Cooperation between the project’s financial officer and the project leader

When a project leader is granted research funding by an external financier, it is important that the signed agreement is received by the relevant financial officer. Each department has a financial officer responsible for projects. If the project leader is unsure who this is, email projektekonomi@sh.se and the relevant financial officer will respond.

At the start of the project, the project leader will be invited to an initial information meeting to discuss important issues. The financial officer reviews the project’s budget and presents an example of a follow-up report sent out via Hypergene. It is important that the project leader participates in this meeting.

Continuous updates during the project

During the project, the project leader must provide new information as soon as they receive it. The project leader is responsible for ensuring that the project’s financial officer is aware of new information, such as requisitions for funding, accounting, changes to account codes, etc. The head of department is responsible for ensuring that any changes to account codes are communicated to the HR generalist at the academic school.

Project finances are reconciled on an ongoing basis. This must take place at least twice a year, either via email or at a meeting. The project’s financial officer is responsible for emails being sent and the project leader being invited to the meeting.

Final accounts for the research project

Six months before the end of the project, the project is reconciled and the project’s financial officer provides information about remaining funds and whether any adjustment is necessary.

Project leaders can always follow their research project via the link in the monthly emails from Hypergene. Co-operation is important throughout the project; the project leader has overall responsibility.

The table below describes who is responsible for the various elements of the financial follow-up of an approved research project.

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).

When you have an ongoing research project, with or without external funding, you need to contact the Central Records Office for a case number. The case number will be used for your project and will remain with the research project until its conclusion.

In order to issue a case number, the Records Officer requires the following:

• Project title
• Name of the financial sponsor
• Name of the project leader
• Name of the Head of Department
• Names of any other universities involved (if a collaborative project between Södertörn and other universities).

Once the Records Officer has received this information, you will be issued with a case number.

For further information on which documents need to be registered, see the box below "Registration of research documentation".

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.

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 Publication Series External link. 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.

Publish in the university’s other Publications Series

• At Publications from Södertörn Universit External link.y there is information about all of the university's publication series.
• Contact the subject or centre responsible for the series in which you want to publish. For the Publication Committee's series, contact the Publications Department.
• The library’s Publication Department takes care of, among other things, copy-editing, layout and cover design, publishing, and distribution.

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

Submit the following documents to the Publications Committee one month before the next committee meeting:

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

Proofreading and/or language editing of an article

Submit the following documents to the Publications Committee at least ten days before the next committee meeting.

• A copy of the article.
• 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..)
• 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)

Submit the following documents to the Publications Committee at least one month before the next committee meeting:

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

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

The Crafoord Foundation External link. invites applications annually for grants for scientific research.

Fritz Thyssen Foundation Printing Subsidies

Printing subsidies offer support for the publication of scholarly findings emanating from projects that have already been supported by the Fritz Thyssen Foundation External link. (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. Continue to Längmanska kulturfonden. External link.

Petra and Karl Erik Hedborg Foundation

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. Continue to Petra and Karl Erik Hedborg Foundation External link..

Gerda Boëthius Memorial Foundation

Stiftelsen Gerda Boëthius minnesfond External link. 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

Olle Engkvist Stiftelse External link. 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 (website in Swedish only)

Anslag till forskning inom humaniora och samhällsvetenskap genom mindre forskningsanslag och tryckningsbidrag samt ett årligt postdoktoralt stipendium. Continue to Åke Wibergs Stiftelse. External link.

Other possibilities

Create an account and search in Research Connect 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.

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