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Managing your Research 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. Normally, it appears in the project’s award agreement or on the respective financier's website which requirements are placed on reporting.
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
To get a spreadsheets templates contact projektansokningar@sh.se.
Remember that a spreadsheets always must be completed for all research applications and signed by an economist and head of department.
Depending on what you need help with, there are different function addresses to turn to:
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).
Establishment of research agreements
Collaboration in research projects is always associated with some form of contract or agreement. Preparations and information exchange prior to new research projects may also entail an agreement being signed.
If your project application has been granted funding and it includes external partners, you must immediately contact the university legal counsel specialising in agreements for help with drafting or reviewing agreements.
Document management
Before applying for external research funding, please contact the Central Register Office for a case number, registrator@sh.se.
The university’s information management plan states which documents must be registered. Documents that must be registered include:
- Applications
- Agreements
- Data management plan
- Interim and final reports
- Financial statements
- Ethical review
- Risk analysis concerning personal data usage (if this is documented)
- Contracts
- Correspondence with research funders
- Travel and conference grants
- Permission to access research data (confidentiality agreements, conditions of secrecy).
It is your responsibility as a researcher to submit documents for registration to the Register Office. This must be done continuously, as documents are created or received. Submit the documents to be registered, marked with the project’s case number, to the Register Office.
Original paper documents, for example agreements or decisions, must be submitted in the original paper format to the Register Office. Electronic documents, for example scanned copies of agreements or decisions should be e-mailed to the Register Office.
Remember to notify the Register Officer once the research project is completed, so that the case can be closed in the register.
A research project contains documents which must be registered and research material which needs to be either retained (archived) or disposed of.
Retention and Disposal of Research Material
Research material which has been collected or created must be kept for at least ten years. After ten years, a retention review of the material is carried out. This means that a university archivist, together with the researcher, or other person designated by the Institution, appraise the research documentation, including the research material, and agree upon an information management plan regarding retention and disposal.
The following categories of research material must be retained indefinitely:
- Material considered to have further research value or value for another area of research.
- Material considered to have scientific, cultural, or biographical historical value.
- Material which would be difficult to recreate or recompile.
- Material of major general interest.
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.
Research ethics
All staff at Södertörn University are responsible for ensuring that good research practice is applied.
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.
Research data can be published in a database that is searchable on the web (an open repository), making them available to other researchers. Such publication may be a requirement when an article is published as open access, or it can be justified by general principles and guidelines for open science. Södertörn University’s data management support can assist researchers with questions that arise in connection with the publication of research data. The data management support also has a responsibility to review data submissions when researchers at Södertörn University publish their data in the Swedish national research data catalogue, operated by the Swedish National Data Service. External link, opens in new window.
Many types of research data can be shared freely without restrictions. For data that contains personal information or other information that cannot be freely shared, only metadata, that is, information about this data but not the data itself, can be made available. The data files can then be released upon request if certain conditions are met by the party making the request. Other data might be too sensitive to be published at all. SND's research data catalogue accepts all types of research data and should be the first choice for data publication unless there are specific reasons to choose another repository.
Researchers are welcome to contact the data management support with questions about the publication of research data. You can also read more about publication here. External link, opens in new window.
Contact data management support: datahantering@sh.se
If you want help with proofreading in your academic texts, you can use the university's agreements for proofreading and editing. The proofreading or editing can also be done by another employee at the university within his or her position.
To order proofreading within the university's agreements, go on to the university's financial system Agresso. You place your order inside Agresso. There is a manual for your guidance, How to order Translation and Language Services, further down the page for Agresso.
For more help with ordering, please contact upphandling@sh.se
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 Publication Series External link, opens in new window. are the university’s own publishing channels for researchers from Södertörn and other universities. The Publication Series include the series that the Publications Committee is responsible for, that certain subjects and centres at Södertörn University are responsible for, and Södertörn Doctoral Dissertations. All series are published with open access and a large majority of the publications can be purchased through online bookshops.
The Publications Committee acts as an editorial board and is responsible for four publication series: Södertörn Academic Studies, Research Reports, Working Paper and Läromedel från Södertörns högskola. The Publications Department at the library is directly responsible for the production of these four series, but also provides assistance with the production of all series.
Publish a manuscript
If you are interested in publishing a manuscript in one of the Publication Series or via Kriterium, you can find more information about it and our contact details below.
Publish in the Publications Committee’s series
The library’s Publications Department takes care of, among other things, copy-editing, layout and cover design, publishing, and distribution. You can make a request to publish in one of the Publications Committee’s series, please contact the committee’s secretary. Read more about the series and the review procedures below:
Södertörn Academic Studies
This series consists mainly of monographs and anthologies that present the final results from research projects at Södertörn University. The series is open to all research fields and disciplines, but much of the research deals with the Baltic Sea region and the publications to a large extent deal with the social, political, economic and cultural development of countries around the Baltic Sea.
Who can publish in this series?
All researchers are encouraged to send in manuscripts. You can also parallel publish in this series (and another series attached to your field of research), for example, to use the peer-review process and receive financing of a printed edition if a manuscript is accepted into the series.
Peer review process
Via the Publications Committee, manuscripts submitted are first reviewed internally and, following that, sent to 2 external (independent) expert reviewers (double-blind peer review).
Number of publications per year
4.
Language
Swedish and English.
Editorial Board (academic coordinator)
The Publications Committee (David Payne, Research Editor).
Contact
publications@sh.se
Research Reports
This series consists of reports from projects at Södertörn University. The series is open to all research fields and disciplines.
Who can publish in this series?
All researchers are encouraged to send in manuscripts. You can also parallel publish in this series (and another series attached to your field of research), for example, to use the peer-review process and receive financing of a printed edition if a manuscript is accepted into the series.
Peer review process
Via the Publications Committee, manuscripts submitted are first reviewed internally and, following that, sent to 1 external (independent) expert reviewer (single-blind peer review).
Number of publications per year
1-2.
Language
Swedish and English.
Editorial Board (academic coordinator)
The Publications Committee (David Payne, Research Editor).
Contact
publications@sh.se
Teaching and learning materials from Södertörn University
This series consists of teaching and learning materials (textbooks) that are primarily for use in education. The series is open to all research fields and disciplines.
Who can publish in this series?
All researchers are encouraged to send in manuscripts.
Peer review process
Collegial review.
Number of publications per year
1-2.
Language
Swedish.
Academic coordinator
Collegial review.
Contact
publications@sh.se
Working Paper
This series consists of shorter preliminary scientific articles that quickly share results and research ideas from ongoing research. In most cases, they are published in scientific journals following revisions.
Who can publish in this series?
All researchers are encouraged to send in manuscripts.
Peer review process
Collegial review.
Number of publications per year
1-2.
Language
Swedish and English.
Academic coordinator
Collegial review.
Contact
publications@sh.se
Contact
Contact the Publications Committee secretary: publications@sh.se
Publish in the university’s other Publications Series
- You can find a list of the series published by certain subjects and centres on the Publication Series website External link, opens in new window.. The latest publications can also be found there.
- Contact the subject or centre responsible for the series in which you want to publish.
- The library’s Publication Department takes care of, among other things, copy-editing, layout and cover design, publishing, and distribution.
Contact
Contact the subject or centre responsible for the series, see every series at the University’s Publications Series External link, opens in new window.. If contact information is missing, contact the Publications Department: publications@sh.se.
Kriterium
Kriterium External link, opens in new window. is a Swedish portal for review, publication, and dissemination of high-quality academic books. All books with the Kriterium label will be freely available through open access. 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.
Publish with Kriterium
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.. Send your application to the Publications Committee secretary: publications@sh.se.
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
Below is a list of external financiers that researchers can apply to for contributions to printing costs when, for example, such an application does not fall under the remit of the Publications Committee. Opportunities for financing within Sweden are greater for manuscripts written in Swedish.
Anders Karitz Stiftelse (website in Swedish only)
Enligt stadgarna kan hänsyn tas endast till ansökningar från svenska medborgare. När ansökan avser tryckkostnadsbidrag skall om möjligt två offerter på tryckning bifogas. Ansökan sammanfattad på särskild blankett med angivande av examina, utgivna skrifter, forskningsuppgifter m.m. samt så noggrann tidsplan som möjligt skickas per e-post eller brev till:
Anders Karitz Stiftelse
Jan Alsins
Hällbygatan 36 A
752 28 Uppsala
E-post:
Ovan nämnda blankett kan erhållas från Jan Alsins som vid förfrågan lämnar ytterligare upplysningar. Vid elektronisk ansökan skall filerna vara i pdf-format med filnamn enligt följande syntax: Efternamn_Ansokan.pdf, Efternamn_CV.pdf, Efternamn_Bil_nr.pdf
Crafoord Foundation External link.
The Crafoord Foundation invites applications annually, from mid-December until the beginning of February, for grants for scientific research.
Fritz Thyssen Foundation Printing Subsidies External link.
Printing subsidies offer support for the publication of scholarly findings emanating from projects that have already been supported by the Fritz Thyssen Foundation (i.e. through projects, conferences, stipends, travel subsidies, etc.).
Längmanska kulturfonden External link. (website in Swedish only)
Främjar humanistiska vetenskaper, teologi och juridik samt naturvetenskaper – inbegripen medicin (senast 15 januari).
The Petra and Karl Erik Hedborg Foundation External link.
Bidrag bland annat till högre akademiska studier, forskarutbyte, tryckning och översättning av vetenskapliga verk samt till anordnande av konstutställningar, konserter och föredrag, som utvecklar relationerna mellan Sverige och Belgien (senast 15 mars/15 oktober).
Gerda Boëthius Memorial Foundation External link.
Stiftelsen Gerda Boëthius minnesfond utdelar varje år ett eller flera stipendier för vetenskapliga undersökningar inom de områden som låg Gerda Boëthius varmast om hjärtat: konsthistoria (konstvetenskap), etnologi och hemslöjd. Medel kan sökas för exempelvis resor, tryckningsbidrag eller kostnader för insamling av material.
Olle Engkvists Stiftelse External link.
Olle Engkvist Stiftelse beviljar anslag till vetenskaplig forskning inom medicin, teknik, ekologi och kultur/humanistiska ämnen. Anslag kan sökas till forskningsprojekt som uppgår till två år eller kortare period, maskinell utrustning, tryck- och resebidrag samt för övriga projekt (t.ex. bokprojekt, översättningar o. dyl.)
Åke Wibergs Stiftelse External link. (website in Swedish only)
Anslag till forskning inom humaniora och samhällsvetenskap genom mindre forskningsanslag och tryckningsbidrag samt ett årligt postdoktoralt stipendium (senast 15 september)
Create an account and search in open4research.eu for financiers offering contributions towards printing.
If you find any other financiers that offer contributions towards printing, and you think they should be added to the list, let us know publications@sh.se.
Updated May 2023
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.
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.
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.
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.
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.
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
Information
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