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GENERAL APPLICATION GUIDELINES

 

The primary objective of the Jane and Aatos Erkko Foundation is to promote top-level research particularly in the fields of medicine, technology and economics as well as high-level art and culture. The Foundation also supports, at its discretion, other projects that promote wellbeing for the benefit of the Finnish people. The Foundation may engage in activities also outside of Finland but they must have a clear and strong connection to Finland.

The key focus of the Foundation’s activities with regard to scientific research is in supporting postgraduate research and study. Whereas the Foundation does not award support for individual theses, thesis work may be included in a project.

Please read these application guidelines carefully before completing the application form.

 

Table of contents

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Processing of applications

The Jane and Aatos Erkko Foundation accepts grant applications every day of the year. There are no separate application times. Only electronic applications for grants made through the online service are accepted. Applications or requests for grants sent in other ways will not be considered.

The Foundation’s Board of Trustees makes decisions to award grants at meetings four times a year in March, May, September and December. The exact dates are not made public. The Foundation can give no guarantee that an application will be considered at any particular meeting. The best way to try to get an application considered at a particular meeting is to submit it to the Foundation six (6) months before the required month of the meeting. Average processing time for applications is 4–6 months.

With regard to applications in the fields of science, the Foundation’s Board of Trustees considers applications in medicine at its meetings in March and September. Meetings in May and December consider applications in the fields of technology. Applications in culture, art and other fields are considered at all meetings.

The Foundation does not provide interim information when processing applications.

The Foundation does not justify its decisions.

Applications are processed as follows:

  1. office preparation
  2. expert evaluation
  3. committee evaluation
  4. decision of the Board of Trustees

Applications are evaluated confidentially and disqualification principles are applied in decision-making.

Neither the identities nor the rationale of the external experts used by the Foundation are published.


Notification of grant decisions

Applicants will be notified of the decision soon after the meeting at which their application was considered.

Successful applicants will receive an award letter by post. Grants awarded are also published on the Jane and Aatos Erkko Foundation website, after which the decision to award the grant is public and the grantee may freely disclose the information to their own target groups.

Unsuccessful applicants will be notified by email to the email address stated in their application. It is advisable to check the email spam folder to ensure the notice has not accidentally gone there.

The Foundation neither provides interim information when processing applications nor justifies its decisions.


Who can apply for a grant

Before completing the application, it is advisable to study the Foundation’s rules and the general application guidelines on this page. All Finns or private persons, registered associations and other organisations living or operating in Finland may apply for a grant. Also persons or parties living or operating outside of Finland may apply, but the object of the grant must have a clear and strong connection to Finland. Applicants must also be of legal age.

Applications may be made for a short-term (one year or less) or multi-year project.

Application may be made:

  1. Personally for work and/or expenses.
  2. By a working group comprising several persons for work and/or expenses.The working group must have a person acting as the lead applicant and who is responsible for the spending of any grant awarded and for reporting to the Foundation and to other members of the group and, where necessary, to the pension institution (Farmers’ Social Insurance Institution Mela) and to the tax authority.Only one application may be made for the same purpose: members of a working group may not separately apply for a personal grant for the same project.
  3. A consortium of several working groups and/or organisations for work and/or expenses.The working groups in a consortium may represent different organisations. A joint application by several parties must have one person responsible/organisation acting as the lead applicant who is responsible for the spending of any grant awarded and for reporting to the Foundation and to the other parties to the grant and, where necessary, to the pension institution (Farmers’ Social Insurance Institution Mela) and to the tax authority.Only one application may be made for the same purpose: the different parties in a consortium may not separately apply for a grant for the same projects. NB! Any grant may only be paid to the organisation represented by the person responsible or to the organisation responsible for redistributing the grant to the other parties to the grant.
  4. By a registered entity for work and/or project expenses, incl. wage costs. If the entity is not registered, the application is submitted as a working group (see previous points).

New grant for the same purpose

It is possible to apply, by a new application, for a new grant to continue a project for which the Foundation has already awarded a grant if the results of the project demonstrate significant scientific value and lead to new research openings or where the development of the activities justifiably require.

Application processing and the evaluation process and guidelines are the same as if applying for a grant for the first time.

If a project has been awarded a new grant, the final report of the previous grant must have been submitted and approved before payment of the new grant can begin.

If not all of the previous grant has been used, you must contact the Foundation at saatio@jaes.fi.

What grants are not awarded for

The Jane and Aatos Erkko Foundation does not award grants

  • for profit-seeking business activities
  • on social grounds
  • for individual theses (however, thesis work may be included in research for which a grant has been awarded)
  • to fund studies, for internships
  • as a travel grant
  • to finance any activity on a permanent basis
  • for activities covered by public service provision

The Foundation only awards grants, and doesn’t make sponsoring or cooperation agreements, for example.


Share of overheads in grant applications for scientific research

The Foundation does not comply with a total cost model but a maximum of 15% of the overheads of the direct costs of the project. Direct costs are wages and salaries, including indirect employee costs, as well as research costs. Equipment costs are not accepted in the share of overheads.

Share of overheads is an evaluation criterion.


Pay or grant

The grant application may include the wage costs of persons in the working or production group, including those of the project leader, based on the working hours spent on the work.  Statutory side costs according to the collective labour agreement. Work may not be paid as a grant.


Amount of grant applied for

There are no upper or lower limits or other limits on the amount of the grant applied for or for cost items in the financing plan. Costs must be reasonable and well justified.

A financing plan must be appended to the application:

Any cost calculations made in other ways appended to the application will not be taken into account when processing the application.

The financing plan must be clarified in writing on the second page of the financing plan template. Consortia specify the project parties’ shares of the total budget on the second page of the financing plan template.

Any grant decision made by the Foundation’s Board of Trustees is linked to the original financing plan submitted with the application and which must be followed during the project.

Recommendations

For recommendations, it is a good idea to ask a person who is able to open up the importance of the research, project or activity and who is capable of assessing the applicant’s ability to carry it out.

Applicants may ask a maximum of five referees for recommendations.

Applicants give the email addresses of referees in their application. Requests for recommendations are sent to referees electronically from hakemustuki@datalink.fi in conjunction with submitting the application. The message includes a link to the online service where referees, if they wish, can submit their recommendations in pdf format. A recommendation code matches the recommendation with the right application. Recommendations must be submitted within 7 days of sending the request.

Applicants are themselves responsible for ensuring that email addresses are written correctly and that referees know of the forthcoming request beforehand. Requests for recommendations cannot be re-sent and the Foundation does not accept recommendations submitted in any other way. Referees do not see the application nor can the applicant see the recommendation or whether a recommendation has been submitted.

If a request does not reach a referee’s email, it is advisable to check the spelling of the email address and to check the spam folder in case the request has inadvertently gone there.


Work-related insurance

Grantees resident in Finland must take out insurance with Farmers’ Social Insurance Institution (Mela) when they have been awarded a grant in Finland under which they work continuously in Finland for at least four months. Subject to certain conditions, grantees may also work on a grant abroad.

Grantees are themselves responsible for taking out and paying for insurance.

Read more about grantee’s social security, Mela


Notice to the tax authority

Grantees must themselves, if necessary, provide the tax authority with the required information about the grant awarded.


Making an application

Applications for grants can be made by completing the electronic application form in the online service. Applications, requests for grants or cooperation, application attachments or more information submitted in other ways will not be considered.

Use personal banking codes to log in to the online service. Individuals who do not have Finnish banking codes log in to the service by creating user IDs. Before completing the application, applicants must read the instructions on this page on how to apply for a grant. Since the instructions are updated from time to time, it is a good idea to re-read them when making following applications.

The online service guides applicants in making their application. Place the cursor over the question marks [?] to reveal more information and instructions. The form can be saved and completed later. Incomplete applications are stored for one year before being deleted from the system.

All attachments to the application must be sent together with the application. Attachments are submitted in pdf format compiled into one file (max. 5 MB). Also the cost estimate and financing plan are attached to the application. The Foundation employs

Information sent once the application has been submitted will not be taken into account, except for any changes in the funding situation of the project for which a grant has been applied for and which the applicant must notify the Foundation of by email to saatio@jaes.fi

It takes about 4–6 months to process applications after submission. (see Processing of applications).

The Foundation treats applications equally and fairly and does not provide advice on the content of the application for example on the subject, research or financing plan.

The Foundation will contact the applicant where necessary if more information is required.


The Foundation’s grant policies

The Jane and Aatos Erkko Foundation awards grants for internationally significant scientific research with breakthrough potential and for art and culture that has the potential to meet demanding international criteria. The Foundation selectively awards grants also for among other things for projects relating to higher education, sports and third sector activities.

When evaluating grant applications for scientific research, particular attention is given to the expertise and achievements of the researcher and working group as well as to the research objectives, the implementation plan and the relevance and effectiveness of the results. Research groups must have access to an appropriate infrastructure, partners or the required specialisation.

Scientific grants are mainly targeted at research groups and at support for postgraduate research and study. Whereas individual theses are not supported, these may be included in a grant awarded for research.

The objectives must be clearly defined in applications and the implementation plan must be realistic. The financing plan must be reasonable, clear and well justified. Measurement and concretisation of the relevance and effectiveness of the project are also evaluation criteria.

Applications may be made for a short-term (one year or less) or multi-year project: the length must be set out and justified in the application and will be evaluated in conjunction with processing the application.

A new application may be made for a project for which the Foundation has already awarded a grant where the results of the project demonstrate significant scientific value and lead to new research openings or where the development of the activities justifiably require.

The Foundation uses external experts to support decision-making. The identities of the experts and their rationale are not published. The Foundation does not justify its decisions.

Grants may be awarded conditionally.

The Foundation requires research to comply with the responsible conduct of research of the Finnish National Board on Research Integrity (www.tenk.fi).


Proof of Concept

The Foundation also awards grants for high-risk Proof of Concept projects, which can be carried out by an individual and/or a small working group, and funding is for a maximum of two years. All doctoral researchers can apply for grants at all stages of their careers.

In Proof of Concept projects, the idea is promising but there are few earlier results from the field. Preliminary results supporting the idea are an advantage, but the purpose of the project is to collect sufficient conclusive results as the basis for a broader project. When evaluating applications, attention will be given to productivity in the researcher’s career, the originality of the project and the potential of a breakthrough.

Proof of Concept projects can lead to a broader research package and following a successful project, it is possible to submit a new application. The results must demonstrate that continuing the project could be of international significance and possibly lead to a scientific breakthrough.


Data protection

When submitting an application for a grant to the Jane and Aatos Erkko Foundation, applicants send information to the Foundation about themselves, which forms a register containing personal data for the Foundation. The data controller’s right to collect, store, use and otherwise process information is laid down by law.

Read more about data protection 

The privacy policy of the Jane and Aatos Erkko Foundation