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Questions and Answers

THE LIST WAS UPDATED CONTINUOUSLY – categorized below in Who can Apply? – Theme – E-application – Budget:

WHO CAN APPLY:

Q: Can a Danish institution apply for both W1 and W2?
A: Yes.

Q: Can two Danish institutions be in the same application?
A: Yes, but only one institution can be the applicant and responsible institution, and the other institution will have to be a partner just as other included collaborating partners with individual budgets. An institution can be awarded several projects, but only one project per project coordinator may be awarded for each funding window.

Q: Can the grants cover post-doctoral researchers from South Africa or Denmark or both?
A: An application for Window 2 Research Grants must  be applied for from Denmark and can cover researchers from partner institutions from both sides (Denmark and South Africa) creating equal partnerships, and both sides must contribute actively in preparing the application. The activities of the partnership project can include joint fieldwork, joint publishing, knowledge sharing, access to databases and libraries, etc. The project coordinator must hold a PhD or equivalent qualification, and will thus be at least at Postdoc level.

The Research Mobility Grants must also be applied for from Denmark and can cover visits to Denmark by researchers which must hold a PhD or equivalent qualifications, and they will thus at least be at Postdoc level. These grants can cover the expenses of such visits (travel, accommodation and daily allowances). The grants can furthermore cover the necessary expenses for the Danish host institution in connection with the research stays, such as research materials, equipment and communication and publication costs, but not salaries. So, in the case Danish postdocs want to contribute to Mobility Grant activities, they must do that at their own expenses.

Q: Does a post-doctoral researcher have to be identified and confirmed in this stage (Phase 1)?
A: The Window 2, Phase 1 applications are required to list all partner institutions, including partners in growth and transition countries and possible private sector partners, and at least one researcher from each partner institution must be named. The applications for the Research Mobility Grants must identify the visiting researcher and attach their CV.

Q: I am wondering about the eligibility of partner organisations in a proposal for Window 2. Are local non-governmental organisations (NGOs) in the project country eligible to be a partner in the project?
A: A research-based locally registered NGO can be a partner.

Q: If the applicant is a university from Tanzania, is then by default the project coordinator from that University? Or the project coordinator could be a person from a DK university that is not the applicant?
A: The Calls state that applications can only be submitted by universities or by a research based institution in Denmark, Ghana, or Tanzania, which will be responsible for the grant. The project coordinator must be attached to the applicant institution, and the project coordinator and the Head of the Responsible Institution/Department must sign the application.

Q: In the e-form there is a space where to insert ONLY ‘PhD students’; but we want e.g. to have 1 PhD student working on one research WP and 1 post-doc who recently graduated from AAU to work on another research WP. Is it possible somehow to solve this? Or it has to be only PhD students?
A: You only have there to insert the total number of PhD studies to be included in the proposed project; the postdocs can be included as participating researchers in Step 1A.

Q: Will Danida see an office of an international research organization (CGIAR) as a “South-based in country partner” (that can submit a full-scale budget) or as an “international organization” (that would be subcontracted, without OH). Furthermore, if it is the latter model of acting as international organization, what type of costs would typically be eligible? We assume mostly salary costs. Would we in fact be a formal applicant, or would that role be restricted to the Danish or the partner university?
A: The W1 applications can only be submitted by universities or by a research-based institution in Denmark, Ghana, or Tanzania, which will be responsible for the grant. The project coordinator must be attached to the applicant institution and the project coordinator and the Head of the Responsible Institution/Department must sign the application. Partners (co-applicants) in W1 applications applied from Denmark are research-based institutions in the Danida priority countries, and the proposed projects must aim at strengthening the research capacity of these institutions, which focus on national priorities and ownership. So, unless you can explain that your organization is registered as a national organization in the partner country, it must be regarded as an international project partner and can as such be included as subcontractor by any of the project partner institutions, and can be supported by the grant only for the direct services to the project activities. Only salaries and travel expenses concerning these direct services can be covered, and not administration fees.

Q: Is it possible for a third person to submit the application through the online portal on behalf of the project coordinator?
A:  No. As stated in the Call, applications can only be submitted by universities or by a research-based institution (public and private) in Denmark, Ghana, or Tanzania, which will be responsible for the grant. The project coordinator must be attached to the applicant institution and plays a key role in ensuring that a research collaboration project is successful. In the electronic application system the project coordinator must register with her/his own e-mail address and password, and partners can access the application by using the same e-mail address and password. The project coordinator and the Head of the Responsible Institution/Department must sign the application.

Q: In our understanding, all the partners that will be involved in the project need to be indicated in the proposal (even, at the Phase 1 level). And, in particular, at least one person from each institution has to be explicitly mentioned at the beginning of the electronic application form. Is that correct?
A: Yes, this is correct that at least one researcher from each partner institution must be named in Phase 1 application.

Q: Let us say, for example, that there will be the need for specific geological data collection in the field at some point of the project. And it would be convenient to have a (maybe, local) company to do that. Can this hypothetical company be involved in the project even if it was not mentioned in the application (at least, in Phase 1)? The rationale behind this question is that it will be relatively easy for us to pay subcontractor companies for very specific services when there will be the need for that during the project. On the contrary, it would be very complex to include a similar kind of companies in the proposal from the very beginning.
A: In principle it is not a requirement that sub-contractors are mentioned in the Window 1 Phase 1 application, however, if it is intended to include a (specific) sub-contractor outside the partner countries, this could be mentioned.

Q: In the call, Kenya is listed as one of Danida’s priority countries. Does this imply that (though the call specifically requests institutions based in Ghana, Tanzania and Denmark) research proposal submitted by a researcher in Ghana could also include proposed work in Kenya (in addition to Ghana)?
A: We have consulted the Ministry of Foreign Affairs regarding your inquiry and can inform you as follows: Please note that, as stated in the Call, the applicant must be a research organization from Ghana, Tanzania, or Denmark, who will be the overall responsible for the project activities and accounting. The project coordinator must be attached to the applicant institution.  It is possible in a Window 1 proposal, in addition to the applicant institution, to include a partner institution in Kenya, as it is one of the Danida priority countries. At least one researcher from each partner institution must be named in the Phase 1 application. The partnerships should be equal, and all partners should be able to contribute actively in preparing the application.

Q: I have two inter-connected questions regarding the 2017 call for applications in growth and transition countries.
Q
1. At the info meeting in CPH you suggest that the number of key researchers should be limited to approx. 5-6. Is this a number per institution or per project?
Q
2. If this is a number per project then I am guessing one cannot have more than 5 institutions per project. But at the same time at the info meeting you encourage the involvement of public institutions and industry (and of course research ones) so I hope you meant 5-6 persons per institution, otherwise the amount of involved institutes is minimized.
A: At the information meetings (Part 4; What is a good application?) FFU recommended “not to apply for funding for your entire institute (number of key researchers should be limited to approx. 5-6).”  So, the recommended limit of 5-6 researchers is per institution. FFU also recommended ensuring a good balance between inputs from each of the project partners. When deciding on the number of partner institutions in the application, please note that the Call for Window 2 states that at least one researcher from each partner institution must be named and their CV attached, and they should be able to contribute actively in preparing the application. The Call further explains that the application must include an indication of the strategic relevance for the proposed partner institution(s), notably their envisaged involvement in terms of time and resources in the project. The number of partner institutions must be manageable, and the focus of the project is an important selection criteria.

Q: Will it be considered an advantage to have partners in both Ghana and Tanzania in relation to W1 application?
A: No, it will not influence the assessment. If more than one partner country is chosen, the rationale for this and added-value and importance for the project should be clearly argued.

Q: For W1, is it important whether the South partner is a public or private university or a research-based organization?
A: It is important that when setting up the partnership, one of the South partners is an institution at which PhD students can be enrolled, as PhD students play an integral part of the research capacity building in W1.

Q: What is meant by Danish companies?
A: The companies should be registered in Denmark.

Q: With regards to international partners/sub-contractors, will their budget be part of the North or South budget share, and what are their eligible costs?
A: The budget-detailed questions will be relevant in a possible Phase 2 application. Only direct costs can be covered for international partners/sub-contractors, as described in the call text. To the extent that their activities contribute to the research capacity strengthening of the South-based partners, the expenses will count on the South budget share.

Q: Is it considered an advantage to have many international partners in the project setup?
A: The most important is to have a core South-North research group setup and to fulfil the criteria of the chosen Call. The international partners can contribute to the capacity building as subcontractors and can be supported by the grant only for their direct services to the project activities. At the information meetings FFU encouraged the applications to be focused, realistic and feasible, and many partners may make that difficult.

Q: For W1: Can regional centres under international research institutions apply?
A: The regional centre has to be locally registered in the country of application, i.e. Denmark, Ghana, or Tanzania.

Q: Can institutions from non-priority countries be sub-contractors in a FFU project?
A: Yes – International research institutions and research institutions in countries outside Denmark and outside the partner countries can be included as sub-contractors and can be supported by the grant for their direct services to the project activities.

Q: How can we find a Danish research partner?
A: We acknowledge the challenge to find partners if you do not already have an established relationship, however, the Window 1 call text suggests a number of ways to identify Danish partners.

Q: What can we do if a PhD holder is not available as coordinator?
A: The project coordinator must hold a PhD or equivalent qualification, documented clearly in the CV. Documented evidence that he/she is a Professor, Assistant Professor, or Associate Professor is regarded as equivalent to a PhD.

Q: What exactly are the requirements to a coordinator?
A: The project coordinator must be attached to the main applicant institution and must hold a PhD or equivalent qualification, documented clearly in the CV. As the project coordinator plays a key role in ensuring that a research collaboration project is successful, an effective engagement/ involvement of the project coordinator will entail a substantial workload, noticeably at the beginning of the project. It is important that the project coordinator and the research team are able to document relevant scientific merits and qualifications as well as a research background within the topic applied for.Finally, if the project coordinator holds other Danida research grants, the compliance with the terms and conditions of previous grants may be taken into consideration, including if the total time allocation for a researcher on several projects exceeds what is considered feasible 

Q: Can new team members be introduced in Phase 2?
A: At least one researcher from each partner institution must be named and all partner institutions must be listed in the Phase 1 application.  In a possible Phase 2 application the names and number of all researchers must be specified.

Q: Do you have guidelines for the role of the Danish and Ghanaian partners, respectively
A: There are not specific guidelines, but the Call emphasizes that, in order for research partners to benefit from the collaboration, partnerships should be equal, and partners should be able to contribute actively in preparing both Phase 1 and Phase 2 applications. Research applications which have been prepared without the active involvement of partners in priority countries or Denmark will not be approved. Other important aspects of equal partnerships include joint fieldwork, joint publishing, knowledge sharing, access to databases and libraries, etc.  other than what is normally expected for research collaboration projects, in terms of joint activities and publications.

Q: Must PhD students already have admission letters or can these be obtained during the project?
A: The PhDs in a project should be recruited via an open and transparent process, only after the project has been granted. Only the number of PhD students should appear from the application, not the specified themes for the students.

Q: Can PhD students be involved in Window 2 projects?
A: No, is it only possible to support PhD studies in Window 2 projects.

Q1: (Window 2): In the case of a Danish university with Southern research partners, is a PhD for the Danish University supported?
Q2: If the university offers to jointly finance the PhD, should it take longer than the three-year period granted by the call, would that be accepted?
A1: Grants for Window 2 projects cannot support PhD educations. A Danish PhD can cooperate with a Window 2 project, but must be financed from other sources.
A2: A Window 2 project cannot apply for more than a three-year-grant, as they are considered to be pilot projects and will subsequently be eligible to apply for an additional grant based on a new application as a continuation of the partnership (assuming approval of a funding envelope for subsequent years).

Q: We ask if our partners in Tanzania can be co-applicants on two applications:
A:  There are only limitations regarding the project coordinator, who  may apply for more than one project, but only one project per project coordinator may be approved for this funding window.  The same researchers can be co-applicants on several research proposals, which will be in competition against each other, but if it turns out that two of these proposals are successful in the Phase 1 prioritization, they may want to consider if they have the resources to participate in two projects, if both will be successful also in the final assessment of the full phase 2 proposals. If that is an open question, it will be fair to inform their co-applicants about that already now. Please also note that the Call states that MFA may make the processing of new applications conditional on if the total time allocation for a researcher on several projects exceeds what is considered feasible.

Q: Can the local partner PI be a person who is not yet PhD?
A: Yes, there is only a requirement for the Project Coordinator to be at PhD level. But it is important that the research team is able to document relevant scientific merits and qualifications as well as a research background within the topic applied for.

We ask Q1) if it is acceptable say for a faculty member or a post-doc from Tanzania to be part of several Danida applications within the same call, same/different themes? and Q2) if this will affect the evaluation process?
A1: There are only limitations regarding the project coordinator, who may apply for more than one project, but only one project per project coordinator may be approved for that funding window. The same researchers can be co-applicants on several research proposals, which will be in competition against each other, but if it turns out that two of these proposals are successful in the Phase 1 prioritization, they may want to consider if they have the resources to participate in two projects, if both will be successful also in the final assessment of the full phase 2 proposals. If that is an open question, it will be fair to inform their co-applicants about that already now.

A2:  It is up to the FFU and the Ministry of Foreign Affairs (MFA) to make the assessments of applications according to the Assessment Criteria stated in point 6 of the call text. But note that the Calls states that MFA may make the processing of new applications conditional on if the total time allocation for a researcher on several projects exceeds what is considered feasible.

Q: What is the expected number of partners (Window 2)?
A: The Call does not specify a maximum number of partners, but it will be limited by the grant of maximum DKK 5 million for each project, which  must be shared between partners in Denmark as well as those in the selected growth and transition country, including possible private sector partners. Furthermore, it is the experience that it is better if the number of partners in a research collaboration project is limited to what is manageable. The partnerships should be equal, and partners should be able to contribute actively in preparing the applications.

Q: International Institute of Tropical Agriculture Headquarters & West Africa Hub (IITA) has been operating in Tanzania since 1994, are we eligible to apply for this based on this, considering the MoU between IITA and the government of Tanzania (Window 1)?
A: Only national research-based institutions in Denmark, Ghana or Tanzania can apply under Window 1.  IITA is regarded as an international institution, and the fact that IITA has signed a MoU with the government of Tanzania does not change that. But IITA can participate in an application sent by a research institution in Denmark, Ghana or Tanzania. As stated in the Call for Window 1, International research institutions can be included in an application as subcontractors and can be supported by the grant for their direct services to the project activities (salaries and travel expenses covering their direct services to the project activities, and no administration fees).

Q: (Window 1) What is the maximum number of researchers that is permissible per each collaborating Institution? And how many per project? In the power point presentation under warning, it is stated 5-6. Is it per Project? Our project will involve Sokoine University and Copenhagen University. So around how many from each university?
A: There is no formal upper limit set in the Call for Window 1 to the number of researchers listed in an application from each partner institution. But it is stated that the application must list all partner institutions, and at least one researcher from each partner institution must be named and their CV’s attached. You do thus not have to list all the researchers to be involved from each institution until the Phase 2 application (if your Phase 1 applicant is selected). Note that the present Call states that all partners should be able to contribute actively in preparing the application, and that it is important that the project coordinator and the research team are able to document relevant scientific merits and qualifications as well as a research background within the topic applied for. When FFU in their presentation at the information meetings recommend not to apply for funding for the entire staff of your institution and that the number of key researchers should be limited to approx. 5-6, it is because they prefer the applications to be “focused, realistic and feasible”, and involving more than 5-6 researchers per institution may be unmanageable.  If you have not been involved in a Danida research project before, I suggest that you contact some of the researchers involved in ongoing and finalized projects at SUA, and hear about their experience with managing such a project. See http://drp.dfcentre.com/country/4849

Q: Can a researcher at a Danish university apply in the Windows 1 Call with a Tanzanian researcher/research institute as PI?
A: Please note that the Call states that experience shows that the project coordinator plays a key role in ensuring that a research collaboration project is successful, and that an effective engagement/ involve­ment of the project coordinator is required. The partnerships should be equal, and all partners should be able to contribute actively in preparing the applications. They can share the passwords and work on the application from both sides at the same time.

Q: How will the Embassies will be involved in the application procedure, and is there a different procedure for that concerning applications from Denmark and from Tanzania/Ghana?
A: You are not supposed to involve the Embassies at the application stage. As stated in the Window 1 Call, the applications received from Ghana and Tanzania will be assessed by National Screening Committees in these two countries, respectively. Based on that, the MFA will decide which applications should be forwarded for further assessment by the FFU in May 2017 together with the applications from Denmark. Reviews from the embassies form part of the overall basis for the assessments. The Danish MFA finally decides which applicants will be invited to submit an application in the final Phase 2 of the application process.

Q: Is it possible to apply for Ph.D.s at Danish universities in Window 1?
A: Support to PhD students is considered an important part of research capacity strengthening. The application should indicate the intentions for involvement of PhD students in the project, as well as involvement of post-doc and other researchers. PhD candidates from the priority countries included in the project must seek enrolment at a university in their home country, alternatively at a university in the region of the partner country. Enrolment in Denmark can only be considered if enrolment in the partner country or the partner country region is not possible, and if sufficient justification for this is provided. More details will be provided in the Call for Phase 2 applications for the prequalified applicants.

Q: Where can PhD students be enrolled? Must the students be enrolled in the host country? Here, a team member is with the Ethiopian Public Health Institute and would like to do a PhD. Is it possible to enroll this team member for the PhD studies at Syddansk Universitet – with a 12-month fieldwork period in the middle of the PhD to be carried out in Ethiopia?
A: PhD candidates from the priority countries included in the project must seek enrolment at a university in their home country, alternatively at a university in the region of the partner country. Enrolment in Denmark can only be considered if enrolment in the partner country or the partner country region is not possible, and if sufficient justification for this is provided. More details will be provided in the Call for Phase 2 applications for the prequalified applicants, but many of the present ongoing projects follow a ‘sandwich’ model for the PhD students with study stays in Denmark usually for a maximum period of three semesters.

Q: (Window 1) I understand that any researcher who is part of the application may submit the application through the platform, and it doesn’t need to be the project coordinator him-/herself submitting it – is that correct?
A: No, the Call clearly states that applications can only be submitted by universities or by a research-based institution (public and private) in Denmark, Ghana, or Tanzania, which will be responsible for the grant. The project coordinator must be attached to the applicant institution and plays a key role in ensuring that a research collaboration project is successful. In the electronic application system the project coordinator must register with her/his own e-mail address and password, and partners can access the application by using the same e-mail address and password. The project coordinator and the Head of the Responsible Institution/Department must sign the application. Applications not fulfilling the administrative requirements will be rejected.

Q: (Window 2) Does the Kenyan National Center for Cleaner Production (KNCPC) count as a research partner? The director has a PhD but does this suffice?
A: Insofar KNCPC as an institution is a research-based institution it should count as a research partner.

Q: Are we allowed to include Danish consultancy companies to a minor degree even though it is a research application?
A: It is stated in the Call that private sector in Denmark can be funded for their direct work input and expenses in relation to the project activities. Such partners are encouraged to contribute with additional resources (funding or in-kind) for the projects.

Q: (Window 2) Do you distinguish between project coordinator, project leader and project manager? Do you see it as a problem that I am the project coordinator, being the originator and creator of the project and part of the management team as a project leader and coordinator, while a technical person from the same department will be taking care of the general and administrative management of the project (manager)?
A: No we do not separate between Project Coordinator, Project Leader and Project Manager. When a project is granted the Project Coordinator has a special responsibility for the implementation of the project on behalf of the Responsible Institution. Some of our ongoing research projects funded by the Danish MFA have assistant/co-coordinators from their own department/institution. Administrative support must be covered by the overhead/administration fee.

Q: (Window 1) We face the problem on collaboration with the Universities in Denmark. We have searched using the links provided but we do not receive any response. Those who promised to forward the emails to the relevant recipients, have not given the feedback. Can you please advise us?
A: We acknowledge the challenge to find partners if you do not already have an established relationship, and we understand that you have searched research partners in Denmark by using the links suggested in the Window 1 call text. Kindly be aware that the contacts between applicants in the South and Danish researchers must be made directly between the two parties, which means that the establishment of partnerships is the responsibility of the researchers and institutions, as DFC does not have the mandate to play an active role linking up researchers.

THEME:

Q: Can an application relate to two themes?
A: No, only one theme must be chosen for each application, however, other themes can be referred to, but it is important to keep the research focus.

Q: W2 themes seem very specifically aimed at certain areas – how large a creativity span will Danida allow for in an application to meet the described purpose?
A:  The focus of the project must be well-defined with respect to the announced research theme in the chosen partner country.The thematic focus areas of the Window 2 Call are country-specific and they have been determined on the basis of the focus of Danish strategic cooperation in the countries, including the thematic focus areas of the programme “Partnering with Denmark”.

Q: In relation to Theme 1 for W1, how is it possible not to do “product development”, as advised in the PowerPoint under ‘Do not’s’ (from the information meeting)?
A: The project must be a research project and it is important to focus on testing and documentation, and not only product development, and surely relate it to the potential impact on societal level locally. It will be up to the FFU to make the assessments of applications according to the Assessment Criteria including the originality and innovative nature of the project, in terms of generating new knowledge; and, with respect to state of the art, the contribution to advancing research in the given field according to international standards.

Q: How can the collaboration with private companies avoid being seen as a development project?
A: Private companies do to a large extent also work with research projects, and in such a collaboration it is important to keep the research question and focus in mind. It will be up to the FFU to make the assessments of applications according to the Assessment Criteria including the originality and innovative nature of the project, in terms of generating new knowledge; and, with respect to state of the art, the contribution to advancing research in the given field according to international standards.

Q: Can a policy research project be considered?
A: Yes, it can, if it fits into one of the themes in the Call chosen– and please make sure the relevant theme text in the call is addressed. It will be up to the FFU to make the assessments of applications according to the Assessment Criteria including the originality and innovative nature of the project, in terms of generating new knowledge; and, with respect to state of the art, the contribution to advancing research in the given field according to international standards.

Q: What does “address the entire call text and not just part of the call…” mean?
A: It means that the applicant should make sure that the specified text for the relevant theme stated in the call text, within which the application falls, is addressed, and that all the requirements of the chosen Call is fulfilled.

Q: Can policy analysis be considered research?
A: It will be up to the FFU to make the assessments of applications according to the Assessment Criteria. It has to include a relevant research angle/topic, it is instrumental that the project is a research project, and not only a policy analysis. Important selection criteria are the originality and innovative nature of the project, in terms of generating new knowledge; and, with respect to state of the art, the contribution to advancing research in the given field according to international standards.

Q: Is the topic relevant to the objectives of the call?
A: DFC is not able to decide whether the topic mentioned is relevant to the objectives of the call, as it is up to the FFU and the Ministry of Foreign Affairs to make the assessments of applications according to the Assessment Criteria stated in point 6 of the call text.

Q: Does my subject (described in detail) fit into one of the announced themes of the Call (W2)?
A: The thematic focus areas of the call are country-specific and focus on areas where the strategic interest for Denmark and the partner country has been identified, in order for the projects to strengthen the bilateral collaboration within this area. The relevance of a proposal in this respect is an important part of the assessment and, as described in the Call, the focus of the project must be well-defined with respect to one of the announced research themes, the project must contribute to the overall objectives of the Danish strategic sector cooperation in the country (where relevant) or is must otherwise be relevant for strengthening commercial or political cooperation with Denmark;  and the project must respond to national development priorities related to the SDGs.  As the evaluation of the applications is not in the hands of DFC, we are not in a position to give advice on the relevance of a specific subject in relation to the themes of the Calls. You can check http://um.dk/da/danida/samarbejspartnere/minist/myndighedssamarbejde for further information about the “Partnering with Denmark” activities. If you find that your team of applicants and your planned project fill in the requirements and criteria of the Call in question, please apply.

ASSESSMENT:

Q: For W1, since the total budget frame has been cut to 2/3 of the previous Finance Bill, will FFU prefer shorter and cheaper projects to the usual project size
A: Project size and duration will not play a role in the assessment of W1 applications.

Q: What are the differences, strengths/weakness in terms of application success between North-driven and South-driven application?
A: It is not be possible to answer your questions, as the granting will all depend on the number of applications and the quality of the applications received. For your information, the terms North-driven and South-driven applications are no longer used, and the Call (Window 1) is applicable by research-based institutions in Denmark, as well as in Ghana, and Tanzania.

Q: Are W2 and MG applications linked or assessed individually?
A: They are assessed on an individual basis, but they can be linked, as they address the same themes in the growth and transition countries. Furthermore, the objective of the MGs is to support and strengthen the creation and development of networks and longer-term research collaboration between universities, research institutions, and private companies in Denmark, in the growth and transition countries and in Denmark within the areas of the strategic sector cooperation. A MG research stay may thus lead to a W2 application in later application rounds.

Q: I understand that the Call states that “A project coordinator may apply for more than one project, but only one project per project coordinator may be approved for this funding window.” But can I be coordinator of one project and team member of another?
A: All applications for the same window (1 or 2) will be in competition against each other, judged by the criteria described in the Calls. A researcher can be part of several applications, but must be aware that only one of the applications of which she/he is the project coordinator can be selected for phase 2 within each funding window.

Q: What is the approximate success rate for the Phase 2 submissions?
A: It has been approximately 50% in previous application rounds.

Q: For a W1 project in e.g. Afghanistan (or another less secure state), suitable research institutions of high quality could be difficult to identify. Should an application in such a case be of a shorter duration/smaller budget, as the research quality could probably be challenged in comparison with the more established priority countries?
A: For research projects in less secure countries, it could be an advantage to set up a more regional focus, including other eligible countries.

Q: How can we handle that research questions are more obvious in some of the W2 themes than in others?
A: In some of the themes it is up to the applicants to define the research angle within the defined theme related to the strategic sector cooperation.

Q: Is it considered being a disadvantage to apply for both W1 and W2?
A: No, this will not be considered a disadvantage.

Q: For W2, how is it foreseen that research capacity is embedded in the W2 as PhD students are not eligible in this window?
A: It is foreseen that in the new application round for a continuation project under W2 it should be possibility to include PhDs, but for this window the capacity building could be in terms of capacity building within laboratory services/SOPs, library services, policies on dissemination strategies, etc.

Q: What is the procedure for the evaluation of the applications in Window 2? Specifically, is it the same panel which evaluates applications under Window 1 and Window 2, and how are embassies/growth counsellors involved in connection with Window 2?
A: Reviews of the applications: All applications received within deadline will be reviewed by DFC for formal requirements (refer to section 11), and applicants rejected for not fulfilling the formal requirements will be informed. The MFA will as a first step assess the relevance of the applications based on the criteria described in the Call and provide a statement to the FFU assessment.
Prequalification: The applications are assessed by the FFU in May 2017. Based on the recommendations of the FFU, the Danish MFA makes a decision on which applicants should be invited to apply in Phase 2 of the selection process. If the total amount of qualified applications exceeds the available funding allocation, the MFA will select the best projects based on the FFU assessment of the above criteria and consider an even distribution between the countries. If and when required, the MFA will conduct a consultation procedure in accordance with § 19 of the Danish Public Administration Act.
In Window 2 it is expected that the relevant embassies/growth counsellors will be involved in the assessment of the relevance criterion. The Consultative Research Committee for Development Research (FFU) will be involved in the assessment of both Window 1 and Window 2 applications.

Q: (Window 2): Is it correctly understood that the FFU who will assess the applications all have technical/scientific background but no specific background within the research themes?
A: It is stated in the Call that the Ministry of Foreign Affairs will as a first step assess the relevance of the applications based on the criteria indicated in the Call. In Window 2 it is expected that the relevant embassies/growth counsellors will be involved in the assessment of the relevance criterion. The Consultative Research Committee for Development Research (FFU) will be involved in the assessment of both Window 1 and Window 2 applications.

E-APPLICATION:

Q: We find that references to publications are necessary in order to describe the state-of-the-art of the research. It will take up a lot of space in the project description which is limited to the 4 pages, so is there another way to submit a list of references?
A: You can include the references to bibliographic sources in the 4-page proposal as you find it relevant and necessary.  We are aware that the limited space does not allow you to include all the information you may want, but the Phase 1 application is to be regarded as a concept note, and you must consider which information is the most relevant to fulfil the selection criteria described in the Call. You cannot attach a list of references, and the Call states that only the required appendices (CVs and signatures) will be considered. Please note that the CVs attached must include a list of your key publications relevant for the application.

Q: The limit for the project description is mentioned as 4 pages or max 10.000 characters. Does this include the literature list as well, or is it excluding that?
A: The maximum number of characters (with spacing), possible to type into the e-application form for the description of the concept for the project, is 10.000. Please check that your text has not been cut short before submitting.

Q: There is no mention of use of references in the project description text. What is your view on that – should we or should we not use references to support our statements?
A1:  It t is up to you to decide which information is the most relevant to include in the limited text. Also note that the CVs attached must include a list of key publications and patents relevant for the application.

A2: The Call states that the application must comprise the e-application form, one appendix with the CVs of all researchers named, and another appendix with the signatures of the project coordinator and the Head of the Responsible Institution/Department, as per the template for signatures to be found in Step 5.  No other appendices will be considered. The Call further states that the CVs must specify the researcher’s scientific qualifications, managerial skills, and experience from developing countries, and must include a list of key publications and patents relevant for the application.  The length of the CVs must be no more than 2 pages per person.  If you find that the 2-page CV cannot contain all the information about publications relevant for evaluating the Phase 1 application, you can in the CV’s include a link to their full publication list, which the reviewers may want to use.

Q: Please let me know whether it is acceptable to insert in the project description a figure, say exemplifying the project research framework.
A: The content of the project description must be according to the call, and it is not possible to insert figures in the text field in the electronic application system.

Q: Is there a need for the Danish collaborating institution to submit a letter of intent (personal statement) during the submission of the proposal?
A: There is no requirement for such letter of intent to be uploaded with an application in Phase 1. In the call text you will find in point 9 the required format of application and appendices to be uploaded with the Phase 1 application.

Q: Often the internet is not working – can we work offline and cut/paste the text into the application form?
A: Yes you can work offline and paste the text into the application form. Be aware of the maximum allowed number of characters within each text box (the surplus will be cut off), and do remember to save the changes once the form has been changed! If you do not save, the changes will be lost when shifting to another step in the application form.

Q: Who should sign the signature page template in the e-application?
A: Signatures by the project co-ordinator and head of responsible institution/department must be entered into the template for appendix B, which is found in Step 5 in the e-application.

Q: The number of pages (4 A4) do not match with the number of characters mentioned (10,000 with spaces). For example, I have 3.25 pages (Times New Roman, 11 points, Single spacing, 1 inch margin). This gives >15,000 characters including spaces. Which one should we adhere to? page numbers or character counts?
A: It is 10,000 characters that could be entered. We refer to the upper text in the e-application box about this matter: Note: The character-count is not totally identical for a Word document and the electronic application. As long as the entry has a green tick, the application can be submitted. The red X and the green tick are the important determining factors.

Q: In the e-application system, in the ‘Description of project idea’ field and other fields with a max char counter on, characters like ( ) ‘ and “ will count for 5 or 7 characters – leading to large differences between char counts in MS Word and your system. I know there is a note about this in the lead intro, but it defies meaning that common characters like ()” count so differently.
A: In the e-application system some special characters, like you mention them, count for more than they are – therefore, the application system allows 10% more characters than stated in a field to compensate for this, meaning that a max. of 5,000 characters would allow you to submit the application also with up to 5,499 characters, and here the red X and the green tick in the system are the important determining factors.

Q: I am working on an application in Window 2 about a project in Colombia, in which companies in Denmark and Colombia are involved, and I would like to make their project activities visible. Should I include company declarations with the CVs, or just mention that the companies are involved in the project?
A: Only CVs and signature page can be uploaded to the application as Appendices, including CVs of the named persons from the private companies, and their relevance could be mentioned in the project description.

Q1: There is no mention of use of references in the project description text. What is your view on that – should we or should we not use references to support our statements?
A1:  It t is up to you to decide which information is the most relevant to include in the limited text. Also note that the CVs attached must include a list of key publications and patents relevant for the application.

Q2: Can we include the references as an appendix?
A2: The Call states that the application must comprise only the e-application form, one appendix with the CVs of all researchers named, and another appendix with the signatures of the project coordinator and the Head of the Responsible Institution/Department, as per the template.  No other appendices will be considered. The Call further states that the CVs must specify the researcher’s scientific qualifications, managerial skills, and experience from developing countries, and must include a list of key publications and patents relevant for the application.  The length of the CVs must be no more than 2 pages per person.  If you find that the 2-page CV cannot contain all the information about publications relevant for evaluating the Phase 1 application, you can in the CV’s include a link to their full publication list, which the reviewers may want to use.

Q: I can’t seem to find an indication or guideline for how references to literature are to be treated – how may they be formattet? Would numbers to the reference in the text, followed by a list of references at the end of the document be sufficient? I understand the references are part of the 10,000 word and space count of 4 pages?
A: You must consider which information is the most relevant to include in the application, in order to fulfil the selection criteria described in the Call. If you want to include references, do it as you find it most appropriate.  Also note that the CVs attached from each researcher must include a list of his/her key publications relevant for the application.

Q: In the online form and in the call it is listed that the cv of the participants is needed, “Appendix A – CVs: A front page of the appendix must be inserted, listing the CVs of the project coordinator and all other researchers who are named in the application Step 1A, listed in the order in which they appear”, but they do not say whether the CV of the private sector participants is needed or not.
A: At least one person from each private sector partner must be named and their CV attached to the application.

Q: (Window 1) Under step 2 in the e-fond site there is room for stating “Application building on previous Danish MFA or application”. We have had DFC-funded projects before, but the application we are about to submit does not directly build on – or is an extension of previous projects. Do we still have to state the previous projects in this box?
A: If the application is not building on or associated with a previous Danish MFA grant or application it is not required that you state it in the box. Though, if you find it relevant information you can still list your previous Danish MFA funded projects.

Q: The project description should be only 10,000 characters long and written using three pre-defined headings (1. State of the art, rationale, and relevance, 2. Objectives and results expected, 3. Indicative project methodology). This do not leave room for a reference list. Do you expect that state-of-the-art, methodology etc. is backed up by references listed at the end of the project description?
A: We are aware that the limited space does not allow you to include all the information you may want, but the Phase 1 application is to be regarded as a concept note, and you must consider which information is the most relevant to fulfil the selection criteria described in the Call.  Also note that the CVs attached must include a list of key publications and patents relevant for the application.

Q: (Window 1) Should unnamed PhD students be added as ”participating researchers” in the e-application system?
A: (Window 1) In Step 2 in the application form you must indicate the “Number of PhD studies included in the project”. Step 1A is for participation researchers/partners. More information concerning the PhD students will be required in the Phase 2 application for those being pre-qualified.

Q: (Window 1) Can we upload a letter of interest from a research partner into the e-application system?
A: No, it is only possible to upload the two required appendices, and only the required appendices will be considered.

Q: (Window 2) Is it correct that we have to formulate the innovative elements in a technically complex project in 10,000 characters at the same time as partners are also expected to be involved in the formulation and their roles and competences described, including literature review and references?
A: We are aware that the limited space does not allow you to include all the information you may want, but the Phase 1 application is to be regarded as a concept note, and you must consider which information is the most relevant to fulfil the selection criteria described in the Call.  If you want to include references, do it as you find it most appropriate. Also note that the CVs attached from each researcher must include a list of his/her key publications relevant for the application.

Q: (Window 1) How do we mention ”identified” participating researchers, as we have four unnamed PhD students in the project who are going to be recruited though open call, should they be mentioned as NN in the Phase 1 application?
A: In the application form for the Window 1 Call the “number of PhD studies included in the project” must be entered in Step 2 while Step 1A is for participation researchers/partners. More information concerning the PhD students will be required in the Phase 2 application for the pre-qualified applicants.

Q: (Window 1) My question is, should we only include the researchers from both universities under step 1 and CV under step 4 or should we include the governmental and private companies under step 1 and 4?
A: You have to enter all partners in step 1A in the application form. At least one researcher/person from each partner institution and enterprise must be named and entered and their CV included.

Q: Can we re-submit or add data to the application after having submitted the application and after deadline?
A: Reference is made to the Call text stating that “ it is not possible to make corrections to an e-application after it has been submitted”. This means that at the deadline tomorrow 3rd March, 2017 at 12:00hrs Danish time, the application round will be closed, and no further applications can be submitted and no further data can be added to already-submitted applications.

BUDGET:

Please note that you do not need to make a detailed budget for the Phase 1 applications, as these are concept notes. More details about the budget will be provided to the successful Phase 1 applicants in the Call for Phase 2, and you will thus have to wait to work out the budget details until a possible Phase 2 application. For now, it is our best advice that you put your effort in the planning of the project properties which are crucial for being selected in Phase 1, as it is described in the criteria for selection in the Calls.

Q: Is there a specific budget template to be used (window 1)?
A: No, only the eligible costs/budget items are listed in the Phase 1 Call. More details about the budget will be provided to the successful Phase 1 applicants in the Call for Phase 2. You may take a look at the Phase 2 Call of the previous round (2015), link http://dfcentre.com/research/calls-for-applications/previous-application-round/ but some conditions may differ in the Phase 2 of this round which is not yet specified.

Q: Being a Danida priority country, would a research institution in Kenya qualify for overheads as part of the study? In order words, would Danida accept a project budget that includes overheads to the Kenyan partner institution?
A: Following the instructions in the Call, overhead for a partner institution in Kenya can be covered.

Q: How much is a private sector partner expected to contribute?
A: The actual level of co-funding expected will be agreed during preparations for phase 2 applications.

Q: Is it expected that Danish institutions contribute with some sort of co-financing? For example 10% of the amount they are asking for?
A1:  It is not a requirement in the Window 1 Phase 1 application to inform about co-funding from Danish institutions. But, for the successful applications there may be requirements in the Phase 2 Call.

A2: For co-funding related to Window2 we refer to the call text under point 9 Financing: “For the purposes of a Phase 1 application, an estimate of the grant applied for is expected for an amount not exceeding 5 million DKK for an 18-36 months’ project. Other funding sources and an estimated total project cost should be indicated”. Approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. It is expected that research institutions partner countries will provide a monetary or in-kind contribution to the project (salaries, equipment or materials). The actual level of co-funding expected will be agreed during preparations for phase 2 applications. In a possible subsequent project after the pilot project, it would be expected that a substantial co-funding is provided from public or private partners. Co-funding from the Main Applicant is encouraged.

Q: In less secure areas, can security costs be covered by the project?
A: Such detailed budget questions is mostly relevant in a possible phase 2. The question has to be handled case by case, as this is not something Danida/FFU has encountered in previous application rounds.

Q: Expenses for North-related expenses for field work in the South, should this be put on the North or South budget share?
A: As a general rule, the expenses should be covered by the executing part, e.g. North budget should cater for activities done by the North partner no matter location for the activity.

Q: What is actually meant with “direct services” to be provided by the sub-contractors – could you please better define the concept and make some examples?
A: Direct costs means costs of the research and capacity building activities delivered to the partner institution, typically salaries for the actual work, and travel expenses, and no administration fees can be covered. That will be explained further in the Phase 2 Call to the prioritized applications.

Q: Is it possible to finance a 2-3 years stay/work in the laboratory of some PhD students from the priority countries in a subcontracted university?
A: As stated in the Call (W1), PhD candidates from the priority countries included in the project must seek enrolment at a university in their home country, alternatively at a university in the region of the partner country. Enrolment in Denmark can only be considered if enrolment in the partner country or the partner country region is not possible, and if sufficient justification for this is provided. More details will be provided in the Call for Phase 2 applications for the prequalified applicants. The ongoing projects follow a ‘sandwich’ model with study stays in Denmark usually for a maximum period of three semesters. It may be possible to accept similar shorter stays of PhD students from the priority countries in a third (non-priority) country, but only if it is justified that it is necessary and that it is not possible in Denmark or in the region.

Q: Could South-South exchange programmes (among researchers from priority countries) be also financed?
A:  If a project has a partner institution in two priority countries, “South-South” exchange of researchers and PhD students at study stays may be accepted, if this is justified.

Q: In the call text for window 1, we have noted that ‘The percentage of the budget to Danish and South-based research institutions must reflect the importance given to the research capacity strengthening of the South-based partners, e.g. by providing around 60% of the budget to South-based research institutions and 40% of the budget to Danish partners’. We are preparing a proposal for window two, but in the call text for window two, I have not been able to find a similar recommendation. I wonder if you could share with me a recommendation of how big a share of the budget should be allocated to South-based research institutions.
A: Yes, there is no specific requirement in the Window 2 Call for a 40/60 share of a possible Phase 2 budget. But it is still possible that such further requirements may be added in the instructions to the successful applicants when they plan a Phase 2 application.  You do not have to work out all the budget details in order to submit a Phase 1 application. But, please note that the Window 2 call states: “In order for research partners to benefit from the collaboration, partnerships should be equal, and partners should be able to contribute actively in preparing both Phase 1 and Phase 2 applications. Research applications which have been prepared without the active involvement of partners in growth and transition countries will not be approved. Other important aspects of equal partnerships include joint fieldwork, joint publishing, knowledge sharing, access to databases and libraries, etc.”, and: “Approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country”.

Q: How can we balance the two requirements of having approximately the same level of researcher work time in Denmark and in the partner country (taking the higher salaries in Denmark into account), and the requirement of striking a balance in the distribution of the budget on the two sides?
A: Note that the required balance is for the total budget, and not for the individual budget lines. So, as most of the research activities and other costs usually are placed on the partner side, it will be possible to achieve the required balance of the total budget, despite the higher salary level in Denmark.

Q: Is any limit to the number of research stays (and the number of researchers) in Denmark from the partner country in Window 2 projects?
A: As you can read in the Window 2 Call for Applications, at present there is no limit to the number of research stays in Denmark of a particular researcher, nor to the number of researchers on research stays in Denmark. But, a research stay in Denmark can be up to six months’ duration, and, when planning the number of research stays, it is advisable to consider the added value of the stays to the research project as a whole, – also in terms of budget implications.

Q: Can a researcher on a research visit in Denmark get compensation for his full salary, if he only receives part (up to half) of his salary which he would otherwise receive from his own institution?
A1: Salaries for the visiting researcher or Danish researchers (including project coordinator) cannot be covered by the Mobility Grant, and must be covered by the researchers’ own institution.

A2: If your question concerns a Window 2 Call: The general conditions for Windows 2 projects are not ready yet, but most likely the conditions for this project modality will be similar to the conditions for the presently ongoing grants. In that case, an agreement as mentioned might be possible. You will thus have to wait to work out the budget details in a possible Phase 2 application.

Q: In the General Conditions document it is stated that “It is not accepted that staff is paid allowances on top of the salaries already received from the institution.” After speaking with my potential co-applicants, it appears to me however that a faculty member does get paid an extra percentage from research grants on top of their base salary. According to the wording of the general conditions, I suppose that this is not allowed. So how do I make sure that they follow what is stated in the general conditions?
A: Please note that the Phase 1 application is only a concept note and the detailed questions concerning the future budget can wait until a possible Phase2 application, unless the question is critical for the participation of a partner. Top-ups are not allowed, but compensation payment for over-time is possible and in that case a written agreement/contract must be entered. Please refer to the General Conditions “Salaries for staff, disbursed through the grant, must follow the appropriate tariffs applying to the local institution in question. It is not accepted that staff is paid allowances on top of the salaries already received from the institution. Salaries are either compensation/replacement salary paid to the institution for the time the staff allocates to the project, or compensation payment for over-time, either hourly or performance based. In the case of over-time payment, a written agreement must be entered between the institution and the researcher. Double salaries and payment of consultancy fees will not be accepted”. Link to General Conditions at DFC’s website:  http://dfcentre.com/wp-content/uploads/2017/01/General-Conditions-2017.pdf

Q: Could pre-existing data (e.g. geophysical) in custody of some of the local partners be consider­ed as co-funding? In our specific case, in “normal” conditions, the local partner sells those data (while, within the framework of DANIDA project, it is ready to provide them for free to the other project partners). And, in the case the local partner has just invested a lot of money on its own in the data collection before the present project, and it is willing to share them with the rest of the partner consortium? Can those recently collected data be considered as co-funding?
A: Please consider if such very detailed budget questions are necessary to be answered at this stage of the project planning.  Note that you do not have to have a detailed budget worked out for the Phase 1 application, and that the instructions for the budget of the full (Phase 2) applications will be worked out at a later stage. For now, it is our best advice that you put your effort in the planning of the project properties which are crucial for being selected in Phase 1, as it is described in the criteria for selection explained in the Calls.  But, if it is crucial to know a reply in order for the partners to decide if they will participate in the participate in a preliminary (Phase 1) proposal: Yes, data which represents a specific financial value could probably be considered as “in-kind” contribution, if you can explain it in the budget comments in a possible Phase 2 application.

Q: Can institutions from non-priority countries be sub-contractors in a FFU project?
A: Yes – International research institutions and research institutions in countries outside Denmark and outside the partner countries can be included as sub-contractors and can be supported by the grant for their direct services to the project activities.

Q: What are the overhead rates for research institutions in China and other partner countries in the Window 2 applications?
A: The current General Conditions http://dfcentre.com/wp-content/uploads/2017/01/General-Conditions-2017.pdf state that overhead in South-based research partner institutions at present  is max. 12 %, depending on local conditions. More details about the budget, including possible specific conditions for China, will be provided to the successful Phase 1 applicants in the Call for Phase 2. The Phase 1 application is to be regarded as a concept note, just asking for the estimated total sum of the budget, and you will thus have to wait to work out the budget details until a possible Phase 2 application. The General Conditions will be updated before the new Windows 2 projects will start.

Q: We ask about the size of the overheads to partners in the Growth and Transition countries (W2)
A: The Call states that overhead/administration fees are covered for research institutions in Denmark and the partner country. Maximum overhead rates must follow the General Conditions for ongoing projects, see: http://dfcentre.com/wpcontent/uploads/2017/01/General-Conditions-2017.pdf.  The current General Conditions state that overhead in South-based research partner institutions at present is max. 12 %, depending on local conditions, but the General Conditions will be updated before the new Windows 2 projects will start. More details about the budget, including possible specific conditions for the countries (here: Mexico), will be provided to the successful Phase 1 applicants in the Call for Phase 2.

Q: What percentage of co-financing is expected in Window 2?
A: The Call explains that the actual level of co-funding expected will be agreed during preparations for phase 2 applications. Approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. It is expected that research institutions partner countries will provide a monetary or in-kind contribution to the project (salaries, equipment or materials). In a possible subsequent project after the pilot project, it would be expected that a substantial co-funding is provided from public or private partners. Co-funding from the Main Applicant is encouraged.

Q: What does the 44% overhead cover (Window 2)?
A: The Call explains that the overhead must follow the General Conditions for ongoing projects, see: http://dfcentre.com/wp-content/uploads/2017/01/General-Conditions-2017.pdf. They state that the overhead covers the following general administration costs: Office expenses and office set-up expenses (office furniture, rent, cleaning, stationery, transport, electricity and water, support staff, and other operating expenses); Expenses relating to staff carrying out general administrative assignments, such as budgeting and accounting tasks; and the Head of Institution’s involvement in the cooperation. Additional funds cannot be allocated to these types of expenses over and above the overhead.  More details about the budget will be provided to the successful Phase 1 applicants in the Call for Phase 2. The Phase 1 application is to be regarded as a concept note, just asking for the estimated total sum of the budget, and you will thus have to wait to work out the budget details until a possible Phase 2 application.

Q: Is there a fixed level for the PhD costs (taximeter grant) (Window 1)?
A: Note that the Call states that PhD candidates from the priority countries included in the project must seek enrolment at a university in their home country, alternatively at a university in the region of the partner country. Enrolment in Denmark can only be considered if enrolment in the partner country or the partner country region is not possible, and if sufficient justification for this is provided. More details will be provided in the Call for Phase 2 applications for the prequalified applicants.  The present ongoing projects all follow a ‘sandwich’ model with study stays in Denmark usually for a maximum period of three semesters, and the taximeter fee must be shared according to the periods of stay at each university. The taximeter/educational grants must follow the rules and regulations of the institution and is intended to cover expenses incurred in connection with the grant, i.e. supervision, courses, brief trips, study periods at other institutions. Such expenses can thus not be covered under other budget lines.  But these rules may be subject to change in the Phase 2 Call.

Q: What do we do about a Danish private sector partner which will not be able to co-finance?
A: The actual level of co-funding expected will be agreed during preparations for phase 2 applications.  The Window 2 Call states that it is strongly encouraged to involve partners from the private sector and national authorities in the partner country or in Denmark in the research project, and they are encouraged to contribute with additional resources (funding or in-kind) for the projects. In a possible subsequent project after the pilot project, it would be expected that a substantial co-funding is provided from public or private partners. Co-funding from the Main Applicant is also encouraged, while it is expected that research institutions in partner countries will provide a monetary or in-kind contribution to the project (salaries, equipment or materials).

Q: Please, I need some clarification on the calculation of “man months” as used in the e-application system, step 1.
A: In the explanations attached to Step 1 of the application you are asked to enter the anticipated involvement in the project by each researcher in “man months”.  One “man-month” covers one person’s time spent working only on the project activities for a month. But, for the Phase 1 application, we just ask for an estimate of the working time for the project, and more information will be given to the successful applicants who proceed to the Phase 2 application. The projects granted must follow the General Conditions referred to in the Call, and they  state that the responsibility for employment conditions (announcement, leave, salary, etc.) for staff engaged by the project and whose salaries are covered by the grant, rests with the institution at which the individual staff is employed, and they must ensure that the salaries covered by the grant correspond with the effective work time on project activities and that they follow the appropriate tariffs applying to the institution.

Q1: (Window 2) Call for Phase 1 applications point 9 Finances states that  ”Approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country”. You ask if that means that the time must be equally divided between Denmark and Bangladesh?
A1:  The Call clearly states that approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country.

Q2: (Window 2) Is it possible to employ 2 PhD students at a Danish university with a half year stay in Bangladesh, supervised by a professor there?
A2: It is not possible to include PhD studies in a Window 2 project.

Q3: (Window 2) Must the expenses be equally shared between the partners or can it go primarily to one of the partners with co-funding from the other partners accordingly?
A3: The actual level of co-funding and will be agreed during preparations for phase 2 applications. If a requirement will be decided for the min./max.  share of the budget for each partner, that will also be described in the Phase 2 Call.

Q: (Window 1) Does the 10 mil. max amount applied for include overhead?
A: The total grant which can be applied for is DKK 10 mio.  inclusive of overhead.

Q: (Window 1) Can projects be proposed which run shorter than 5 years?
A: The duration of projects is up to 5 years. It can thus be shorter than 5 years.

Q: (Window 1) Would Danida like to see a particular set ratio of funds applied for from Danida vs. co-financed resources?
A: A ratio for co-funding is not specified in the Call, but other funding sources (expected co-funding) should be indicated.

Q: (Window 1) Can I have a guideline for a research budget? I find it important to enable a better and informed expenditure line.
A: The Phase 1 application is to be regarded as a concept note, just asking for the estimated total sum of the budget, and you will thus have to wait to work out the budget details until a possible Phase 2-application. Therefore, you do not have to have a detailed budget worked out for the Phase 1 application, and the instructions for the budget of the possible full (Phase 2) applications will be worked out at a later stage. For now, it is our best advice that you put your effort in the planning of the project properties which are crucial for being selected in Phase 1, as it is described in the criteria for selection explained in the Calls. In the Question and Answers at DFC’s website you could find answers to some specific budget-related questions from applicants, link: http://dfcentre.com/research/calls-for-applications/questions-and-answers/. We also advise you to seek advice from the previous Call for Applications 2015-Phase 2, section 8, Finances, as these guidelines for budget items will most likely form the basis for the outline of the 2017 Call for Applications-Phase 2. Link: http://dfcentre.com/research/calls-for-applications/previous-application-round/

Q: Do we write the “In-kind” contribution (such as the time of a researcher)  in the box:  ”Expected co-funding in DKK, if applicable”?
A:  Yes, and in the textbox you can add any relevant comments to the estimated grant applied for/total budget such as co-funding from participating institutions, etc.

Q: We will include salaries and travel expenses for International partners (in this case from Bahrain and Germany) who will be sub-contractors. They will contribute with their salaries. Can their salaries be regarded as co-financing?
A: Yes for now, if you explain it in the textbox. If your application proceeds to a full Phase two application, there may be further requirement concerning co-funding, as the co-funding expected will be further specified in the Phase 2 Call.

Q: Is it correctly understood that we should not upload a detailed budget, only the overall cost description in Step 3 of the application?
A: Yes, you do not have to make a detailed budget for the Phase 1 applications, as these are concept notes, and you must only include the total sum applied for, the expected possible co-funding, and the expected total budget sum.  More details about the budget will be provided to the successful Phase 1 applicants in the Call for Phase 2, and you can thus wait to work out the budget details until a possible Phase 2 application.

Q: The estimated sum given in Step 3, is that binding for an eventual Phase 2 application?
A: As it is an estimate, it is not binding, only indicative. But the maximum limit of 10 million DKK will apply for the Phase 2 Call.

Q: (Window 1) Is it possible to apply for funding of PhDs, if so, is educational grants eligible costs?
A: Yes, it is specified in the Call (Window 1) under eligible costs that ”Tuition Fees and educational grants to PhD students from the priority countries” can be included.

Q: (Window 1) Could we apply for salaries to all occupational categories (for instance postdoc)?
A: More details on the budget will be provided in the Call for Phase 2 applications for the prequalified applicants. We do not have the budget specifics for Phase 2 detailed yet, but postdocs (as you mention) in the ongoing MFA-supported research projects can receive salary, while administrative staff must be covered by the overhead.

Q (Window 1) How do we handle the division of expenses between Denmark and a partner country? Could a conference held in a partner country and which include participation of persons from Denmark be an expense in the partner country?
A: More details on the budget will be provided in the Call for Phase 2 applications for the prequalified applicants. In the ongoing MFA-funded projects, though, the expenses for a conference in the project partner country would normally be split between the two. Expenses for travel and stay (Budget line: Expenses for trips abroad and fieldwork) for the Danish participants would be part of the Danish institution budget, while the conference expenses in the country would be on the partner institution budget.

Q: (Window 1) Is it expected that the project coordinator as well as senior staff (for instance senior lecturer) in both Denmark and in the partner country (Kenya, in our case) allocate man months in the project?
A: It is stated in the Call: Experience shows that the project coordinator plays a key role in ensuring that a research collaboration project is successful. An effective engagement/ involvement of the project coordinator will entail a substantial workload, noticeably at the beginning of the project.  Furthermore the Call emphasizes that, in order for research partners to benefit from the collaboration, partnerships should be equal, and partners should be able to contribute actively in preparing both Phase 1 and Phase 2 applications. Research applications which have been prepared without the active involvement of partners in priority countries or Denmark will not be approved. Other important aspects of equal partnerships include joint fieldwork, joint publishing, knowledge sharing, access to databases and libraries, etc. other than what is normally expected for research collaboration projects, in terms of joint activities and publications.

Q: (Window 1) Is co-funding generally expected from the Danish partner and all Kenyan partners?
A: The expectation for co-funding from Danish and partner institutions in priority countries is not detailed in the Phase 1 Call. In the Call it is stated partners from the private sector and national authorities in the partner country or in Denmark are encouraged to contribute with additional resources (funding or in-kind) for the projects. In the application form Step 3, you must fill in estimated grant applied for in DKK, expected co-funding and expected total project budget are required, and you can make comments to the estimated grant applied for/total budget such as co-funding from participating institutions, etc.

Q: (Window 1) Could PhDs be financed both in Kenya and Denmark?
A: The Call states that PhD candidates from the priority countries included in the project must seek enrolment at a university in their home country, alternatively at a university in the region of the partner country. Enrolment in Denmark can only be considered if enrolment in the partner country or the partner country region is not possible, and if sufficient justification for this is provided. It is furthermore indicated in the Call under eligible costs that tuition Fees and educational grants can be included for PhD students from the priority countries.

Q: (Window 1) Could postdocs be financed both in Denmark and Kenya?
A: Yes, the postdocs can be included as participating researchers in Step 1A.

Q: (Window 2) Can Danish science-based companies associated with the project be calculated as Danish research hours?
A: It is said in the Call that approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. More details on the budget will be provided in the Call for Phase 2 applications for the prequalified applicants.

Q: (Window 2) To what degree is it expected that my Kenyan partner country will co-finance the project?
A: In the Call it is stated that it is expected that research institutions in partner countries will provide a monetary or in-kind contribution to the project (salaries, equipment or materials). The actual level of co-funding expected will be agreed during preparations for phase 2 applications. In the application form Step 3, you must fill in estimated grant applied for in DKK, expected co-funding and expected total project budget are required, and you can make comments to the estimated grant applied for/total budget such as co-funding from participating institutions, etc.

Q: (Window 2) Are we allowed to give salaries to ministries and other officials in Kenya or only operating costs?
A:  It is stated in the Call that it is strongly encouraged to involve partners from the private sector and national authorities in the partner country or in Denmark in the research project, and grant funding can be used for their direct work input and expenses in relation to the project activities.

Q: (Window 2) I cannot find a place in the e-application to type in the expected number of PhDs in the Window 2-application?
A: PhD students can be included in the Window 1 applications, but not in Window 2 applications, as the grant period is up to three years as a maximum. It is stated in the Call that “These initial research projects are considered pilot projects and will subsequently be eligible to apply for an additional grant based on a new application as a continuation of the partnership (assuming approval of a funding envelope for subsequent years). It is envisaged that the extension project could be up to 5 years’ duration with an additional grant of up to DKK 10 million”. PhDs may be involved in a possible continued Window 2 project.

Q: It is confusing since the call doesn’t mention that you cannot apply for funding for a phd student.
A: PhD students can be included in the Window 1 applications, but in Window 2 applications this is not possible, as the grant period for the latter is up to three years as a maximum. It is stated in the Call that “These initial research projects are considered pilot projects and will subsequently be eligible to apply for an additional grant based on a new application as a continuation of the partnership (assuming approval of a funding envelope for subsequent years). It is envisaged that the extension project could be up to 5 years’ duration with an additional grant of up to DKK 10 million”. It is foreseen that PhDs can be involved in a possible continued Window 2 project.

Q: (Window 2) It is mentioned in the Call that an equal level of researcher work hours is expected among the partner countries and that some kind of co-funding from the two countries is expected, does that mean that the Danida grant is expected to be shared equally between the two partner countries no matter what?
A: It is stated in the Phase 1 Call for Window 2 that approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. The Phase 1 application is to be regarded as a concept note, just asking for the estimated grant applied for in DKK, expected co-funding and expected total project budget. More details on the budget will be provided in the Call for Phase 2 applications for the prequalified applicants.

Q: Can we apply for 5 mio and share it only with the Danish partners? What about the Chinese/African ones, How will they get benefit from this budget (We don’t see anything in the call about it)? Should we get all the funds and transfer some part to them?
A: The grants are for research collaboration projects. Research-based institutions in Denmark are eligible for these research grants and only in partnership with research institutions in the partner countries (for Window 2 in the selected growth and transition countries). Approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. In order for research partners to benefit from the collaboration, partnerships should be equal. More details on the budget will be provided in Phase 2 for the prequalified applicants but the grant must cover both the Danish part and the partner institution(s) part of the budget. In the on-going research projects supported by the Danish MFA the Danish Responsible Institution receive the annual installments and disburse to the partners according to the approved budget. More information on the administration of on-going projects can be found in the General Conditions for Grants is available on our website, link  http://dfcentre.com/research/general-conditions-and-forms-for-research-projects-2/.

Q: (Window 2) Is it possible to include MSc’s in the W2 application?
A: It is not stated in the Phase 1 Call for Window 2 that MSc’s could be included in such research collaboration project in which strategic research cooperation is in focus. There may be more information on this in the Call for Phase 2 for the prequalified applicants. Even though not directly comparable, it was stated in the Phase 2 Call 2015 for research in Danida priority countries that “Master students in Danida priority countries, but not in Denmark, may be supported in exceptional cases”.

Q: I have a question about the budget. The call states that there should be an equal level of work time divided between DK and the partner country. Does that include the whole project including co-financed salary, or does this requirement only cover the activities we apply for funding from Danida for?
A: It is stated in the Call that approximately the same level of researcher work time on the project is expected between Danish researchers and researchers in the partner country. Further details will be available in the Call for Phase 2 applications for the prequalified applicants. With regard to the budget in the Phase 1 application you must fill in the estimated grant applied for in DKK, expected co-funding in DKK, and expected total project budget in DKK, and you can make comments to the estimated grant applied for/total budget such as co-funding from participating institutions, etc.

Q: Is there a specified mandatory/minimum requirement for the main PI’s man month?
A: No, it is advised to expect that an effective engagement/ involvement of the project coordinator will entail a substantial workload, noticeably at the beginning of the project. The amount of time set aside for the management must thus be adjusted to the complexity of the project. Further specifications concerning such a minimum requirement may be described in the Phase 2 Call for the successful Phase 1 applicants. In earlier rounds of applications, it was stated that an effective engagement/ involvement of the main applicant must entail a work load of at least 12 months during a five-year project’s lifetime, but it has not yet been decided if the same will apply in the next Phase 2 Call.

Q: In the e-application you have to state ManMonths and that it is ok that only one for an University is stated as representative. If there then is expected to work several people on the project is it then the ManMonths in average from that University or still only the person stated in the e-application (step 1).
A:  The e-application ask you for each of the named researchers to inform about their “Anticipated involvement in man months”, so it is their personal involvement, not an average of several persons.