Q&A related to the Phase 2 applications 2018 (updated continuously). Questions can be sent to DFC by email to email@example.com
Separated below in the sections: Who can apply/partners – Theme – Assessment – E-application – Budget/What can be covered.
NB: Please note that it is not possible to make corrections to an e-application after it has been submitted, except for corrections related to the personal information.
WHO CAN APPLY/ PARTNERS:
Q: (W1) Can a Danida-funded organisation that is based in Denmark be involved as a partner or sub-contractor in a window 1 project? And if so, can or should they provide co-funding in cash or kind?
A: Yes. 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. Such partners are encouraged to contribute with additional resources (funding or in-kind) for the projects.
Q: It is required to have approximately the same level of researcher working time allocated to DK and the partner country? Would a ratio of 1:1.5 between DK and the partner country sound acceptable?
A: The Call correctly states that approximately the same level of researcher working time on the project is expected. In the e-application form, step 1, you should explain research time allocation between Denmark and partner country. Justification for distribution of researchers’ working time can be made there (how and why).
Q: Where do we find instructions for the Phase 2 applications? Being a prequalified applicant for Phase 2, how do I log in to the Phase 2 application form?
A: The 2018 instructions for Phase 2 applicants are available on Danida Fellowship Centre’s website http://dfcentre.com/research/calls-for-applications/ together with links to the electronic application form and mandatory appendices. To log in to the electronic application system, you must choose the option “Are you a previous user of Danida Fellowship Centre’s electronic application system, click here”, using your email address and password from your Phase 1 application (as other email addresses cannot log in). Select: “W1 Research in Danida priority countries phase 2” and select ‘Create application’.
Q: Is there a template or format for CVs?
A: No, there is no template or format. Reference is made to the instructions in the guidelines, par. 7, stating how to prepare and what to include in the Appendix B – CVs.
Q: Appendix A – How do we include the references?
A: Appendix A – Project Description: Must contain the headings as described in Section 5. The text format must be Verdana, 10-pt font size, with at least 2 cm left and right margins and at least 13-pt line spacing. The project description must be maximum 10 pages, plus references. This means that max. 10 pages project description (exclusive of references) will be assessed. References are on top of the 10 pages.
Q: (W2) What kind of expenses can be covered for private sector partner institutions in a research project?
A: 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 involvement and expenses in relation to the project activities. For international research institutions, private sector partners, international organisations, or other sub-contractors, the budget can only include salaries and travel expenses covering their direct contribution to project activities, and no administration fees can be covered.
Q: We need assistance with the terminology of the logframe
A: Explanation of the terminology in the logframe can be found in the document “Logframe terminology” which is part of the useful guides in the preparation of application at Danida Fellowship Centre’s website, link: http://dfcentre.com/wp-content/uploads/2018/05/LogFrame-terminology-e-fond.pdf
Q: In Appendix C budget form, there is no specific row for project coordination time, can we put it together into the research time of the project coordinator?
A: In the Call it is stated that general administration costs must be covered by the overhead (p.10). Still you may include research/scientific coordination time as part of the salary for the project coordinator.
Q: Our application has a lot of data to analyze. Could the partner universities be allowed to hire students for basic work (e.g. data cleaning, preparation and simple analysis)?
A: Yes, you can enter this into the budget as student assistance and explain the post in the budget notes.
Q: It is very clear that double salary for partner university staff is NOT allowed, but some researchers might have to work overtime due to other responsibilities; for performance-based emolument, we are wondering could research paper output be a possible performance measure?
A: The Call states “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”. The output or performance indicator is to be defined according to the approved project outputs, and a research paper could be one.
Q: Could we involve a director or dean with a small number of research/coordination hours? The reason is that the partner country has a hierarchical culture and almost every decision in the organization has to be approved by a director or dean; hence, it is crucial to have a high-level person to ensure efficient and successful coordination. Indeed, it would have been impossible to reach the company partner without them.
A: Yes it is possible to include research input from a director or dean. Kindly note that “management involvement in the co-operation and coordination of the project” should be included in the overhead.
Q: For partner co-funding in terms of man-hours, can we use an average salary rate to convert the hours into monetary numbers? Or does it have to be the actual salary rate per individual participant?
A: The means of calculation of co-funding/in-kind contribution should be explained in the e-application form step 3 and the budget notes. The calculation should provide an accurate picture.
Q: Where do we specify co-financing (man hours) if that is the case?
A: In the e-application form you can specify co-funding in step 3 (Additional information) and in the budget form you must specify/explain co-funding in the budget notes.
Q: What are the conditions for the midterm review report as part of the midterm report?
A: Reference is made to the 2018 instructions: The midterm report (covers three years of project implementation for Window 1, and two years for Window 2) format must be used by projects that are half way through the project. The reporting covers the progress in project implementation, including the status of the partnership, research capacity building and processes, and the communication and outreach activities (listed in Appendix 2c). It is required that the projects prior to submission of the midterm report have the progress and results assessed by an external reviewer/expert within the field. The midterm review report must be submitted with the midterm report. Cost for the mid-term review can be included in the budget.
Q: We are planning to use our own time as co-funding. Should this be included in the first part of the application when we include the project members or just the quantity of man/hour we are applying for?
A: It is advisable to include the co-funded researchers in step 1a of the application form (and attach CVs). Otherwise some participating researchers will not appear clearly in the application. You can then add in the box “involvement in man months”: man months XX (co-funded). Also in the budget notes you should indicate the names and explain that these researchers are co-funded/in-kind contribution.
Q: (W2) The total budget of the project is 5 M DKK Is it including co-financing?
A: The maximum grant you can apply for is 5 million DKK, i.e. excluding co-funding.