FAQ: Project Phase
Ad Personam

• When can I begin work on my project?
• How should I time my application for follow-up projects to allow for a seamless continuation of my research?
• Who can be provided with project-specific information that goes beyond public relations work?
• Can the estimated project duration be extended?
• To what extent can the principal investigator make changes to the approved funds?
• Can the principal investigator be changed during an ongoing project?
• Can a national research partner become involved in an ongoing project?
• Can the research institution be changed during an ongoing project?
• What do I need to do if there are changes in an ongoing project?
• What happens if I do not submit the Final Project Report on time?

From the date you are notified that your proposal has been approved, you have six months’ time to begin work on your project (any exceptions to this rule are set out in both the application guidelines and the respective grant agreements and apply, for example, to the programs Book Publications, Digital Publications, and Academic Journals). Any further delays of up to 12 months after notification must be justified, otherwise the approval of your funding will be rescinded. The project must be started no later than 12 months after the date of notification of approval.

In the event of a delay that exceeds this 12-month period, grounds for the delay must be submitted before expiration of the deadline, explaining that an unforeseeable or unavoidable event has occurred which is not the fault of the principal investigator, or that there are project-specific reasons, and/or that a delay in the start of the project is necessary to achieve the project’s objectives.

For a seamless continuation of your research, applications for a follow-up project should be submitted at least 6 months before the end of the initial project to allow time for the review and approval process (exceptions: calls subject to submission deadlines and funding for publications). The review process for follow-up applications may take longer, but it must be concluded before you can start work on your project.

Project information can only be provided to the principal investigator and the persons involved in handling the project at the research institution.

Yes. A cost-neutral extension of up to 12 months is possible, depending on the program (for the relevant regulations, please see your grant agreement), as long as the FWF is notified in good time before the project’s originally scheduled ending date. Applications for deadline extensions that are submitted after the originally scheduled (and entered into the FWF’s computer system) project ending date will not be accepted. Any remaining funds will be reclaimed.

A global budget is granted as part of the project-specific funds (exceptions: Erwin Schrödinger, Elise Richter, and Elise Richter PEEK). Principal investigators can dispose of the funds as they see fit, in compliance with the provisions, requirements, and conditions set out in the grant agreement, as long as the funds are used specifically for the approved FWF research project.

If a principal investigator chooses to step down from leading a project, an additional application must be submitted to the FWF via elane. The following information is required: a brief explanation for the change in principal investigators, academic CV and publication list of the person nominated as the new principal investigator, and a new cover sheet signed by the potential new principal investigator and the research institution. The signed cover sheet must be sent to the FWF in hard copy by post or uploaded to elane with a qualified electronic signature. The relevant FWF decision-making bodies will review the suitability of the new principal investigator and notify the current principal investigator accordingly.

You can download the cover sheet here:

• Cover sheet

If the principal investigator wants to involve a (further) national research partner, an additional application must be submitted to the FWF on elane. The following information is required: a brief justification by the principal investigator for the national research partner’s involvement and a cover sheet, signed by the (new) national research partner. The signed cover sheet must be sent to the FWF in hard copy by post or uploaded to elane with a qualified electronic signature.

You can download the cover sheet here:

• Cover sheet

If the principal investigator wishes to carry out the project at a different Austrian research institution, a request to this effect, including the reasons for the switch, can be submitted to the FWF on elane as an additional application. If project staff members will have to transfer to the new research institution, they need to indicate their consent in writing. The new research institution must sign the cover sheet and send it to the FWF in hard copy by post or or upload it to elane with a qualified electronic signature. The relevant FWF decision-making bodies will review the suitability of the new research institution (e.g., with regard to the required research infrastructure) and notify the principal investigator accordingly.

You can download the cover sheet here:

• Cover sheet

The Grant Agreement stipulates that the FWF must be informed immediately in writing of any events that make the implementation of the project impossible, delay implementation, or will result in significant changes to the original proposal. In particular, the FWF must be notified if the structure of the project, the objective of the project, the amount of funding required, or comparably essential aspects of the project are jeopardized, need to be changed, or become impossible to implement. In these cases, FWF approval is required for the continued implementation of the project. 

Principal investigators are expected to document any changes to the project in their reports. This is done annually on a voluntary basis, but must be submitted to the FWF in the Final Project Report at the latest. 

Reports are documented and checked for plausibility by the FWF. In the event of a suspected major, unreported change to the implementation of a project, the FWF procedure in cases of suspected violation of the standards of good research practice will be applied. 

1. The principal investigator will be asked for a statement, which will be sent to the respective FWF Scientific Consultants along with a description of the suspected violation.
2. The Scientific Consultants will then prepare a written statement. 
3. The FWF Executive Board will discuss the case and prepare a decision for the Scientific Board. The Executive Board acts as a standing committee of the Scientific Board, which means that any decisions made by the Executive Board in this regard require the subsequent approval of the Scientific Board

If the deadline specified by the FWF for submitting the Final Project Report cannot be met, the principal investigator must send a free-form request for an extension within a reasonable amount of time before the end of the deadline. In this case, please contact the FWF and give a brief explanation (martina.kunzmann(at)fwf.ac.at).

If the Final Project Report is not submitted by the deadline set by the FWF or is not submitted in accordance with the guidelines, the FWF will send a reminder by email. If the report is still outstanding after expiration of the grace period set in the reminder email, a warning with a new deadline will be sent by registered letter. After expiration of this period, the FWF reserves the right to take the following measures:

• Ascertainment of a violation of the Grant Agreement or the General Terms and Conditions of Grant Agreements 
• Ascertainment of a violation of the guidelines for good scientific practice (withholding of research results or insufficient documentation of research results) 
• Suspension of further funding payments for any ongoing projects 
• Immediate ban on applying to the FWF as a principal investigator, additionally for a further three years after submission of the complete Final Project Report 
• The FWF will consider reclaiming grant funds