SPI grants FAQ

Always read the calls for proposals carefully and ask yourself whether your proposal is aligned with the general aims of the call you want to apply for. SPI funding instruments have no topical focus and are open to all disciplines. This includes disciplines not considered as typical for polar research such as social or medical sciences, and engineering. SPI supports projects taking place in the high latitudes of the Arctic and the Antarctic, as well as in remote high-altitude regions involving challenging logistics (such as the Andes or the Himalayas).

Each funding instrument has its own eligibility criteria.

For regular funding instruments, such as the Polar Access Fund, SPI Exploratory Grants or the SPI Technogrants as well as support towards your participation in a field or summer school, you must be affiliated with a Swiss public research institution. Often, your level of seniority will be another determining criterion as some funding instruments are geared at early-career researchers, while others are supporting projects of established scientists.

Please consult the calls’ webpages for detailed information.

The SPI proposal submission platform provides indications on the expected length of the different sections (maximum number of words). In general, try to be concise and structured for greater ease of reading. Please pay particular attention to practical aspects (timeline, logistics, profile and expertise in the consortium, details in the budget, etc.) to allow for a thorough assessment of the feasibility of your project idea.

SPI only collaborates with external and independent experts for the review of submitted proposals. These experts are selected from various academic backgrounds for their ability to review polar research proposals across disciplines. Therefore, please always keep your proposals accessible to a wide range of experts and avoid jargon and acronyms specific to your field or discipline.

You cannot exceed the maximum defined amount for the type of grant you are applying for. You can, of course, redesign your project or, alternatively, seek additional funding. SPI encourages applicants to raise additional funds for their projects.

Fieldwork is teamwork and as such, you can in general include the costs for travel and board of colleagues contributing to the successful completion of your project and related safety aspects. However, to facilitate the evaluation of your proposal, please define the contribution and role of each member of your field party clearly and pay attention to the specificities of the different funding instruments on this point. For a Polar Access Fund grant for instance, the applicant should remain the central beneficiary of the grant and accompanying colleagues shall only provide support in critical aspects (safety, fieldwork, skill transfer, etc.).

Some projects entail risks potentially compromising their successful implementation. The proposal should address such risks, as well as related mitigation strategies, explicitly. Transparency in this regard is expected for the review process and will not be held against applicants. On the contrary, it demonstrates risk awareness and the ability to identify challenges to overcome.

SPI is aware of the potentially high environmental footprint of polar and high-altitude research projects. A substantial environmental footprint does not per se disqualify a proposed project. SPI expects applicants to document and make best efforts to avoid unnecessary negative environmental impact whilst maximising the output of their project.

The SPI Secretariat will reach out to you and guide you through the process. A few administrative steps will have to be completed before the first instalment can be transferred. This notably includes signing an agreement providing the grant’s legal framework. As a grantee, you must enquire about the signature procedure and ensure compliance with the signature processes at your institution. Additionally, you will have to contact your institution’s financial services to open an account for the grant.

Once all the necessary administrative steps have been completed, you will be invited to invoice SPI for the first instalment of your grant. Payments of instalments are linked to certain conditions and deliverables, including reporting on your project. The payment plan of the grant is defined in the signed grant agreement. In general, SPI pays an instalment of 70% at the beginning of a project and the remainder after project’s completion, but this structure can vary depending on the design and type of project.

SPI Grants are rarely paid in advance for all the project’s expenses. The grantee is the sole responsible for resolving cash flow issues. As Swiss research institutions often have mechanisms in place to overcome such situations, reach out to your grant office to find out how this can be dealt with at your institution.

With the exception of grants supporting the participation in field and summer schools, SPI grants will be transferred exclusively to institutional accounts. Private accounts cannot be used to deposit the grant. It is up to the grantee to make the necessary arrangements with their institution’s financial services to be able to access the grant when required. This is particularly important if financial resources are required while being in the field.

If duly justified, transfers between budget lines are possible. However, these transfers must be notified in advance and approved by SPI. Please reach out proactively to the SPI Secretariat with a revised budget and the justification of proposed changes. Expenses related to budget changes which have not been duly requested and approved by SPI in advance may be refused.

As a general rule, always keep in mind that changes in the budget must contribute to the successful delivery of the initial proposal and respect the rules defined in the funding mechanisms associated to the grant. Furthermore, please refer to your grant agreement to ensure compliance with SPI procedures.

Whenever possible, grantees must implement their project as initially described in the submitted proposal. Exceptionally and if duly justified, changes in the timeline are possible. As for changes in the budget, these changes must be notified in advance and approved by SPI (see previous question).

There is a multitude of issues that could hinder the completion of a research project, ranging from private matters (e.g. health deterioration, changes in family circumstances, etc.) to geopolitical tensions and conflicts. In any case, SPI expects proactive communication and transparency from its grantees. If you identify a risk that could lead to the failure of your project, you must contact SPI as soon as possible. The SPI Secretariat will come back to you to discuss a way forward and next steps.

Obtaining all the necessary research permits can be challenging. Should this compromise the successful implementation of your project, you must communicate transparently and proactively with SPI. The SPI Secretariat might be able to assist you in navigating the administrative steps required for the successful acquisition of research permits.