FAQ - Estonian Research Council

Frequently asked questions about personal research funding: call 2017

Compiling the application

Which language is the application filled in?

The application form is filled in in English because most of the reviewers evaluating the applications are from abroad.

How important are the CVs of the Principal Investigator and primary research staff?

The updated CVs of the PI and primary research staff are very important as both the reviewers and expert panels may look for additional information in them (e.g. research experience, merits, a full list of publications, etc). Therefore, a CV which is not updated, is incomplete or contains incorrect information may have a negative impact in the overall assessment of the application.

Are there any time restrictions for presenting the research outcomes in the application?

The PI of a postdoctoral or start-up project must present information about his/her previous R&D activities in the application. The postdoctoral supervisor and the PI of a team grant must present information about their R&D activities during the last 10 years, i.e for the periood 2007-2017.

Can I show my not yet published articles in my application?

Yes, you can show the articles not yet published in the comments section but in that case you must upload a letter of confirmation from the publisher as a separate file in the tab „Additional information“.

How to acknowledge IUT or PUT funding in one’s publications?

In case of an IUT project related publication: This work was supported by institutional research funding IUT (IUT number) of the Estonian Ministry of Education and Research.

In case of s PUT project related publication: This work was supported by the Estonian Research Council grant PUT (PUT number).

In case of core infrastructure: Funding for facilities used in this research was provided by the core infrastructure support IUT (IUT number) of the Estonian Ministry of Education and Research.

An acknowlegment of the IUT or PUT funding in a publication is mandatory unless limited by the circumstances beyond the grasp of the applicant (e.g. reference policy of a journal, etc). Only publications which have an aknowledgent of IUT or PUT financing will be considered in assessing the interim and final reports. There are two important issues in acknowledgeing the funding: a reference to the funder (Ministry of Education and Research or Estonian Research Council), and the number of the project. Depending on the requirements of the publisher the text may vary but these two ingredients are mandatory.

What is the research field indicated in the application?

The applicant has to select reseach field(s) in the application which, according to his/her opinion, best correspond to the contents of the application. The applications are processed, based on this research field selection, by expert panels of the Evaluation Committee. The Evaluation Committee may decide to re-direct the application to another expert panel (e.g. in case of interdiciplinary applications) in order to guarantee the best expert evaluation.

What is meant by the requirement to follow ethical issues involved in the proposed research?

It means that the applicant has to provide information on considerations how ethical issues involved in the proposed research will be followed. The applicants are required to consider the ethical risk of any procedure within a research project which involves human participation or personal data, including a description of how the principles of voluntary participation, informed consent, confidentiality and anonymity of subjects will be followed, and a statement on how the data will be stored and protected. Guidelines for compiling a data management plan can be found at the homepage oft the Tartu University library https://sisu.ut.ee/rdm_course1/data-management-plan.

Use of research methods that require review or approval from a human ethics committee or an authorization committee for animal experiments, should be also clearly indicated in the application. If the corresponding approvals are available by the application deadline, they are attached to the application; if not available at the moment of submission, the approval(s) have to be obtained by the moment of starting human research or animal experiments. The Council has the right to revoke a decision to approve an application and terminate the grant contract if the positive review or approval from a human ethics committee or an authorization committee for animal experiments has not been submitted by the start of human research or animal experiments.

By which date is it necessary to present the approval by the human ethics or animal experiments committee?

If the corresponding approvals are a vailable by the call final date, they can be uploaded to the application (tab „Additional information“). In other cases they must be presensted no later than the start date of human research or animal experiments. If such an approval is not presented by the start date of human research or animal experiments, the Council has the right to revoke the desicion to approve the application and terminate the grant contract.

In which cases must a letter of confirmation be added to the application? What information must it contain?

A letter of confirmation is requested only in case if the applicant (or in case of a start-up grant its primary research staff) do not have a contract of employment with the host institution at the moment of submitting the application. In that case the letter should contain a confirmation of the host institution that in case the application is approved, the host institution will sign a contract of employment with the applicant (and in case of a start-up grant with the primary staff) corresponding to the requirements of the grant with respect to work load and location. An entitled representative of the R&D institution has to sign the letter.

In other case there is no need for a letter of confirmation. By confirming the application in ETIS the host institution already confirms that all the financial issues, incl in case of a team grant the financing of project staff from other R&D institutions, have been agreed between the parties.

What are the selection criteria of reviewers?

The overall goal is to find most suitable and professionally best qualified reviewers for each application. THe Estonian Research Council has a database of reviewers who were involved in previous calls. Members of the Evaluation Committee and expert panels can also suggest reviewers. The applicant can also name unsuitable reviewers, e.g those who might have a conflict of interest, by providing a reasoned opinion.

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

Yes, he/she can apply. It is also possible to request a temporary suspension of the project due to pregnancy, maternity or parental leave, or service in the Defence Forces, or secondly, in other exceptional ciases for up to three years.

Can the PI, primary research staff or other research staff of an institutional research topic or a personal research grant apply for personal research grant?

In 2017, a person can not apply for a grant if he/she is the Principal Investigator of an institutional research funding topic or of a start-up or explaoratory grant which continues in 2018.

The primary research staff of an institutional research topic or a personal research grant can apply for personal research grant. But when they will receive a personal research grant they will have to decide in which project they will continue participation because one cannot be a PI or primary research staff in several project simultaneously.

An applicant can be listed as a primary research staff in yet another start-up or team grant.

The other research staff can also apply for a personal research grant. One person can be other reserarch staff in several projects.

How many applications may be submitted?

One can apply simultaneously only for one personal funding grant.The applicant can be listed as primary research staff in yet another start-up or team grant.

Can the principal investigator of a personal research grant also remain a lecturer?

This is a question of negotiation and agreement between the grant holder and the R&D institution. Neither the „Conditions of and Procedure for Personal Research Funding“ nor the tri-partite grant contract between the PI, host institution and the Council set any restrictions in this regard. It is important that the PI have a full-time work load at the institution (excl. exceptions in case of a team grant).

Are there any restrictions with regard to the work load of the Principal Investigator at the host institution? Can the work load be changed during the project periood?

The postdoctoral researcher must have full-time employment contract at the host institution.

The PI of a start-up project must be employed full-time at the host institution and have a place of work in Estonia. In cases when the PI has a smaller work load or his/her place of work is not in Estonia, the Council may terminate the award of grant.

The PI of a team grant may, in reasoned cases, be employed less than full-time at the host institution. In such casaes, the PI and the host institution have to submit a reasoned request to the Council. Making an exception is decided by the Council separately in each case.

Can a Principal Investigator be replaced?

In case of a post-doctoral project or start-up project, the PI can not be replaced.It is possible to request a replacement of the PI of a team grant with good reason. The PI and the host institution have to submit a well reasoned joint request to this effect to the Estonian Research Council.

Can a project be temporarily suspended?

Yes, a project can be temporarily suspended only upon receiving a reasoned application from the PI and the host institution which has to be submitted to the Management Board of the Council prior to the start date of the suspension period. A temporary suspenson of the grant may be requested by the Principal Investigator for the set periods in cases of pregnancy, maternity or parental leave, during service in the Defence Forces, or in other exceptional cases for up to three years. The grant contract will be ssuspended for the temporary suspension period of the Project.

The supposed final date of project suspension can later be amended upon receiving an approval from the Council (e.g. to terminate the project suspension period before the prescribed date, to extend the project suspension period, etc.).

What is a threshold?

Any application is evaluated with respect to different criteria. Some criteria are assessed on a 5 point scale (from 1 to 5), some on the appropriate-not appropriate scale. Every criterion has attached to a threshold or the minimum score in order to be potentially funded. On the 5 point scale the threshold is 3 (good). On the appropriate-not appropriate scale the threshold is ´appropriate´. In order to be eligible for funding in a research field ranking list, the application has to be above the threshold for all criteria.

What is the role of the opinions and scores provided by reviewers if these are not binding for the expert panel? Under which conditions can the expert panel change the scores, or how does the expert panel use these opinions and scores?

Expert panels shall rely on the opinions and scores of reviewers when drawing up their opinion and scores. Each application is evaluated by at least two reviewers. If their opinions differ considerably, a third reviewer is seeked. At the expert panel meeting, the opinions of the reviewers are discussed and these generally serve as the basis for a consensus opinion of the expert panel. The opinions and scores resulting from the panel discussion may deviate from the opinions and scores of the reviewers if the reviewers have missed certain important information (e.g. maternity leave, or the position of the applicant among the authors of a publication, etc), or if a reviewer’s assessment condserably differs from those of the other reviewers (either positively or negatively). The expert panel elaborates its opinion during the panel meeting consensually and in case it differs from that of the reviewers, the panel shall justify its opinin in the consolidated report. Therefore, the final score of the application is not the arithmetic mean of the reviewers´ scores nor the sum of these.

How is the importance of the project for Estonian science, society and economy assessed?

The importance of the project for Estonian science, society and economy will be assessed by the expert panel and the Evaluation Committee. Foreign reviewers will not assess this criterion. In assessing this criterion (depending on the research field and specifics of the project) the following considerations are taken into accout: the impact of planned application, previous financing of similar research topic(s) (e.g. an Estonian Science Foundation grant, institutional research topic or a personal research funding project); the topicality of the project (meeting the societal challenges or strategic objectives set by the state), contribution to maintaining the variety of a research field, etc.

Is it possible to upload additional files to the application?
When will the call 2017 results become available?

The preliminary decisions will be made in October 2017, after which the applicant and the host institution can submit to the Council a joint written opinion within the set period (about two weeks). The final decisions are expected by the end of 2017. After that, the Management Board will sign a directive to approve or not to approve an application.

Grant volume

How detailed should the grant budget be?

The Management Board of the Council shall set the fixed grant volumes for postdoctoral, start-up and team grants for every year.

As the basis for setting the grant volumes is the calculated amount of direct expenses corresponding to the grant type (postdoctoral, start-up or team grant). Overhead expenses will be added to the direct expenses.

The direct expenses consist of personnel costs (remuneration of employees and research scholarships of students) and research related costs (depending on the specifics of the research field or methods involved). No detailed budget breakdown is requred on the other budget lines, e.g. in case of research related costs one does not need to indicate the costs for business trips, materials, equipment purchase, etc. But it is important to justify the volume of planned personnel costs (why is it necessary to involve the number of primary or other research staff indicated in the application, i.e. what is their role and tasks, what is the role of students involved in the project) as well as the volume of research related expenses, i.e. which expenses justify the project as an experimental one.

In order to better calculate and justify the expenses, an Excel-based assistant is available on the tab „Budget“.

What are direct expenses?

The direct expenses consist of estimated personnel costs and research related costs. Personnel costs include estimated wages (with all taxes) and scholarships. Research related costs are costs which depend on the specifics of the research field or methods involved. Based on the estimated personnel costs, the grants are either small or large ones (in case of a start-up grant, the estimated wages for 1-2 FTE persons; in case of a team grant, 2-5 FTE persons). Depending on the specifics of a research field, the small and large grants are divided into experiemental and non-experimental (the former have higher estimated research related costs than the latter).

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

To establish whether a project is experimental or non-experimental, the planned methods are crucial. The non-experimental rersearch 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. The experimental method is a systematic and scientific approach to research in which the researcher manipulates one or more variables, and controls and measures any change in other variables. Experimental research tests a hypothesis and establishes causation by using independent and dependent variables in a controlled environment which needs very specific equipment and use of materials (e.g. lab equipment, chemicals, lab animals, test drugs, etc.).

Different research projects may entail experiental research to a different degree. A substantially non-experimental research may also require carrying out some experiments. But the experimental nature of a grant is determined by the assessment to what extent and amount is the use of experiemntal research methods justified to achieve the objectives of the project.

Will the project budget be drawn for one year?

No, the research plan and division of direct expenses will be drawn for the whole project period. Based on that, it would be possible to establish the fixed annual volume of a project.

If a large grant applied for, can the Research Council allocate a small grant instead? If an experimental grant is applied for, can the Research Council allocate a non-experimental grant?

No. Among the other issues, the justification and elaboretedness of grant volume (direct expenses) is assessed based on the project objectives and/or specifics of the rearch field or methods involved. If the grant volume applied for is not justified enough, the application will be denied.

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

Yes, the applicants for start-up and team grants may apply for a smaller funding than the fixed volume by duly justifying it.

Can the ratio of direct expenses differ over the years?

Yes, it can. The project activities and direct expenses are described in the application for the whole project period but the ratio of direct expenses may be changed annually. The ratio of direct expenses may be changed up to 20% without making amendments to the grant contract. If the changes exceed that, the changes must first be agreed with the Estonian Research Council and upon receiving an agreement, an amendment to the grant contract will be signed. The budget allocations may be transferred from one year’s budget to the other year if this confirms to the book-keeping regulations of the host institution.

Applying for a postdoctoral grant

What is the date of obtaining a doctorate?

Individuals who by the due date for submission, have not held their first doctoral degree or equivalent qualification for more than five years are eligible to apply for a postdoctoral grant. This means that in call 2017 the date of awarding a doctorate or an equivalent degree cannot be earlier than 4 May 2012. The date of awarding the doctorate or equivalent qualification is the date indicated in the respective document issued by the awarding institution.

In justified cases, the Evaluation Committe may consider a person who has not yet obtained a doctorate or equivalent qualification to meet the set requirements on the assumption that the said person will obtain a doctorate or equivalent qualification before entering into the grant contract.

If the person has been on parental leave or had compulsory military service after obtaining their first doctorate or equivalent qualification, then the maximum period will be extended accordingly in full month rounded up to a bigger amount of months.

May a post-doctoral fellow get some extra funding from the host institution or collaborating institution?

The post-doctoral fellow may not be the PI of an institutional research funding topic nor a PI or a research staff member of a personal research grant. Receiving additional funding from other sources is a question of negotiation and agreement between the post-doctoral fellow and the institutions. Neither the „Conditions of and Procedure for Personal Research Funding“ nor the personal research funding contract between the post-doctoral fellow, the host institution and the Estonian Research Council do not set any restrictions in this respect.

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

The applicant has to choose one of them. One and the same project can not be financed from different sources. For example, Marie Skłodowska-Curie actions require 100% contribution.

Are there any restrictions for a post-doctoral fellow’s participation in other projects?

A postdoctoral fellow cannot act as any of the following during the funding period: the Principal Investigator or primary research staff of a personal research funding project; the Principal Investigator or primary research staff of an institutional research funding topic.

What is a host institution and a collaborating institution?

The host institution is an Estonian research and development institution.

In case of an outgoing post-doctoral fellow, the host institution shall sign an employment contract with the fellow.

A collaborating institution is a foreign R&D institution where an outgoing postdoctoral fellow will carry out the postdoctoral project. This means that when a post-doctoral fellow intends to carry out a project at a foreign R&D institution, he/she must sign a work contract with an Estonian R&D institution. The grant monies will be transferred to the host institution, not the collaborating institution.

In case of an incoming post-doctoral fellow, there is no separate collaborating institution. The contract will be signed with an Estonian R&D institution (host institution) where the project will be carried out.

Can a person who obtained the doctorate in Estonia, carry out a post-doctoral project at an Estonian R&D institution?

The applicant who has obtained a doctorate from an Estonian R&D institution, cannot apply for a post-doctoral project to be carried out at an Estonian R&D institution.

Can a non-Estonian citizen who has obtained a PhD degree in Estonia, apply for an outgoing post-doctoral grant?

Yes, he/she can. It is important to bear in mind that pursuant to clause 2.5 of the „Conditions of and Procedure for Personal Research Funding Application for Postdoctoral Grant“ preference is given to applicants who are either Estonian citizens, have a permanent right of residence or a permanent residence permit.

Are there any time restrictions for the postdoctoral grant, e.g. a case when the postdoctoral project starts earlier than the results of the call become available?

Even if the Evaluation Committee has made a preliminary proposal to finance a postdoctoral project, then until there is a signed directive of the Estonian Research Council to this effect, this is at the applicant’s own risk. The start time of the postdoctoral project can be postponed but the projects which have been awarded a grant under the call 2017 must start no later than 1 December 2018.

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

The letter should be on an institution’s letterhead, addressed to the Estonian Research Council, entail a confirmation that in case the applicant gets funded he/she will have a place of work, necessary equipment and access to information and research infrastructure. The letter should be signed either by the would-be supervisor or a representative of the collaborating institution.

I obtained my doctorate recently and wish to start a postdoctoral project. Which programmes are available for this?

A postdoctoral grant for carrying out the project abroad can be applied for within the personal research funding scheme. Mobilitas Pluss programme supports postdoctoral projects to be carried out in Estonia.

If I apply for an outgoing postdoctoral grant, what are the qualification requirements?

A grant can be applied for postdoctoral work at an R&D institution where the applicant has not obtained a doctorate (including the cotutelle-agreement). The applicant must have worked or studied in Estonia at least 12 months prior to the call deadline.

Applying for a start-up grant

What is the date of awarding a doctorate?

The date of awarding the doctorate or equivalent qualification is the date indicated in the respective document issued by the awarding institution.

Who may apply for a start-up grant in call 2017?

A Principal Investigator of a start-up project may be an applicant who has been awarded the first doctorate or equivalent qualification in the R&D domain in which the application is processed at least 2 years before and no more than 7 years prior to the call closing date. It means that researchers who have obtained their doctorate in the period 5 May 2010 to 4 May 2015 may apply for a start-up grant in call 2017. The Evaluation Committee may, where justified, consider eligible a person who has been awarded their first doctorate or equivalent qualification more than 7 years prior to the closing date of the call.

If, after obtaining the first doctorate or equivalent qualification the applicant has been on pregnancy, maternity or parental leave or served in the Defence Forces, the maximum effective time elapsed since the award of the first PhD can be extended in full month rounded up to the bigger amount of months;

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

There is no universally agreed definition of postdoctoral research, both internationally or domestically. Therefore, the postdoctoral research period is not predefined. The recommendation of having done postdoctoral research in case of applying for a start-up grant stems from the need to assess the sufficiency of international research collaboration experience of the applicant. Generally it may be said that one year may be considered as the minimum length of a postdoctoral research period. In every case, the Evaluation Committee will assess whether the postdoctoral research period or equivalent experience as indicated in the application can be considered sufficient.

Can a doctoral student who is going to obtain a PhD in near future be listed as primary research staff in the application?

Yes, in case of a start-up project there are no research degree restrictions for the primary staff. But it is important to justify the role and tasks of all primary staff members in the project, i.e. why a person who is yet obtaining a doctoral degree, important for achieving the objectives of the project.

What are the scholarship rates for Master and PhD students in case of personal research grants?

There is no separate budget line for scholarships in the personal grant budget but are included in the personnel costs. Thus scholarships can be paid from the personnel costs. The Estonian Research Council does not set any scholarship rates, these are set by the host institution according to law.

Can a person receive both remuneration and scholarship in case of personal research grants?

One and the same person may be remunerated from the personal research grant and in case he/she is a doctoral student at the same time, also a scholarship pursuant to the procedure prescribed by law (Universities’ Act, Organisation of Research And Development Act, Income Tax Act). A person cannot recieve reimbursement and scholarship for the same work; a scholarship cannot be paid for assignments listed in the person’s employment contract; restrictions pursuant to Univerities’ Act apply in case of doctoral allowance, etc.)

Applying for a team grant

Are there any restrictions for team grant applicants in call 2017?

In 2017, the PIs of the institutional research topic or personal research grant whose project will continue in 2018, cannot apply for team grant.

May a person whose exploratory grant application remained below the threshold in two last consecutive calls, apply for a team grant?

Yes, he/she may. As the team grant is a new type of grant, then the results from previous calls are not relevant for applying.

Do the primary research staff have to have a valid employment contract with the host institution?

No. In case of team projects, as primary research staff may also participate researchers who are employed by other Estonian R&D institutions.Their remuneration and research related costs will be agreed between the PI, the host institution and the institution where a person is employed.

Is it necessary to provide a description of previous research and development activities of the primary research staff?

No, only a description of previous research and development activities of the PI must be described, as well as his/her cooperation projects. In case of the primary research staff, their inclusion has to be justified, i.e. to describe their role and tasks in the project. This can be done in the text box on the tab „Persons“. It is also of utmost importance that the updated CVs of the primary research staff are attached. This is necessary in order to assess their qualification for the role and tasks described in the application.

Can a doctoral student who is going to obtain a PhD in near future be listed as primary research staff in the application?

Yes, in case of a team project the Evaluation Committee may, by way of exception, in justified cases consider compatible a person who has not been awarded a doctorate or equal qualification. But it is important to justify the role and tasks of all primary staff members in the project, i.e. why a person who is yet obtaining a doctoral degree, important for achieving the objectives of the project.

What are the scholarship rates for Master and PhD students?

There is no separate budget line for scholarships in the personal grant budget, these are included in the personnel costs. Scholarships can be paid from the personnel cost allocated to the project. The Council does not set any scholarship rates, these are set by the host institution according to law.

Can a person receive both remuneration and scholarship in case of personal research grants?