FAQ Call 2021 - Estonian Research Council

Frequently asked questions about grant applications: call 2021

Compiling the application
Evaluation
Grant amount
Applying for the postdoctoral grant
Applying for the starting grant
Applying for the team grant
If the project will receive funding

The indicative timeline of the research funding call in 2021 is as follows:

Making the documents of the call available on the Council’s homepage: beginning of February 2021
Information webinars: 15 February (in Estonian) and 17 February (in English)
Submission of the applications in ETIS: 1 March–31 March 2021
Checking the technical details of the applications and processing the applications: April 2021
Evaluation of the applications: May–September 2021
Meetings held by the Expert Panel and by the Evaluation Committee: October 2021
Making the preliminary evaluations known to the applicants: November 2021
Funding decisions: December 2021
Beginning of the funded projects: January 2022

Could the deadline of the call, 31 March, be extended?

Last year, the deadline of the call was extended owing to the unexpected declaration of the state of emergency in mid-March, which resulted in several unforeseeable obstacles and rearrangements. The unexpectedness of last year cannot be compared with this year’s situation. Like every year, the researchers interested in applying for the grant have had the chance to begin compiling the application already since the beginning of February when the application guidelines became available. Various restrictions imposed because the spread of the coronavirus have been in place for some time now. There is therefore no plan to extend the deadline of a month-long call, since it would jeopardise the high-quality evaluation of the applications and award of the grants on time. Depending on future developments, the Council will, if necessary, introduce additional changes regarding the application process and inform the researchers as well as the R&D institutions immediately.

Why is the amount of the grants to be allocated this year smaller than it was last year, although research funding has increased significantly in the state budget?

Each year, the amount of the grants to be allocated depends on the grant amounts of the projects that are going to end and on the total grant budget. The money that is in circulation for research grants each year is the money that has been designated for this purpose in the state budget and this amount will only increase if additional funding will be provided. Therefore, the number of the new projects beginning next year depends on how large the grant amounts of the projects that will end are and on how much the size of the budget will change. In previous years, however, faster growth rates have been anticipated and the fact that the duration of one grant project is up to 5 years has not always been taken into account, i.e., the funding allocated during a single call will be locked away, so to speak, for five years. That is the reason behind the so-called ebb and flow of the research funding calls, in which calls with a very large budget (more than €18 million) alternate with calls with a very tight budget (even less than €4 million). This means that the amount of money in use for research grants is the same all the time (up until this year c. €42 million per year, since this year c. €45 million), but what makes the amounts allocated for new grants uneven is the fact that the grant amounts of the projects that end each year are different.

Example: The research funding call that took place the year before last had a very large budget (c. €18 million), since institutional research funding topics (IUT) and several personal research funding projects (PUT) ended. One could therefore assume that in all research fields many projects will receive funding. However, in the field of, e.g., Social Sciences, very few projects ended that year and the money in this field was locked away. The amount allocated for new projects in the field of Social Sciences was therefore very small. However, this did not mean that the funding of Social Sciences had been decreased, since the total grant amounts of ongoing and new projects remained the same.

Most of the additional funding for research and development (R&D) in the 2021 state budget (the long-awaited 1% of the GDP) is aimed at reforming doctoral studies and increasing the R&D budget of different ministries. Little less than €3 million of the additional funding was added to the budget for the research grants that are awarded by the Council. This sum was allocated in call 2020 to the projects which began in 2021, i.e., this money has now also been locked away in ongoing projects. Had there been no additional funding, the budget of the call that took place last year would have been smaller by almost €3 million. The budget of this year’s call depends on the grant budget for 2022 as well as on the grant amounts of the projects that will end this year. The Council expects that in 2022 the budget for research grants will remain at the same level as this year. It is therefore possible to allocate only as much money as will be released as a result of the projects ending in 2021 which, based on currently available information, is just over €6 million.

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 the grant application.

Can the PI, the member of the senior research staff, or the member of the other research staff of an ongoing project apply for the grant?

In 2021, it is not allowed to apply for the grant if you are the PI of a project funded by the Council, incl. the Mobilitas Pluss postdoctoral project that will continue in 2022.

Neither can the members of the senior research staff and other research staff of the projects that will continue in 2022 apply for the team grant. They can, however, apply for the postdoctoral or starting grant.

Can a researcher who is on parental leave apply for the grant?

Yes, he/she can apply.

Does the applicant have to work at the institution at the time of submitting the application?

No, he/she does not. By submitting the application, the applicant and the institution confirm that if the application will be approved, the institution will enter into an employment contract with the applicant.

How many applications can the same person submit?

One can simultaneously apply for only one grant.

In how many applications can the same person be listed?

The same person cannot be listed in any other grant application in the same call, except when his/her participation periods in diferent projects do not coincide.

Can the member of the senior research staff participate in two projects if his/her workload in both is 0.5?

No, unless his/her participation periods do not coincide.

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

In starting and team grant applications, students and skilled specialists (laboratory technicians, assistants, engineers, technicians, etc.) whose participation is essential for the implementation of the project can be listed as the other members of the research staff. It is not possible to include people with a doctoral degree who are working in academic positions as the other members of the research staff.

Is it possible to include partners not working at (positively evaluated) R&D institutions, e.g., enterprises or government authorities?

Yes, it is possible to include cooperation partners both from the private and public sector and both from Estonia and abroad.

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 are from foreign countries.

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

The number of characters that can be used in the application is limited in order to provide equal treatment and a high-quality evaluation for all applications. 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 in each part of 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 should be described in the section for research data management?

The applicants should first familiarise themselves with the principles of data management adopted by their institution and complete a data management course at their institution. The guidelines provided on the website of the University of Tartu Library are 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 during the period of the project. The PI of the 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 website of the Council.

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

It is necessary to present the information regarding the applicant’s (in case of applying for the postdoctoral grant, the supervisor’s) previous research activities during the past 10 years (i.e., in case of call 2021, since 2011). If the applicant has been on pregnancy, maternity or parental leave, or in compulsory military service during the past 10 years, then the period is extended by the corresponding period in full years and is rounded up to the higher number of years.

Among the R&D results, it is also possible to show the articles that have not been published yet, but have been accepted by the publisher. In that case, the latest version of the accepted article together with the letter of confirmation from the publisher has to be added. The PDF files containing the full texts of the articles have to be uploaded, too. If the access to the articles is restricted, then the status can be selected in ETIS as “restricted”.

NB! The manuscripts that have been accepted or the articles that have been published after the application has been submitted will not be taken into account.

How important are the (ETIS) CVs of the applicant and of the members of the senior research staff when it comes to the evaluation of the applications?

The CVs of the applicant and of the member(s) of the senior research staff provide additional information for the reviewers and/or the Expert Panel for evaluating the applications (e.g., information regarding previous research experience, a full list of publications, etc.). It is therefore very important that the ETIS CVs of the applicant and of the members of the senior research staff that are attached to the application are correct, so that it would be possible to evaluate their qualifications against their roles and tasks described in the application. The ETIS CVs that have not been updated may have a negative impact on the assessment of the application.

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

Is the workload of the PI and of the member(s) of the senior research staff that has to be included in the starting and team grant applications their workload in the project?

No, it is necessary to include only the workload that the PI and the member(s) of the senior research staff have at the institution according to their employment contract. During the implementation of the project, the minimum workload that the participants of the team project can have at the institution is 0.2 (one day per week). The contribution of the PI and of the member(s) of the senior research staff has to be described in the application and it could be taken into account when evaluating the applications.

What has to be written under the section regarding the importance of the project for Estonian culture, society, and/or economy?

The information regarding this part of the application can be found in the evaluation guidelines for the respective grant type (postdoctoral, starting, and team grant) on the website of the Council.

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.

NB! Please think about and describe how and to which target groups the research will be disseminated during the entire period of the project already in the application as well as if and which costs will accompany the dissemination activities.

What are the additional materials that can be added to the justification part of the application?

The only files that can be attached to the justification part of the application in ETIS are as follows:

the list of references used in the justification part of the application;
figures illustrating the relevant issues in the justification;
timetable of the project (e.g., Gantt chart);
risk assessment and mitigation plan.The materials 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).NB! If the additional materials do not meet the requirements, then the application will be sent back to the applicant for making corrections.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 annex).

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 form in ETIS under the tab “Additional information”.

NB! The reviewers will not evaluate the files uploaded under the tab “Additional information”.

NB! If the additional materials do not meet the requirements, then the application will be sent back to the applicant for making corrections.

Is it possible to submit the same application that was submitted last year without making any changes?NEW! In call 2021, it will not be possible to submit an unchanged application. The reason behind that is that several significant changes have been introduced, including the following ones:
- The period that will be taken into account concerning the applicant’s previous research results has changed (the past ten years, including the period before obtaining the doctoral degree, will be taken into account in case of all applicants);
- The principles behind ranking the applications of equal standing have changed (the scientific expertise of the PI is now the first evaluation criterion that will be taken into account);
- The names of the grant amounts as well as the requirements for applying for the large grant amounts (III and IV) have changed (submission of a more detailed budget, requirements concerning the composition of the research team, etc.);
- The rating scale for the criterion of the grant amount has changed (instead of 0 or 1, the grade 0.5 has been added);
- In the field of Natural sciences, the applications will be processed in two separate Expert Panels (Exact sciences and Biological and Environmental Sciences).

NB! It will not be necessary to change the application that is based on the application that was approved partially last year and awarded the grant for one year in its entirety (if the applicant does not deem it necessary), but in case of applying for the large grant amounts (III and IV), the parts of the application that have changed due to the new requirements defintely have to be changed.The PIs of the projects that were awarded the grant for one year and are applying for the grant again will have to sumbit a brief overview on the results (if there are any) and the progress of the project to the Council in September. This overview will be taken into account when evaluating the criterion Importance for Estonia.

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.

In which research fields will the applications be processed?

The applications are processed according to the categorisation of the OECD Frascati Manual (2015) classification of research and development (R&D) fields, in six R&D fields. The ranking lists of the applications will be compiled and the funding decisions made in seven fields, since the applications in the field of Natural sciences are processed in two sub-fields (Exact sciences and Biological and environmental sciences):

Natural sciences
1. Exact sciences NEW!
2. Biological and environmental sciences NEW!
Engineering and technology
Medical and health sciences
Agricultural and veterinary sciences
Social sciences
Humanities and the arts

The applications in each field (incl. in the two sub-fields of Natural sciences) are processed by the field-specific Expert Panels.

The research field(s) under which the application belongs has/have to be listed in the application. It is also possible to list different (sub-)fields and show their percentages as well as to choose the preferred Expert Panel. However, the Evaluation Committee can decide which Expert Panel should process which application, i.e., the preference chosen in the application may not be taken into account.

Evaluation

What is the threshold?

Since call 2020, there are two types of thresholds: the qualification threshold and quality threshold.

The qualification threshold on the nine-point differentiated rating scale (grades 1–5) is 3 (good) and on the three-point differentiated rating scale (grades 0-1), the qualification threshold is 0.5 (partially appropriate).

The quality threshold is the minimum final score of the application that is formed by the grades of the evaluation criteria. The information, incl. the field-specific quality thresholds, can be found in the evaluation guidelines for the respective grant type (postdoctoral, starting, and team grant) on the website of the Council.

NB! If you have applied for the same grant type before from the Council and you are not certain whether this application passed the threshold or not, please contact the Council beforehand in order to make sure that you are eligible to apply in this call.

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 members of the Evaluation Committee and the field-specific Expert Panels are the ones who suggest suitable reviewers. The applicant can also mention suitable as well as unsuitable reviewers in the application. If the applicant considers some reviewers unsuitable, e.g., due to a conflict of interest, then it is necessary to justify that. The Council will check the potential conflict of interest between each reviewer and application.

How will confidentiality be guaranteed when evaluating the applications?

The grant applications are visible in ETIS only to a very limited number of people. In order to process the applications, authorised employees working at the Council and at the R&D institutions that have confimed the applications that have been submitted have access to the applications. In order to evaluate the applications, the reviewers as well as the members of the Evaluation Committee and the field-specific Expert Panels also have access to the applications. All the aforementioned people have to sign an authorisation agreement, the integral part of which is the declaration confirming confidentiality and the absence of any conflict of interest. NB! The people evaluating the applications will not gain access to the applications before signing the declaration. If someone has declared a conflict of interest or the conflict of interest with one or more applications has become evident, then no access to this/these application(s) will be granted in ETIS, i.e., this person will not be able see the application, the additional materials attached to it, and the evaluation results. NB! In case of reasonable doubt concerning the conflict of interest or breach of confidentiality, the applicant shall inform the Council immediately.

How are funds divided between applicants who are Estonian citizens and citizens of other countries?

It is not possible to answer that question, since the Council does not divide applicants into “Estonian” and “foreign”. Research is nowadays international per se and therefore all capable researches can apply and can be awarded the grant regardless of their citizenship, nationality, religious or ethnical background, etc. The Estonian research community (that means researchers working in Estonia) is quite international and we are happy about that. Therefore, all researchers who are working in Estonia or are about to work in Estonia are considered as Estonian researchers.

When will the results of the call become available?

The reviews, the final evaluation, and the position of the applicant in the ranking list will be made available in the first half of November 2021, after which the applicant and the institution are entitled to submit a written joint opinion regarding the proposal within the time limit (approximately two weeks) established by the Council. The funding decisions will be made available by the end of 2021. After that, the Management of the Council will sign a directive to approve or not to approve an application.

When can the grant project begin?

The earliest start date of the funded projects is 1 January 2022. In justified cases, the starting and team projects can begin later than on 1 January 2022, but in this case the end date of the project will not be extended. The postdoctoral projects can begin between 1 January 2022 and 1 July 2022. In justified cases, the postdoctoral project can begin later than on 1 July 2022, but in this case the end date of the project will not be extended.

In case of a later start date, the allocated grant amount will be smaller during the first year in accordance with the number of the months passed.

Grant amount

NB! Please familiarise yourself with the budget guidelines.

NEW! Postdoctoral grants are divided into two fixed grant amounts (I-II), and starting and team grants into four fixed grant amounts (I-IV).

How detailed should the budget be?

It is important to justify the amount of the estimated staff costs (why is it necessary to involve this particular number of senior or other members of the research staff, i.e., to what extent will their salary or scholarship be covered by the grant and what are their roles and tasks, incl. the role of the students involved in the project, etc.) and the amount of research costs, incl., the costs for conducting the experiments. It is also necessary to objectively justify why one is applying for this particular grant amount (I-IV in case of starting and team grants, and I-II in case of postdoctoral grants).

In order to calculate the direct costs better, a special budget tool is available both on the website of the Council as well as in the upper right-hand corner of the application form in ETIS. Based on the average annual budget that is calculated in the table (by summing up the annual costs and dividing this sum with the number of the years) and in accordance with the budget guidelines, the most suitable fixed grant amount has to be added to the application.

NEW! In case of applying for the grant amounts III and IV of starting and team grants, it is obligatory to add a detailed calculation of the budget by using the “Budget tool” that is available both on the website of the Council as well as in the application form in ETIS (the filled-in XLSX file has to be added to the application).

In the budget table, the names of the participants of the project have to be mentioned. The salary for the members of the research staff can either be provided so that their names have been listed separately (e.g., in year x, the salary for the member of the senior research staff y will be covered by the grant in the extent of 80% in the sum X, etc.) or so that the salary for the participants have been grouped together (members of the senior research staff, other members of the research staff (academic and non-academic staff), other members of the research staff (students), e.g., the annual salary (incl. taxes) for the three members of the senior research staff X, Y, and Z all together is the sum x. In any case, it is necessary to mention to what extent the salary for each of the participants of the project will be covered by the grant.

In case of applying for the grant amounts I and II of starting and team grants, adding the XLSX file of the “Budget tool” to the application is only optional.

Has it been already determined how many projects with the different grant amounts (I-IV) will be funded?

No, this has not been determined beforehand. Separate field-specific ranking lists will be compiled for the different grant types (postdoctoral, starting, and team grant). When compiling the budget, one has to pay attention to that the grant amount applied for is justified and realistic for achieving the objectives of the project, and that all the requirements for applying for this grant amount have been met. If the grant amount applied for will be evaluated as being inadequately justified, then this could result in the application remaining below the funding threshold.

NB! Please familiarise yourself with the principles behind compiling the ranking lists and ranking the applications of equal standing that have been described in the evaluation guidelines available on the website of the Council.

Who can be remunerated from the grant?

The staff costs of the postdoctoral grant can be used for the salary of the postdoctoral fellow.

In case of starting grants, the PI and the member(s) of the senior research staff have to be fully or partially remunerated from the grant.

NEW! In case of grant amounts III and IV, the salary and/or scholarships for each member of the senior research staff and for each other member of the research staff have to be covered by the grant to the extent of at least 50%.

NEW! In case of team grants, it is obligatory that the member(s) of the senior research staff are fully or partially remunerated from the grant. In case of grant amounts III and IV, the salary and/or scholarships for each member of the senior research staff and for each other member of the research staff have to be covered by the grant to the extent of at least 50%.

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

Yes, in justified cases, the applicants of starting 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.

If the grant amount III or IV is applied for, then could the Council award the grant amount I or II instead?

No, the justification for and the elaboration on the grant amount (direct costs) will be evaluated on the basis of the objectives of the project as well as on the methods and/or specifics of the research field.

NB! If the grant amount applied for has not been justified enough and/or is not in compliance with the size of the research team, the amount of research costs, etc., then the application could not be approved.

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, starting, or team grant) and the research field in which the applications are processed, and are based on the scores and their justifications. However, a lower score for the criterion of the grant amount in case of applying for the large grant amounts (III and IV) could significantly decrease the competitive position of the application.

Applying for the postdoctoral grant

How is the date of obtaining the doctoral degree calculated?

In call 2021, the date of obtaining the first doctoral degree or equivalent qualification in the research field in which the application is to be processed cannot be earlier than 1 January 2016. The date of obtaining the doctoral degree or equivalent qualification is the date in the respective document issued by the awarding body.

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.

The applicant who does not have a doctoral degree or equivalent qualification at the time of submitting the application may submit the application, provided that the applicant will obtain the doctoral degree or equivalent qualification before 1 January of the year the project is scheduled to begin.

NEW! If the applicant does not have a doctoral degree at the time of submitting the application, then the time when the doctoral degree is expected to be obtained has to be specified in the application. It is advisable to contact the Council in order to make sure that you are eligible to apply in this call. It will not be necessary to submit an application for making an exception.

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

The postdoctoral fellow can neither be the PI or the member of the (senior) research staff of another research project. When it comes to receiving additional funding from other sources, then the Council does not impose any restrictions in this respect.

What should one do if he/she simultaneously applies for funding from different funding instruments (e.g., the 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.

What is the institution? What is the collaborating institution?

The institution is an Estonian R&D institution that will enter into an employment contract with the postdoctoral fellow. The collaborating institution is the foreign R&D institution where the project will be carried out. The grant will be allocated to the Estonian institution (not to the collaborating institution).

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

No, the applicant who has been awarded the doctoral degree by an Estonian R&D institution cannot apply for the postdoctoral grant to carry out the project in Estonia. If the applicant wishes to implement the postdoctoral project partially in Estonia, then it has to be highlighted in the application and its necessity has to be justified. It is also necessary to clearly indicate the time period(s) of staying in Estonia as well as the activities undertaken in Estonia (e.g., in the Gantt chart).

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

Yes, he/she can.

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

Even if the Evaluation Committee has made the preliminary funding 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 the postdoctoral project can be postponed, but the projects that have received funding in call 2021 have to begin no later than on 1 July 2022. 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 the 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 of confirmation has to be 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 that the postdoctoral fellow will implement the project (at least partially) in the country where the collaborating institution is situated;
if the application will be approved, the postdoctoral fellow will have a place of work, necessary equipment, and access to the 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.

Can the postdoctoral project have more than one supervisor?

Yes, in justified cases (e.g., in case of an interdisciplinary project) the 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 co-supervisor(s) will not be evaluated.

Is it possible to remunerate the supervisor of the postdoctoral project from the grant?

Yes, it is possible to use some of the grant money for remunerating the supervisor. In addition to remunerating the supervisor, the collaborating institution may also ask the postdoctoral fellow to reimburse other costs. The applicant should find out which costs (e.g., bench fee) the collaborating institution expects him/her to cover as soon as possible. The ways for covering these costs have to be arranged with the (Estonian) institution beforehand.

Applying for the starting grant

How is the date of obtaining the doctoral degree calculated?

In 2021, researchers who have obtained the doctoral degree between 1 January 2015 and 1 January 2020 are eligible to apply. The date of obtaining the doctoral degree or equivalent qualification is the date in the respective document issued by the awarding body.

Is previous research experience in a foreign country the prerequisite for applying for the starting grant?

Yes, the applicant of the starting grant needs to have aquired research experience in a foreign country after obtaining his/her doctoral degree (e.g., postdoctoral studies). The periods one has been abroad during the doctoral studies will not be taken into account.

How long must the postdoctoral research period or the period of the research experience acquired in a foreign country be in order to be eligible to apply for the starting grant?

The length of the period of the research experience acquired in a foreign country is not unequivocally defined. The requirement of having conducted postdoctoral research and/or having acquired research experience in a foreign country in order to apply for the starting grant stems from the need to assess the sufficiency of the international research experience of the applicant. Generally, one year may be considered the minimum length of the postdoctoral research period or equivalent research experience in a foreign country. The information, incl. the time period(s), regarding postdoctoral research and/or the research experience acquired in a foreign country has to be included in the applicant’s ETIS CV.

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

NEW! All doctoral students participating in the starting project have to be listed among the members of the senior research staff in the application. However, there are certain requirements that depend on the grant amount one is applying for. In case of applying for the grant amount I or II, the members of the senior research staff do not need to have a doctoral degree. In case of applying for the grant amount III or IV, the research team has to include at least one member of the senior research staff with a doctoral degree or equivalent qualification who shall be remunerated from the grant to the extent of at least 50%.

Applying for the team grant

Are there any restrictions for applying for the team grant in call 2021?

In 2021, a person cannot apply for the team grant if he/she is the PI or the member of the senior research staff of a research project funded by the Council that will continue in 2022 or last longer than that.

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

The researchers who work at other Estonian R&D institutions may also participate as the members of the (senior) research staff. Their remuneration and the research costs of the project shall be agreed upon between the PI, the institution, and the institution(s) where the members of the (senior) research staff are employed.

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

If there is a wish to include students who will obtain their doctoral degree in the future, then they have to be listed as the members of the other research staff in the the application. It is also possible to explain that they 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 the member of the senior research staff in the application?

No, that is not possible.

If the project will receive funding

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

NB! First of all, please make sure that you are familiar with the principles of the Estonian Code of Conduct for Research Integrity. It is also necessary to familiarise yourself with the relevant documents at your institution (if present).

The applicants are required to consider and describe all ethical issues involved in the proposed project already during the application phase. 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, and confidentiality will be followed, and how the well-being of the subjects will be guaranteed.

If the applicant believes that no ethical issues will 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 project, it is advisable to take the relevant guidelines into account. The ethics guidelines can be found on the website of the Council.

It is also necessary to clearly state already in the application if the project requires a licence from a specific ethics committee. If you are not certain whether the licence is necessary or not, please contact the research ethics advisor of your institution or the ethics committee.

NB! The ethics committee licence has to meet all the following requirements:

1) the licence has been issued for implementing this particular project,

2) the licence has been issued to the applicant/PI or to the supervisor,

3) the licence is valid during the period of the project.

By which date is it necessary to present the licence from a specific ethics committee?

If the relevant licences have been obtained by the application deadline, then they should be attached to the application. In other cases, the licences have to be submitted no later than prior to the beginning of the respective research. If the licence from the specific ethics committee has not been submitted prior to the beginning of the respective research, then the Council is entitled to revoke the decision of approving the application and terminate the grant contract.

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 the project that necessitates compliance with the Nagoya Protocol 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.

The guidance document on the scope of application and core obligations of Regulation (EU) No 511/2014 of the European Parliament and of the Council on the compliance measures for users from the Nagoya Protocol on Access to Genetic Resources and the Fair and Equitable Sharing of Benefits Arising from their Utilisation in the Union was adopted on 14 December 2020. The overview of the conditions for applicability of the EU ABS regulation can be found in Annex 1. Specific guidance on the concept of utilisation is presented in Annex 2.

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 PI of the team project may, in exceptional cases, have a less than a full-time employment contract at the institution. Changing the workload of the PI has to be agreed upon with the Council before submitting the request, which has to be confirmed by the institution, to the Council. What should be taken into consideration is that the Council may decide to continue funding the project at a lower rate if the workload of the PI has reduced.

The postdoctoral fellow has to be emplyed on a full-time basis at the Estonian R&D institution with a place of work at the collaborating institution.

The PI of the starting project may have a less than a full-time employment contract at the institution if he/she simultaneously works part-time for another employer in Estonia to achieve the objectives of the project (e.g., working simultaneously as a healthcare practitioner).

Can the PI be replaced?

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

Can the project be temporarily suspended?

Grant projects can be temporarily suspended upon receiving a justified request from the PI, which has also been confirmed by the institution. The request has to be submitted to the Management of the Council prior to the beginning of the suspension period (the start date and the expected end date in full months). It is not possible to suspend the project retrospectively. The PI can request the 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.

Is it possible to change the amount of the 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 the starting grant with the grant amount IV can request to continue receiving funding in the amount of a smaller starting grant amount, e.g., when it is no longer necessary to involve the members of the (senior) research staff, etc. If the project has been awarded the grant amount I or II, it will not be possible to request the grant amounts III or IV during the next year(s) of the project. 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, the grants that are, upon the request of the applicant, smaller than the fixed grant amount during the first year, can, if so requested, later increase up to the largest fixed grant amount of this grant type. For example, the applicant of the team grant who has applied for the grant amount II 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 €.

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 for 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 accounting regulations of the institution.