Changes to ongoing projects

Here you will find instructions on how to make different types of changes to projects where the project leader has applied for and been awarded a grant. Some of the changes you can make in ongoing projects are to change administrating organization, change project leader or apply for an extension of the project duration. All changes are made by sending a request in Prisma.

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Most types of project change requests need to be signed by another party in Prisma, usually the administrating organisation (the organization that administers and pays out your grant).

Your request will be sent to us at Formas for review only when it has been signed by all parties. If the request is not signed by all parties by the deadline, it will lapse. In that case, you must submit a new request.

Changing the administrating organisation

The trustee is the organization where you are employed and to which the money is paid. If you need to change your trustee, for example because you have changed employer, you should apply for this by sending a request via Prisma.

Only when both administrating organisations have signed in Prisma will the request be sent to us for consideration. For some projects, we may need additional documentation, such as letters of support from the new administrating organisation.

If you change administrators, your previous administrator must submit a final financial report and repay any unspent funds.

If you want to change both the administrating organisation and the project leader, you can make a joint request.

We cannot make changes retroactively. Therefore, please send your request well in advance of the change.

Here you can read instructions on changing administrating organisations in Prisma's user support External link.

Changing the project manager

If you are no longer able to lead the project, you can apply for a new project manager to take over. The new project leader should be one of the people involved in the original application.

Both the new project leader and the administrating organisation must sign the request before we can process it. When processing the request, we will need the CV of the new project leader as a supporting document. The CV must be attached as a PDF attachment to the request in Prisma.

If you want to change both the administrating organisation and the project manager, you can make a joint request.

It is not possible to change project leader for Career Support for Researchers early in their career.

Read instructions on how to change project manager in Prisma's user support here External link.

Changing institution or unit (grant domicile)

If you want to change the institution or unit for an ongoing project, you do this directly via the request "Change of domicile" in Prisma. The request must be signed by the administrating organisation.

It is the administrating organisation that then handles the change.

Here you can read instructions on changing the grant's domicile in Prisma's user support External link.

Extending the availability period

Unless otherwise stated in the terms and conditions applicable to your project, you can use the grant one year after the end of the agreed grant period, i.e. one year after all funds have been disbursed.

We may approve an extension of the availability period if circumstances beyond your control have prevented you from carrying out your research and thus hampered the implementation of the project. In the first instance, this applies to parental leave or a prolonged illness of you or a close relative, military service, and if a research project is at risk of being significantly delayed due to COVID-19 and cannot be carried out within the timeframe of the provision.

Absences may also apply to other key project participants who are essential for the implementation of the research project, such as doctoral students.

The request for an extension of the availability period is made according to our usual procedures.

Your request for an extension must be sent during the final year of the project and in good time before the final deadline. You can find the date in the Approval of Terms and Conditions document. The trustee must sign the request before it is sent to us for consideration.

Please state clearly why you want to extend the availability period and how long you, as the project leader (or other key project participants), might be absent.

You can read instructions on how to extend the availability period in Prisma's user support here External link.

Ending the grant early

If you need to end your project early for any reason, such as moving abroad or changing career, you should send a request via Prisma.

The administrating organisation does not need to sign the request, but is responsible for submitting a final financial report and repaying any unspent funds after the decision. As project leader, you may also be required to submit a scientific report External link..

An authorized representative of the administrating organisation must submit the final financial report no later than one month after the project has ended.

Read the instructions for early termination of the grant in the Prisma user support External link.