Frequently Asked Questions (FAQ)

Seed Fund for Research Excellence – Twinning Ukraine

1. Who can be the lead applicant?

The lead applicant must be an international university (UK or another eligible international higher education institution). A Ukrainian university must participate as a partner, but does not submit the application.

2. Is an existing Twinning agreement or MoU required?

No. A signed MoU or Twinning agreement is not required to apply.
The partnership is confirmed through:

  • a jointly developed application, and

  • institutional support/confirmation letters from participating institutions.

3. Who submits the application?

The lead international institution submits the complete application package by email.
Ukrainian partners do not submit applications directly.

4. Who must sign the application form?

The application form should be signed by an authorised senior representative of the lead institution.

  • If the signatory is authorised under internal university rules to guarantee financial management and project delivery, no additional letter is required from the lead institution.

  • If not, a separate institutional support letter signed by an authorised senior representative is required.

5. Are institutional support letters required from partners?

Yes.

  • Letters of support are required from all partner institutions with a substantive role and/or budget.

  • Letters should confirm participation, role in the project, and institutional commitment.

6. Can non-university organisations participate (e.g. research institutes, NGOs, academies)?

Yes, as additional partners.

However:

  • The consortium must include at least one Ukrainian university (HEI) and one international university.

  • Non-HEI organisations (e.g. NASU institutes, NGOs, academies) cannot replace the Ukrainian university but may participate as additional partners with clearly defined roles.

7. Can additional partners receive budget?

Yes. Additional partners (UK or Ukrainian, including non-HEIs) may receive budget, provided:

  • their role is clearly described, and

  • costs are clearly allocated and justified.

The payment mechanism (direct transfer vs. via lead institution) is agreed after selection, in line with applicable legislation.

8. How should multiple partners be shown in the budget?

You may:

  • add additional columns to the budget template to show costs per partner, or

  • include a clear breakdown (additional tab or note).

The key requirement is clarity and consistency between the narrative and the budget totals.

9. Are overheads / indirect costs allowed?

No.
The Seed Fund operates on a direct-costs-only model.

  • Overheads / indirect costs are not eligible.

  • The grant covers 100% of eligible direct costs, up to £30,000.

10. Are salary costs eligible?

Yes.

Salary costs for staff directly involved in the project (including fixed-term staff, buy-out of academic time, research assistants, facilitators) are eligible as direct costs, provided:

  • time commitment and role are clearly defined, and

  • no overheads are applied.

Employer costs may be included if consistent with institutional payroll rules.

11. Is VAT (e.g. in Ukraine) an eligible cost?

Yes. If VAT is legally payable and included in the price of goods or services purchased from third parties, it is considered part of the direct cost and may be covered by the grant.

12. Where should the Gender Equality Statement be included?

There is no dedicated section.

The Gender Equality Statement may be:

  • included within the application narrative, or

  • attached as a short annex.

There is no prescribed format and no signature is required.

13. Is a Dissemination Plan required as a separate document?

No. The Dissemination Plan can be outlined within the application form. A separate document is optional.

14. Is a Data Management Plan (DMP) required?

A full Horizon-style DMP is not required. A short description of data handling, consent, storage, and access within the application (or a brief annex) is sufficient.

15. What are the expectations for the final dissemination event in Ukraine?

  • A one-day dissemination event will be organised in Ukraine.

  • Ukrainian partners must allocate budget for participation.

  • There is no expectation for international partners to travel to Ukraine.

  • Online participation, language of delivery, and interpretation will be confirmed closer to the date, depending on the security situation.

16. Who is responsible for reporting?

The international lead institution is the primary reporting entity (financial and narrative).
Partner inputs may be required. Full details are set out in the grant agreement.

17. Are extensions to the application deadline possible?

No. Due to evaluators being contracted for a fixed assessment period, deadline extensions are not possible.

18. Who is the funder / contracting entity?

The fund is administered and contracted by Cormack Consultancy Baltic Ltd. under the Twinning Ukraine initiative. For internal systems, the funder may be recorded as:
Cormack Consultancy Baltic Ltd. – Seed Fund for Research Excellence (Twinning Ukraine).