Guide to application for subsidies from the Working Environment Research Fund (Arbejdsmiljøforskningsfonden) October 2009

• Project description
• Time and work plan
• Plan for publication and communication
• Detailed budget
• CV

The following must be sent –

1. Application with original signature and appendices as well as four (double paged) copies of the application. The copies need to be of a quality that allows further copying (ring binders, plastic pockets, tab sheets etc. must not be used either for original or copy)
2. Send the material to the Working Environment Research Fund, Arbejdstilsynet, Postboks 1228, DK-0900 Copenhagen, or deliver by hand to Arbejdstilsynet, Landskronagade 33, Copenhagen Ø
3. State on the envelope whether the application pertains to research or development/review or both. If the notice includes several themes, state theme as well
4. Also mail application with appendices in Word-format to forskningsfonden@at.dk under the heading "The Working Environment Research Fund"

5. How to fill in the application form  

Space 1: It must be stated whether the application pertains to a research or development/review project or both. For more details see appendix 1.
 
Space 2: State information on applicant. If there is a group of several applicants, state main applicant as well as other applicants.
 
Space 3: State the name of the responsible project manager. At the same time the person in question will function as the Fund’s contact person. If there is a group of applicants, state the person who is responsible for the project and its coordination. The stated address will be used by the Fund for future correspondence.
 
Space 4: State the title of the project, preferably briefly.
 
Space 5: State the total amount applied for.
 
Space 6: Specify where the project is carried out. If it is carried out in several places, state the places in question.
 
Space 7: Specify the duration of the project in number of months. State the anticipated start and finish date of the project (month and year). Finally state the need for project support, distributed on each calendar year.
 
Space 8: State if subsidy applications have been submitted or approved elsewhere. If this is the case, state how much was applied for/approved, where the application was submitted to, and when a reply is to be expected.
 
Space 9: State other participants in the project (name, position, and work address).
 
Space 10: A brief summary of the project is needed (max. 400 words). The summary must be written in a reader-friendly form suited for publication.
 
Space 11: State briefly how the project will be published, how the results are expected to be communicated, and to which relevant users the results are expected to be communicated, including publication in journals.
 
Furthermore, in connection with applications regarding reviews of occupational diseases to be used by the National Board of Industrial Injuries and the Occupational Diseases Committee, special guidelines must be met. See the special guidelines for preparation and quality approval of reviews in the form of reference documents in the field of occupational diseases, published in October 2009.
 
Space 12: Describe the news value of the project and give an assessment of the impact the results of the project will have on the working environment, for instance on research, the working environment in the undertakings, the administration of the field, etc.
 
Space 13: In the application form, fill in a project budget for each calendar year. Furthermore, as an appendix to the form, enclose a detailed budget including overheads/administrative contributions for the whole period and suggestions for financing, see space 15.4.
 
The project budget must show costs distributed on labour costs, consisting of salaries for academic/professional staff (in Danish: “VIP/AC”), and for technical and administrative staff (in Danish: “TAP”), and operating costs. In addition, the contribution to administrative costs should be stated.
 
One man-month is defined as one person’s full-time work for one month.
 
The applicant’s co-financing must be stated. The Fund expects in principle a certain co-financing by the applicant, for instance in that the applicant provides extra human resources.
 
The project budget must be approved and signed by the person in the institution who is in charge of finances.
 
The person in charge of finances at the same time accepts, by way of his/her signature, that the project will be carried out in the workplace.
 
If several applicants participate in the project, the person in charge of finances for each applicant must approve and sign a project budget.
 
If funds have been applied for/granted from elsewhere, the distribution of the funds must likewise be stated.
 
Furthermore, in connection with applications regarding reviews of occupational diseases to be used by the National Board of Industrial Injuries and the Occupational Diseases Committee, special guidelines must be met. See the special guidelines for preparation and quality approval of reviews in the form of reference documents in the field of occupational diseases, published in October 2009.
 
Space 14: Further information should be stated here.
 
Space 15: The following appendices must be enclosed:
 
15.1 Project description (appendix 1)
The project description must not be more than five normal pages, exclusive of appendix (normal page=2,500 taps including spaces). In large projects with sub-projects, a description each sub-project of max. two normal pages must be enclosed. State number of taps on the front page of the project description/part project description.
 
The project description must include:

• Description of the purpose of the project
• Background and status for available knowledge relating to the project
• Detailed description of the news value of the project
• The significance of the project for the working environment
• Research plan, including an account of choices of method and expected time courses
• The practical possibilities of carrying through the project, including any co-operation with other institutions

15.2  Time and work plan (appendix 2)
Against the background of the project description, a time and work plan must be prepared with important project milestones indicating when well-defined products or part results will be available in the course of the project. The time and work plan will also state each project participant’s contribution to the stated products or part results throughout the whole project period.
 
15.3  Plan for publication and communication of the results of the project (appendix 3)
Against the background of the project description, a plan for publication of the project and communication of the results of the project must be prepared. The plan will state communication forms and the relevant users to whom the results are expected to be communicated. The communication should in principle occur when the individual stages of the project have been completed. The plan will describe the contribution of each applicant throughout the whole project period.
 
Furthermore, in connection with applications regarding reviews of occupational diseases to be used by the National Board of Industrial Injuries and the Occupational Diseases Committee, special guidelines must be met. See the special guidelines for preparation and quality approval of reviews in the form of reference documents in the field of occupational diseases, published in October 2009.
 
15.4  Detailed budget (appendix 4)
A detailed budget including overheads/administrative contributions for the whole period and suggested financing must be enclosed.
 
If there is a group of applicants, it is necessary to enclose a mutual budget for the whole project as well as a separate budget for each applicant.
 
It should be noted that the Fund does not provide subsidies for technical equipment, such as personal computers.
 
The budget will comprise the following categories of costs:
 
Gross pay (including pension contributions and holiday pay) specified as:

• Own salary or academic/professional staff’s salary (“VIP/AC”) or similar
• Administrative and technical staff’s salary (“TAP”) or similar
• Student employees
• Consultants’ fees (to be stated in the space for “VIP/TAP” pay)
• Pay to test persons
• Other types of wages/salaries and pay (state type)

For own salary/”VIP/AC” salary and “TAP” salary etc., the monthly salary must be stated for each person. The pay will be determined in accordance with current wage agreements. If fixed rates are applied, a copy of relevant documentation of rates must be enclosed.
 
For consultants’ fees a specified quotation from the consultant must be enclosed.
 
It should be noted that adjustment of pay costs and fees cannot be covered after the date when the subsidy was granted.
 
Operating costs specified as:

• Materials
• Services
• Travelling expenses
• Communication
• Other expenses (state type)

Usually the subsidy will be exempt from VAT as the project is launched by the subsidy recipient on the basis of the application.
 
It is assumed that VAT-registered subsidy recipients deduct purchase VAT with regard to costs covered by the subsidy.
 
Travelling expenses are reimbursed on the basis of Danish Government provisions. See Danish circular on the agreement on travels in Government service, number 12174 of 30/06/2000.
 
Administrative contributions/overheads

Administrative contributions/overheads are calculated on the basis of the contribution of the project towards covering the institution’s mutual expenses (rent, use of equipment and phone, stationery, cleaning, etc.). The amount can only as a maximum be 20 per cent of direct expenses.

Direct expenses are understood as the following expenses, which are directly related to the project:

• Wages and salaries
• Operating costs

It is not possible to charge administrative contributions/overheads on the basis of external services, including consultants’ fees.
 
Furthermore, in connection with applications regarding reviews of occupational diseases to be used by the National Board of Industrial Injuries and the Occupational Diseases Committee, special guidelines must be met. See the special guidelines for preparation and quality approval of reviews in the form of reference documents in the field of occupational diseases, published in October 2009.
 
15.5  CV as well as publication list (appendix 5)
A CV and a publication list must be enclosed for the applicant (the project manager) and salaried employees. The CV should only be one A4 page. The publication list (Only publications from the last 5 years) will state publications, distributed on articles in international journals with peer reviews, articles in Danish journals and reports with peer reviews, as well as other reports.
 
15.6  Remaining appendices
Grounds must be stated for any additional appendices enclosed by the applicant.
 
Space 16: The applicant must sign and date the application.
 
6. PhD scholarships  

It appears from the individual notice if the Fund wishes to support PhD students within concrete research themes. For further details see the Danish guide.

7. How is the application assessed?  

All applications are processed in accordance with the guidelines below. Applications first need to go through a quality assessment, and the qualified applications are then evaluated according to relevance criteria and prioritised on the basis of this evaluation.
 
There are various procedures for the assessment of the quality of the application:
 
Applications for subsidies for research projects must go through a scientific evaluation of the quality of the research. The scientific quality will be assessed by the Strategic Council for Research (Det Strategiske Forskningsråd). The Scientific Working Environment Research Committee under the Fund functions as an advisory subcommittee to the Council and will assist in the assessment.
 
Applications for subsidies for development and review projects must go through a scientific/professional evaluation of the quality of the development project or review. The quality will be assessed by the Committee for Development and Review.
 
Applications which, according to the committees’ assessment, meet the quality criteria and guidelines below will be processed further by the Strategic Working Environment Research Committee. The remaining applications will be turned down.
 
The committees use an evaluation form in the assessment, which includes the following quality criteria:
 
Research applications
The Scientific Working Environment Research Committee assesses applications for research on the basis of an overall assessment of the following quality criteria:

• the quality, originality and scientific relevance and perspectives of the project
• the project problem formulation, the theory formation of the project and the suitability of the suggested methods and the economy of the project, including the project budget in relation to the expected results
• the technical feasibility of the project (time plan, suitability of the workplace, including access to scientific guidance and facilities besides)
• the qualifications of applicants and any other project participants in relation to the project

Applications for development and review projects
The Committee for Development and Review assesses the development work on the basis of the following guidelines:

• the quality, originality and practical relevance and perspectives of the project
• the project specification of choice of method and the chances of generalisation of the project results (permanent retention and spreading of changes) to other types of undertakings
• the economy of the project, including the project budget in relation to the expected results
• the implementability of the project (time plan, suitability of the workplace, including access to scientific guidance and facilities besides)
• the qualifications of applicants and any other project participants in relation to the project

The Strategic Working Environment Research Committee subsequently assesses the professionally qualified applications from both committees, on the basis of an overall assessment of the following relevance criteria:

• the perspectives of the project in relation to society, including the anticipated impact of the project on the working environment
• whether or not the project includes cross-boundary co-operation between different applicants when such co-operation is well-founded in relation to the problem
• whether or not the results of the project can be converted into practice for relevant stakeholders
• whether or not the project includes a thorough plan for communication of the project results to relevant users

Against the background of the relevance assessment, the Strategic Working Environment Research Committee recommends applications for approval by the Minister for Employment
 
8. When may a reply to the application be expected?  

Applicants may be expected to receive a reply approximately 3 months after expiry of the time limit for application.
 
9. Other information  

The secretariat of the Working Environment Research Fund offers guidance on the phone with regard to formal and practical matters, but not professional matters.
 
The secretariat is available on phone number +45 7220 8704 or +45 7220 8713.
 
See application form, Administrative Order on the Working Environment Research Fund etc., on the website of the Danish Working Environment Authority, www.at.dk. 
 
Appendix: Definition of research, development and review 
 
The definitions below are a guide to applicants in deciding to which category (research, development or review) an application belongs. Depending on the category an application belongs to, the quality of the application will be assessed by the relevant committee.
 
The Council’s definition of the terms research, development and review is the basis for the understanding and application of these concepts by the Working Environment Research Fund.
 
Research means original surveys with a view to obtaining new knowledge and understanding. Applied research is directed at specific, practical goals.

Development is systematic work based on the application of knowledge obtained through research and/or practical experience for the purposes of producing new or substantially improved materials, products, processes, systems or services.

Review is a systematic elucidation of a problem or a need for knowledge in a political, administrative or research context.
 
The delimitation between research and development/review can be difficult. Both imply a substantial news element. The Working Environment Research Fund does not support basic research (research not directed towards a practical purpose or problem).
 
In order to make operational the above definitions in relation to the distribution of applications between the two committees and the processing of applications, the definitions involved are specified below.
 
Research: Working environment research is by definition carried out within scientific disciplines, including i.a. social and health science, with such characteristics with regard to theory, method, relation to other research and quality assurance (peer review), as are a consequence thereof. Working environment research can also go across professional boundaries.
 
Development: Development is systematic work based on the application of knowledge obtained through research, review and/or practical experience for the purposes of producing new or substantially improved materials, products, processes, structures, systems or services.
 
Review: Systematic elucidation of a given problem often brought about by a concrete and relatively current need for knowledge in political, administrative or other practical contexts. A review may for instance be based on available research, other literature, documentary material besides or new empirical knowledge. A review may i.a. be concerned with the gathering of data, systematisation of knowledge, clarification of perceptions/points of view in a field, or an analysis of rules and structures within a field.
 
Procedure for processing of applications  

Applications that fully or partly include research must, cf. Administrative Order No. 13564 of December 19, 2008, be processed by the Scientific Working Environment Research Committee. All projects including a PhD will be defined as research projects.
 
Development and review projects will be processed by the Committee for Development and Review.