and the institution that has to be submitted to the Board of the Council prior to the beginning of the suspension period. The PI can request a temporary suspension of the project in case of pregnancy, maternity or parental leave, compulsory military service, or other exceptional circumstances for up to three years. The grant contract will be suspended for the temporary suspension period of the project.

What is meant by disseminating the results of the project to the public?

The need for disseminating the results of research projects is related to the expectations of the state and the society, aiming to make the research funded with public money more transparent and to promote public awareness. Different mediums can be used for disseminating research findings – social media, websites, newspaper and magazine articles, books and textbooks, public speaking, and audiovisual aids. The dissemination of research findings helps people understand how research can have a positive impact on their life and on the society as a whole. It also encourages the creation of new forms of cooperation with other researchers and with enterprises and demonstrates the importance of high-quality research to decision-making and funding bodies.

Is it necessary to add additional materials to the justification part of the application?

If necessary, then it is possible to add additional materials to the application, but only to a limited extent. The only files that can be attached to the justification part in ETIS are as follows:

the list of references used in the justification part of the application;
schemes, graphs (incl. risk assessment in the form of a chart), or pictures illustrating the relevant issues in the justification;
timetable of the project (the so-called Gantt chart).

The additional files attached to the justification part of the application cannot contain descriptive or explanatory text (e.g., the research methods have to be described in the main part of the application, not in its additional part). If files not mentioned in the list have been added or if the attached files contain descriptive text, then the application will be sent back to the applicant for making corrections.The material added to the justification part of the application will also be examined by the reviewers and therefore only PDF files can be added (and not, e.g., DigiDoc files).

Is it necessary to fill in all the fields and answer to each question in the application form?

All obligatory fields in the application have to be filled in and the answers to the requested aspects (e.g., explanations, justifications) have to be provided. The aspects which may not be relevant for all research directions (e.g., hypotheses) do not have to be presented, yet the reason behind not including this information has to be clearly justified.

Where can the administrative information related to the application be added?

Administrative information related to the application (copies of diplomas, letters of confirmation, applications for making exceptions, etc.) can be added to the application under the tab “Additional information”. NB! The reviewers will not use the documents added to this tab for evaluating the application.

Is it possible to make corrections and/or additions once the application has been submitted?

Once the applicant and the institution have confirmed the application in ETIS, it has been submitted and it will not be possible to make any content-related changes, corrections, or additions. Before the reviewing process of the applications begins, the technical details (compliance with formal requirements, obvious factual errors, e.g., incorrect year, etc.) will be checked by the Council, during which the Council may send the application back to the applicant for making amendments. NB! One is allowed to make only these changes that the Council has drawn attention to. In case other additions or corrections become evident or if the changes have not been made by the deadline, the Council is entitled to reject the application.

Evaluation

What is the threshold?

Since call 2020, there are two types of thresholds: the qualification threshold and quality threshold. The qualification threshold is based on the grades of the evaluation criteria. The quality threshold is based on the final score of the application. Both thresholds have been specified in the evaluation guidelines.

The qualification threshold on the five-point rating scale (grades 1–5) is 3 (good), and on the appropriate–inappropriate scale, “appropriate”. The only exception is the criterion of the grant type, in which case the rating “inappropriate” does not disqualify an application from among the potentially funded applications. In order to be eligible for funding in the field-specific ranking list, the application has to reach the threshold of each criterion. If an application receives less points than the threshold for at least two criteria, it does not qualify for funding and the applicant is not eligible to apply in the next call. If an application receives less points than the threshold for at least one criterion in two consecutive calls, it also does not qualify for funding and the applicant is not eligible to apply in the next call.

The quality threshold is the minimum final score of the application, formed by the grades of the evaluation criteria, which enables the application to qualify for funding in the field-specific ranking list of the particular grant type. The applicants whose application remained below the quality threshold are eligible to apply in the next call.

Is the same coefficient used for all criteria?

No, the coefficient used for evaluating the criteria “Importance for Estonian culture, society, and/or economy” and “The potential impact of the project” is 0.8. This means that the score received for these criteria will be multiplied with 0.8.

What are the selection criteria for the reviewers?

The overall goal is to find the most suitable and professionally most qualified reviewers for each application. The Council has a database of reviewers who have been involved in previous calls. The members of the Evaluation Committee and Expert Panels also suggest suitable reviewers. The applicant can also mention suitable as well as unsuitable reviewers. If the applicant considers some reviewers unsuitable, e.g., due to a conflict of interest, it is necessary that he/she justifies that.

Under which conditions can the Expert Panel change the scores of the reviewers? How does the Expert Panel use these opinions and scores?

The Expert Panel relies on the opinions and scores of the reviewers when forming their own opinions and scores. Each application is evaluated by two reviewers. If their opinions differ considerably, including a third reviewer will be considered. At the Expert Panel meeting, the opinions of the reviewers are discussed and these generally serve as the basis for the consensual decision made by the Expert Panel. The opinions and scores resulting from the Expert Panel discussion may deviate from the opinions and scores of the reviewers if the reviewers have missed certain important information (e.g., maternity leave, the position of the applicant among the authors of a publication). In addition to that, the Expert Panel will examine each application within the context of this particular call and the field-specific ranking list, and compare the applications with each other. If the opinions of the Expert Panel differ from those of the reviewers, the Panel has to justify their decision in the combined evaluation. Therefore, the final score for the application is neither the arithmetic mean of the scores given by the reviewers nor the sum of these.

How is the importance of the project for Estonian culture, society, and/or economy evaluated?

The importance of the project for Estonian culture, society, and economy will be evaluated by the Expert Panel and the Evaluation Committee. Foreign reviewers will not evaluate this criterion. When evaluating this criterion (depending on the research field and the specifics of the project), the following considerations will be taken into account: the impact of the applicability of the proposed project, previous financing of similar research topics (e.g., an Estonian Science Foundation grant, institutional research funding topic, or research funding grant), the topicality of the project (e.g., relation to the societal challenges or strategic objectives set by the state), contribution to maintaining the diversity of a research field, etc.

When will the results of the call become available?

The preliminary funding proposals will be made available in the beginning of November 2020, after which the applicant and the institution may submit a written joint opinion regarding the proposal within the time limit (approximately two weeks) established by the Council. The final decisions will be made available by the end of 2020. After that, the Board of the Council will sign a directive to approve or not to approve an application.

Amount of grants

Will the budget of the project be compiled for one year?

No, the research plan and the distribution of direct costs will be compiled for the entire period of the project. For compiling the budget, it is possible to use the budget tool, which can be found both on the webpage of the Council as well as in the upper right-hand corner of the application form in ETIS. The staff costs and research costs for each year can be inserted into the budget tool. The sums for each year may differ. By adding the direct costs of each year and by dividing it with the number of years, the average annual budget can be calculated. Based on that, the most suitable annual fixed grant amount can be chosen. The annual fixed grant amounts have been established in the budget guidelines (and are also visible in the budget tool).

How detailed should the budget of the grant be?

It is not necessary to provide a detailed breakdown of the budget on the other budget lines, e.g., in case of research costs, one does not have to indicate the cost of chemicals, travel costs, equipment purchase, etc. It is nevertheless important to justify the amount of estimated staff costs (why is it necessary to involve this particular number of senior or other members of the research staff, i.e., what are their roles and tasks, what is the role of the students involved in the project) and the amount of research costs, incl., which costs justify the project as an experimental one. It is also necessary to objectively justify why you are applying for a large or small, and for an experimental or non-experimental grant. Closer attention will be paid when evaluating the applications for a large grant.

In order to calculate the direct costs better, a special tool (similar to an Excel table) is available in ETIS under the tab “Budget”. Based on the sum that is calculated in the table and in accordance with the “Guidelines for Budgeting Grant Applications”, the most suitable fixed amount has to be chosen and added to the application. The justification for the amount of the grant will be assessed.

Is it possible to apply for a smaller amount than the fixed grant amount?

Yes, in justified cases, the applicants of start-up and team grants have the right to request a smaller amount than the fixed grant amount, but the amount has to be rounded up to a whole number.

How to establish whether a grant is experimental or non-experimental?

In order to establish whether a project is experimental or non-experimental, the planned methods are crucial. Non-experimental research achieves its objectives mostly through observations and conclusions based on existing or collected data, materials, models, etc., which do not presuppose making experiments with the assistance of specific equipment or materials. Experimental research is based on experiments or tests that often require very specific equipment and use of materials (e.g., lab equipment, chemicals, lab animals, test drugs, etc.). The methods used in experimental research enable researchers to understand the causes of certain processes through manipulation or control.

Different research projects may entail experimental research to a different degree. A substantially non-experimental project may also require carrying out some experiments. The experimental nature of a grant is nevertheless determined by the assessment of the extent and the amount of the methods of experimental research necessary for achieving the objectives of the project.

If a large grant is applied for, could the Council award a small grant instead? If an experimental grant is applied for, could the Council award a non-experimental grant?

No, the applications will be evaluated on the basis of the objectives of the project, the methods and/or specifics of the research field, and the justification for and the elaboration on the amount of the grant (direct costs). If the amount of the grant applied for has not been justified enough, the application will not be approved.

What does it mean when a start-up or team grant application is approved partially and the grant is awarded for one year?

As in call 2019, the Evaluation Committee may, in call 2020, too, approve some of the applications partially and award the grant for one year, i.e., award the grant in its requested annual amount, but not for the entire period. The reason behind this decision is to even out the disproportionate (namely, almost fivefold) differences between the grant amounts of various years. The recipients of one-year grants can resubmit the same application or submit a new application in the next call, i.e., in 2021.

If a project begins later than on 1 January, will the annual fixed amount of the grant be reduced proportionally?

That depends of the start date of the project and will be decided by the Council separately in each case. The amount of the grant for the first year will be agreed upon in the grant contract.

Is it possible to change the amount of a grant during the project?

It is possible to request a smaller amount during the period of the project. For example, the PI who has been awarded a large star-up grant can request the continue receiving funding in the amount of a small start-up grant, e.g., when it is no longer necessary to involve the members of the senior or other research staff, etc. If a project has been awarded a small grant, it is not possible to request a large grant during the next year(s). The Council will not change the amount of the grant during the period of the project, but can decide to terminate the grant contract if the justifications to continue funding are not sufficient (e.g., there are no explanations about why it is necessary to still receive a large grant, although the number of the members of the senior research staff has significantly decreased).In addition to that, grants that are, upon the request of the applicant, smaller than the fixed amount during the first year, can, if so requested, later increase up to the largest fixed amount of this grant type. For example, the applicant of a small experimental team grant wished to receive 170,000 € during the first year instead of the fixed grant amount (183,250 €). In that case, he/she has the possibility to request an increase of the grant during the next year(s) up to 183,250 €.

Is the ranking list based on the amount of the grants?

No, the applications are not ranked according to the grant amount. The ranking lists are compiled according to the grant type (postdoctoral, start-up, and team) and the research field in which the applications are processed.

Can the ratio of direct costs differ over the years?

Yes, it can. The activities and direct costs of the project are to be described in the application for the first year of the project (except in the postdoctoral grant application), but the distribution of the direct costs may change from year to year. The ratio of direct costs may be changed up to 20% without making a contractual amendment. If the changes exceed that, the changes must first be agreed upon with the Council. The budget allocations may be transferred from one year’s budget to another year if this is in accordance with the book-keeping regulations of the institution.

Does the salary of the PI, the members of the senior and other research staff have to be paid from the staff costs of the project?

The staff costs of a postdoctoral grant can be used only for the salary of the postdoctoral fellow. In case of start-up grants, the PI and the members of the senior research staff have to be fully or partially remunerated from the grant. In case of team grants, only the members of the senior research staff have to be fully or partially remunerated from the grant.

Applying for a postdoctoral grant

How is the date of obtaining the doctoral degree calculated?

In call 2020, the date of awarding the first doctoral degree or equivalent qualification in the R&D field in which the application is to be processed cannot be earlier than 1 January 2015. The date of awarding a doctoral degree or equivalent qualification is the date in the respective document issued by the awarding body.

The Evaluation Committee may, where justified, consider eligible a person who has not been awarded his/her first doctoral degree or equivalent qualification at the time of submitting the application, provided that the applicant will obtain a doctoral degree or equivalent qualification before entering into the grant contract. The applicant will then have to submit an application for making the exception which confirms that the applicant will have obtained a doctoral degree or equivalent qualification by the time of entering into the grant contract.

If the applicant has been on pregnancy, maternity or parental leave, or in compulsory military service after obtaining his/her first doctoral degree or equivalent qualification, the period of qualification is extended by the corresponding period in full months and is rounded up to the higher number of months.

Can the postdoctoral fellow who has been awarded the postdoctoral grant receive additional funding from the institution or the collaborating institution?

The postdoctoral fellow can neither be the PI or a member of the senior research staff of another PUT project. Receiving additional funding from other sources is a question of negotiation and agreement between the postdoctoral fellow and the institution(s). Neither the “Conditions and Procedure for Postdoctoral Grants” nor the grant contract between the postdoctoral fellow, the institution, and the Council impose any restrictions in this respect.

How should a person act if he/she simultaneously applies for funding from different funding instruments (e.g., a Mobilitas Pluss, Marie Skłodowska-Curie grant, etc.) and receives funding for more than one project?

If the topics of the postdoctoral project coincide, then the applicant has to choose one of them. The same project cannot be financed from different sources.

Can the applicant be listed as a member of the senior research staff also in a start-up or team grant application?

The same person, incl. the applicant of a postdoctoral grant, can simultaneously be listed as a member of the senior research staff in more than one application only if his/her participation periods do not coincide.

What is an institution? What is a collaborating institution?

The institution is an Estonian R&D institution. The collaborating institution is a foreign R&D institution, where the project will be carried out.

In case of an outgoing postdoctoral fellow, the institution will enter into an employment contract with the postdoctoral fellow when the grant has been awarded. This means that when a postdoctoral fellow intends to carry out the project at a foreign R&D institution, he/she must enter into an employment contract with an Estonian R&D institution. The grant money will be allocated to the Estonian R&D institution, not to the collaborating institution.

Can a person who has been awarded the doctoral degree in Estonia apply for the grant to carry out the postdoctoral project at an Estonian R&D institution?

The applicant who has been awarded a doctoral degree by an Estonian R&D institution cannot apply for a postdoctoral grant to carry out the project at an Estonian R&D institution. In justified cases and in agreement with the Evaluation Committee, it is possible to implement the project partially in Estonia. The applicant will then have to submit an application for making the exception in which he/she explains why it would be necessary to implement the project partially in Estonia. It is also necessary to include the time periods of working in Estonia as well as the activities undertaken in Estonia (e.g., in the Gantt chart).

Can a foreign citizen who has been awarded the doctoral degree in Estonia apply for an outgoing postdoctoral grant?

Yes, he/she can.

Are there any temporal restrictions regarding the postdoctoral grant, e.g., in case the postdoctoral project begins earlier than the results of the call become available?

Even if the Evaluation Committee has made a preliminary financing proposal, then until the directive of the Council to award the grant has been signed, this is at the applicant’s own risk. The start date of a postdoctoral project can be postponed, but the projects that have been awarded a grant during the call 2020, must begin no later than on 1 July 2021. In justified cases, it is possible to request a later start date of the project, but in this case the end date of the project will not be extended and the allocated grant amount will be smaller according to the number of the months passed. The start date of a postdoctoral project is the first day of the month and the end date is the last day of the month.

What information should the letter of confirmation from the collaborating institution include?

The letter should be written on an institution’s letterhead and addressed to the Council. It has to contain a confirmation by the collaborating institution and by the postdoctoral supervisor that:

the supervisor is familiar with the topic and with the period of the postdoctoral project and is willing to supervise the postdoctoral fellow on this topic and during this period;
the supervisor and the collaborating institution are aware of the fact that the postdoctoral fellow cannot implement the project in Estonia;
if the application will be approved, the postdoctoral fellow will have a place of work, necessary equipment, and access to necessary information and research infrastructure.

It is also advisable to add a short description of the planned tasks that the postdoctoral fellow will undertake at the collaborating institution.

The letter should be signed by the supervisor and/or by an authorised representative of the collaborating institution.

What should be taken into account when describing the impact of the project on the development of the research career of the postdoctoral fellow?

When describing the development of the research career of the postdoctoral fellow, it should be considered if the project includes the following aspects:

- gaining experiences through new methods and methodology, and working with new instruments;
- participating in seminars and (training) courses at the collaborating institution;
- transferable skills, incl. compiling a project or patent application, leading a project or a research team, supervising students, public speaking, entrepreneurship, etc.

Applying for a start-up grant

- - Can the postdoctoral project have more than one supervisor?

Yes, in justified cases (e.g., in case of an interdisciplinary project) a postdoctoral fellow can have more than one supervisor. The CV of the co-supervisor(s) can be added as a separate file under the tab “Additional information”. The CVs of the co-supervisor(s) will not be evaluated!

- - How is the date of obtaining the doctoral degree calculated?

In 2020, researchers who have been awarded a doctoral degree between 1 January 2014 and 1 January 2019 are eligible to apply. The date of awarding a doctoral degree or equivalent qualification is the date in the respective document issued by the awarding body.

The Evaluation Committee may, where justified, consider eligible a person who has been awarded his/her first doctoral degree or equivalent qualification more than seven years prior to the 1^st of January of the year the project is scheduled to begin.

- - How long must the postdoctoral research period be in order to be eligible for a start-up grant?

There is no universally accepted definition of postdoctoral research, both internationally and nationally. Therefore, the period of postdoctoral research has not been defined. The recommendation of having conducted postdoctoral research in case of applying for a start-up grant stems from the need to assess the sufficiency of the international research collaboration experience of the applicant. Generally, one year may be considered the minimum length of a postdoctoral research period. In each case, the Evaluation Committee will assess whether the postdoctoral research period or equivalent experience indicated in the application may be considered sufficient.

- - Can a doctoral student who is going to obtain a doctoral degree in the near future be listed as a member of the senior research staff in the application?

Yes, in case of a start-up project, there are no restrictions concerning the research degrees of the members of the senior research staff. It is necessary to justify the roles and tasks of all the members of the senior research staff in the project, incl., why a person who is yet obtaining a doctoral degree, is important for achieving the objectives of the project.

- - What are the scholarship rates for students in case of a start-up grant?

There is no separate budget line for scholarships in the budget of start-up grants, but these are included among staff costs. Scholarships can therefore be paid from the staff costs intended for this project. The Council does not set any rates for scholarships; these are set by the institution according to law.

- - Can a person receive both a salary and a scholarship in case of a start-up grant?

One person cannot receive both a salary and a scholarship for the same work. Scholarships cannot be paid for assignments listed in one’s employment contract/job description.

- - Is it possible to begin working on a start-up project later than on 1 January 2021?

Yes, in justified cases (e.g., due to the end of the Mobilitas Pluss postdoctoral project) and in agreement with the Evaluation Committee, it is possible to begin working on the start-up project later than on 1 January 2021. The applicant will then have to submit an application for making the exception in which he/she explains why a later start date of the project is necessary. The end date of the project will not be extended because of a later start date.

Applying for a team grant

- - Are there any restrictions for applying for a team grant in call 2020?

In 2020, a person cannot apply for a grant if he/she is the PI of a PUT project that will continue in 2021 or longer than that. The same person can simultaneously be listed as a member of the senior research staff in more than one application only if his/her participation periods do not coincide.

- - Do the members of the senior research staff need to have a valid employment contract with the institution?

No, they do not. In case of team projects, researchers who work at other Estonian R&D institutions may also participate as the members of the senior or other research staff. Their remuneration and research costs will be agreed upon between the PI, the institution, and the institution(s) where the members of the senior or other research staff are employed.

- - What is evaluated in case of the members of the senior research staff of the project?

In case of the members of the senior research staff, it is important to justify why it is necessary to include them in the project, incl., to describe their roles and tasks in the project. This can be done in ETIS in the text box under the tab “Staff”. It is also important to attach accurate CVs of the members of the senior research staff to the application in order to evaluate their qualification for performing the roles and tasks that have been described in the application.

NB! The members of the senior research staff have to keep their ETIS CV up to date!

- - Can a doctoral student who is going to obtain a doctoral degree in the near future be listed as a member of the senior research staff in the application?

In the application, students can be listed as members of the ohter research staff. It is possible to explain in the application that these persons will be involved in the project as the members of the senior research staff once they have received their doctoral degrees.

- - Can a specialist of a particular field who does not have a doctoral degree (e.g., a doctor) be included as a member of the senior research staff in the application?

Yes, in case of a team project, the Evaluation Committee may, where justified, consider eligible a person who does not have a doctoral degree or equivalent qualification. It is nevertheless necessary to justify the roles and tasks of all the members of the senior research staff of the project.

- - What are the scholarship rates for students in case of a team grant?

There is no separate budget line for scholarships in the budget of team grants, but these are included among staff costs. The Council does not set any rates for scholarships; these are set by the institution according to law.

- - Can a person receive both a salary and a scholarship in case of a team grant?

One person cannot receive both a salary and a scholarship for the same work. Scholarships cannot be paid for assignments listed in one’s employment contract/job description.