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During your project

Learn more about managing your project, research ethics, publishing and research impact.

Reporting to the funder

Funders have different reporting systems and each project has specific reporting requirements and templates. Check your project’s award agreement and/or the funder’s website for technical/scientific reporting requirements.

When the research project has been awarded and the contract has been signed, the researcher has to send the agreement/contract to the Registrar’s Office and a copy to the Finance Department (the registrar needs to create a registration number for the project if the project did not receive a registration number upon application). Regarding Prisma projects, all information is sent directly to the Finance Department by Prisma.

The researcher has to contact the Finance Department if the amount granted deviates from the amount stated in the application. The Finance Department will assist in negotiating any budget revisions with the funder. If you need to extend the deadline for final reports or other deliverables or extend the project’s end date, the researcher is required to submit a formal amendment to the award agreement to the Finance Department.

Accounting

The Finance Department creates an activity/project number for the research project. The PI of the project is responsible to inform the head of department about all staff appointments on the research project and their salary costs under various scenarios depending on start and end dates, salary band/step, and % full-time equivalent. It is also important that the project participants are paid for (konteras mot) by the research project in Primula.

Budget tracking

It is important that the budget is overseen in order to identify any deviations from the budget. The researcher has to contact the Finance Department to set up a schedule for follow-ups in relation to the funder’s specific reporting requirements.

A budget tacking shows the current financial status of the project including the budget, expenses incurred to-date, known commitments (especially salary costs), and remaining balance.

Budget deviations can arise regarding all costs: salary costs, LKP (salary cost surcharge), administration, premises and OH (overhead or indirect costs). Deviations are handled within the framework of the project budget. Some funders allow virements between budget categories. Restrictions on virements vary depending on the funder, the award type, and any special conditions. The award agreement may state no virements to/from specific budget categories. Some virements are not allowed without the funder’s prior approval.

Reporting

Check your project’s award agreement for technical/scientific reporting requirements. The researcher has to contact the Finance Department well in advance of the project’s end date so that it is possible to make any changes to the accounts within the project period.

Checklist for researchers

  • Send the agreement/contract to the Registrar’s Office and a copy to the Finance Department. State the registration number of the application.
  • Check that all salary costs is paid for (konteras mot) by the research project in Primula.
  • Check that all requisitions made within the project is done according to budget.
  • Check that all expenditures are booked in the project.
  • Check that all costs are relevant to the project.
  • Check that all payments have been booked in the project (match against the agreement/contract).
  • Check the level of co-financing (match against the agreement/contract).
  • Regular reports to the funder (often annually for ongoing projects or in connection with requisitions).
  • Possible extension of the deadline for final reports or other deliverables or extension of the project’s end date (please note that the funder will need to confirm changes in writing).
  • Final financial reporting to the funder (please check the project’s reporting requirements, including templates, submission process, or deadlines).
  • End of project balances – if there is a surplus, check if the funder requests return of unspent funds.

Spreadsheets

Spreadsheets templates for ÖSS, KK-stiftelsen, RJ as well as a general template and a template adapted for assignments (in Swedish).

Contact information at the Finance Department

projektansokningar@sh.se for questions regarding new grant applications.

projektekonomi@sh.se to get in touch with staff in the research project organization (national projects, EU projects and doctoral students).

Further contact information at the Finance Department (in Swedish).

Research ethics

All staff at Södertörn University are responsible for ensuring that good research practice is applied. If you have suspicions or questions about deviations from good research practice, you must contact the Council for Research Ethics.

Document management

Before applying for external research funding, you must contact the central records officer registrator@sh.se to obtain a registration number. In most cases, the same registration number is used after your project has been granted funding and stays with the project until it is completed.

The university’s registry and archives unit is responsible for operative work with the university archives and control of the university’s official documents.

Research documentation as official documents

Incoming and stored documents, and ones drawn up at Södertörn University, are official documents. An official document is either public or is fully/partially subject to secrecy.

Documents must be registered as quickly as possible after they arrive at the university, are forwarded, or have been drawn up. All documents included in a case are stored together and allocated the same registration number.

Registration of research documentation

The university’s information management plan states which documents must be registered (under classification structure KS3 Bedriva forskning). Documents that must be registered include:

  • Applications
  • Agreements
  • Data management plan
  • Interim and final reports
  • Financial statements
  • Ethical review
  • Impact analysis for personal data processing, if documented
  • Contracts
  • Correspondence with financiers
  • Travel and conference funding
  • Permits or similar for access to research data (confidentiality restrictions/agreements or similar).

How to register documents

When you apply for external research funding, you must contact the central records officer at registrator@sh.se to obtain a registration number. In most cases, the same registration number is used once your project has been granted funding, and then stays with the project until it is completed. This compiles the research project and makes searches and archiving easier.

Researchers are responsible for submitting documents to be registered to the Central Records Office. This is done on an ongoing basis, as documents are created or received. Submit the documents to be registered, marked with the research project’s registration number, to the registry.

Original hard copy documents, such as agreements or decisions, must be submitted to the central records officer as hard copies. Electronic documents, such as scanned copies of agreements or decisions, can be emailed to the central records officer.

Remember to inform the central records officer when the research project has ended, so the case can be closed in the registry.

Additional information and contacts

More information about document management at Södertörn University (in Swedish only).

Contact: registrator@sh.se

More information about official documents and the principle of public access to official documents. (in Swedish only).

Contact: arkivarie@sh.se

For additional information about registering, archiving and weeding out documents, please refer to the university’s information management plan.

Publish your research

Södertörn University Library offers information and advice on publishing issues. The library is also responsible for the repository DiVA, and offers guidance on Open Access and bibliometrics.

The National Procurement Services External link, opens in new window. (Statens inköpscentral) provide agreements for language editing services. Please note that the current agreements ended on April 2, 2021 and that new agreements are planned to become available in June 2021. Please contact upphandling@sh.se for more information on how to use the National Procurement Services’ framework agreements.

Proofreading or editing can be done by another employee at Södertörn University (within his or her position) or by using the agreements procured by the National Procurement Services.

Funding from the Publications Committee

The Publications Committee at Södertörn University grants funding to support researchers who want to publish their results.

If you have applied for funding from the Publications Committee, you need to inform this when you contact the procurement at the Finance Department (upphandling@sh.se). This is because it is not certain that the assignment will be completed, and you need to receive prices in advance. The contractors must be informed that the assignment might not be completed unless you are granted funding.

Learn more about the Publications Committee, its mandate and when it hold its meetings.

The library has compiled information on, among other things, publishing, bibliometrics, how to register your research in DiVA, citing and referencing, and copyright advice.

Open Access

Making your publications freely available through Open Access means increased visibility and exposure of your research while complying with funders’ policies. What to think about before publishing Open Access External link, opens in new window..

As a researcher at Södertörn University, you can benefit from many publishing agreements that include the fee for publishing Open Access. Learn more about the University’s agreements where the APC (Article Processing Charge) is either completely included or is reduced.

Södertörn University has a policy for electronic publishing (in Swedish). 

Strategic publishing and bibliometric analyses

Södertörn University Library compiles publication statistics, makes bibliometric analyses (quantitative analyses of written documents) and can assist researchers in improving access to and discoverability of their research. Information on how to best increase and measure your research visibility External link, opens in new window..

The library makes bibliometric analyses for the university’s management and for individual schools and departments. They may, for example, be used in annual reports and for reports to the Foundation for Baltic and East European Studies. Bibliometrics can also be used to analyse how a school’s article publication has developed over time. The library can also assist researchers with bibliometric indicators that might be needed for external research applications (e.g. H index). DiVA, Web of Science and Scopus are used as data sources.

DiVA

Register your research in DiVA External link, opens in new window..

Search in DiVA External link, opens in new window..

Reference management software

Reference management software can help you cite and reference consistently. Use software to collect, store and organise your references. You can also share the references with others. Use the software and build your reference list as you write.

Learn more about the software EndNote and Zotero External link, opens in new window..

Your own copyright

The Swedish Act on Copyright in Literary and Artistic Works protects creative works from being misused. If you have authored a text, e.g. an article, it is protected by copyright, just like other literary works. You can choose to use a license that explains what other people are allowed to do with your text External link, opens in new window..

Contact Södertörn University Library

The library offers advice to doctoral students and researchers about publishing issues, please contact: publications@sh.se.

The publishing platform at Södertörn University Library includes the university’s publication series (including doctoral dissertations). The university has its own book publishing. Everything published by Södertörn University is published Open Access in DiVA (institutional repository).

Publication series

  • English Studies
  • Förvaltningsakademin
  • Journalism Studies Södertörn University
  • Läromedel från Södertörns högskola
  • Mediestudier vid Södertörns högskola
  • Research Reports
  • Samtidshistoriska frågor
  • Södertörn Academic Studies
  • Södertörn Archaeological Studies
  • Södertörn Doctoral Dissertations
  • Södertörn Lectures
  • Södertörn Philosophical Studies
  • Södertörn Rhetorical Studies
  • Södertörn Studies in Art History and Aesthetics
  • Södertörn Studies in Education
  • Södertörn Studies in Higher Education
  • Södertörn Studies in Intellectual and Cultural History
  • Södertörn Studies in Practical Knowledge
  • Text- och samtalsstudier från Södertörns högskola
  • Working Paper.

Learn more about the different series External link, opens in new window..

Please contact publications@sh.se for questions about the series.

Publishing support

The library works with editors and authors to develop and launch publications in the following series published by the Publications Committee:

  • Research Reports
  • Södertörn Academic Studies
  • Teaching materials from Södertörn University
  • Working Paper.

The Södertörn Academic Studies series is mainly comprised of monographs and anthologies that present final research results from projects carried out at Södertörn University. The series are open to all fields of research and disciplines, but because much of the research conducted at Södertörn University focuses on the Baltic Sea Region this series addresses the social, political, economic and cultural developments in countries bordering the Baltic Sea.

The library also gives support and advice on matters relating to the other series connected to certain subjects at Södertörn University. The library can provide support and advice on the following matters:

  • proofreading
  • copy-editing, layout and cover design
  • ISBN and ISSN
  • printing (including print-on-demand and short-run production)
  • distribution, marketing and sales (registering books on Amazon, Adlibris, etc.)
  • Open Access publishing.

Please contact publications@sh.se for publishing support.

How to publish a manuscript

You can have a manuscript peer reviewed and published Open Access in one of the Publications Committee’s series or via Kriterium External link, opens in new window..

How to submit a manuscript

  • You can make a request to publish in one of the Publications Committee’s series (Research Reports, Södertörn Academic Studies, Teaching materials from Södertörn University, Working Paper). Please contact the committee’s secretary: publications@sh.se.
  • Through a publisher, which can be either a publication series or a publishing house, an author or editor of an academic book can advertise their interest in having a manuscript reviewed and published in Kriterium External link, opens in new window.. Since Kriterium is not a publishing house in its own right, the manuscript must have another publisher. The book will then be formally published both as part of the series issued by the publishing house, and by Kriterium. Send your application to the committee’s secretary: publications@sh.se.

Kriterium – a mark of quality

Kriterium is a portal for review, publication and dissemination of high-quality academic books, in accordance with the principles for Open Access. Kriterium is a new quality label for Swedish academic books. All books with the Kriterium label will be freely available through open access, in print as well as online.

Kriterium is a collaboration between universities and publishers, and is also supported by the Swedish Research Council, the Riksbankens Jubileumsfond and the National Library of Sweden. Contributing institutions in the steering group are the University of Gothenburg, Karlstad University, Lund University, Malmö University, Stockholm University, Södertörn University, Umeå University, Uppsala University and Örebro University. Representative publishers are Nordic Academic Press and Makadam publishers. The universities also participate with their university series.

Find out more about Kriterium External link, opens in new window..

Instructions for academic coordinators about the Kriterium review process

Publishers applying to publish a manuscript through Kriterium should appoint an academic coordinator (at minimum qualified as a Senior Lecturer within the subject of the manuscript), who should in turn be approved by the Kriterium academic review board. The academic coordinator must not have previously collaborated with the author/editor, and in addition must not currently be engaged at the same department as the author/editor.

Learn more about the peer review process External link, opens in new window..

The Publications Committee accepts applications in three areas:

Publishing a manuscript in one of the series that the Publications Committee is responsible for

Submitted at least one month before the next committee meeting.

  • Submit a copy of a completed manuscript.
  • Submit a synopsis.

Proofreading and/or language editing of an article

Submitted at least ten days before the next committee meeting.

  • Submit a copy of the article.
  • Submit an estimated cost (the Publications Committee always refers to the framework agreements for proofreading and language editing provided by the National Procurement Services External link, opens in new window..)
  • Submit a letter of intent from the responsible publisher, e.g. the editor of the journal which has accepted the article.
  • Explore the possibility of publishing the article Open Access either immediately or after an embargo period (e.g. six months).

Publishing with an external publisher (publishing/printing grant)

Submitted at least one month before the next committee meeting.

  • Submit a copy of a completed manuscript.
  • Submit a synopsis.
  • Submit a letter of intent from the responsible publisher, e.g. the publisher who has accepted the manuscript.
  • Explore the possibility of publishing the book Open Access either immediately or after an embargo period (e.g. six months).
  • Submit a budget from the publisher.

NB Other applications should be discussed with the committee’s secretary in advance and submitted at least seven days before the next committee meeting. The Publication Committee’s upcoming meetings.

Contact: Jonathan Robson, Secretary of the Publications Committee, publications@sh.se

Reaching out with your research

There are many ways that you as a researcher or communications officer can share research evidence, experiences and skills through the media, events or public engagement activities.

The Communications Department offers advice to researchers who need to communicate with students, staff and external audiences. Resources to produce engaging and professional communications could e.g. be used to draw attention to PhD dissertations or research collaborations, promote research at public events or create theme pages on the university’s website to enable the media and the general public to learn more about ongoing research.

Compiled information about the Communications Department’s support.

The Communications Department’s support on research communication (in Swedish).

Examples of ways to reach out

Your staff card and research profile

You staff card contains brief information about you as an employee at Södertörn University.

How to edit your staff card.

As a researcher, you can get an extended staff card – a research profile, where you can describe your research. There is also a link to your publications in DIVA.

Learn more how to create and edit you research profile.

Websites for research projects

In some cases it is necessary to create a website about a research project, e.g. if you have more information to share than can comfortably fit on your research profile page or because a website is required by the funder.

Learn more about how to build a website for your research project (in Swedish).

Media

The Communications Department works continuously to reach out to the media and to advise on strategies for helping your announcements and research findings reach wider audiences.

Read more about how you can present research that engages and informs, write a press release or if you want to receive training and advice on interviews and media handling (in Swedish).

Every quarter, the Communication Department summarizes the university’s coverage in the media. The reports demonstrate the effect and impact of your outreach activities (in Swedish).

Participate in public events

Almedalsveckan and the Gothenburg Book Fair are examples of public events where researchers from Södertörn University usually participate.

Learn more about how you can participate (in Swedish).

Contact the Communications Department

Please email: kommunikationsstod@sh.se

Arranging a meeting or attending a conference involves a lot of work – before, during and after the event.

“Travel-free” meetings

Virtual meetings (i.e. conference calls, video meetings or video conferences) are friendly to the environment and save money and time.

Available software for virtual meetings/video meetings at Södertörn University (information in Swedish):

To participate in a conference call with video, the simplest webcam and headset are enough. You can use the camera that is on your laptop, but for good sound quality both for you and the other meeting participants, it is best if you use a headset.

Learn more about the university’s premises and rooms with digital meeting technology and how you can book AV support (in Swedish).

Contact: avsupport@sh.se

Read more about the university’s sustainability and environmental work.

Contact: miljo@sh.se

Business travels

Södertörn University has a policy and guidelines for business travels. They regulate booking, compensation etc.

Learn more about how to book travel and accommodation, write a travel invoice or get a supplementary travel insurance (in Swedish).

Conferences and workshops

You can apply for a travel and conference grant from your School or from CBEES. CBEES grants funding for organising conferences and workshops associated with the university’s Baltic Sea region and Eastern Europe profile.

Read more about how to apply for a grant.

Organising a conference or workshop on campus is an exciting and challenging project with many different aspects to take into account.

General information on how to create a successful event (in Swedish).

Contact: event@sh.se

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Last updated: 2021-08-23 by Kristina Hanson

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