1. How can I apply?The application can only be sent to the Foundation electronically.
The application can be reached via our homepage at www.swedenjapan.se .
After clicking you will be transferred to the Application system which is available under the address:
2. When can I apply?
The system is only accessible during the period when it is open for applications.
Deadline for applications is March 1 every year.
3. How do I start? Registration and activation of an account.
You begin by registering your email address and a password. Note carefully the exact spelling of the used email
and password and keep it safe for future use. Then press register.
You will thereafter receive an activation email. You must via this email activate your account before you
can proceed with your application.
Note! The SJSF administration cannot, for integrity and safety reasons, provide you with lost data.
a. If you do not receive an activation email, please check your spam folder.
b. If you, after finishing your application, cannot send it, the problem may be that your “session time”
at the webserver has terminated. Then log out, wait a few minutes, log in again. Then try to send again.
All the information that you have inserted in the application form is stored more or less immediately,
thus you do not risk losing data by logging out.
c) check carefully that you have spelled the user name and password correct.
4. Which language should I use?
The application should preferably be in Swedish, though attachments can be in English.
5. Who is entitled to apply?
Only individuals can apply (no organization). To be entitled to apply you should have a permanent address in Sweden.
6. Can I send cv, project information etc as Attachments?
You will most likely want to upload some attachments in pdf or jpeg format. If you are not used to creating such pdf documents
or jpeg pictures it may take some time, please do not wait until the last minute. Ask someone to help you if you feel uncertain
about how to proceed. See also below.
7. How do I finish and send my application?
You can continue to work on your application until you have pressed the button “Send” (Skicka in). After that you cannot change or add anything.
Should something exceptional happen (note exceptional) you may write an email to the Sweden-Japan office and ask the staff
there to open up your application again. After that has been done you can continue to work on the application. But remember that you
must then again press the “Send” (Skicka in) button to get your application registered. After the deadline date for application has passed,
no changes or additions will be accepted. Should you receive a grant, and later have to change your contact information, e g your
email or get a new family name by marriage, please by email inform the local section office in your own country.
Once your application has been successfully sent to the system you will under My application see that the symbol for
application has been closed (it cannot be opened anymore). This is your confirmation. You will not get any confirmation email
that your application has been received.
8. Can more than one person apply on the same application?
Normally each person should supply an individual application even if a project is carried out togehter. If you plan to carry out
a project together, please mention this under Övriga upplysningar.
In very rare cases two or more persons in a group can apply together – co-applicants. In such a case, under Name in the Application,
give the name of only one person. This person will be the contact person for the Foundation. The name of the co-applicant(s) can be
written further down on the application form.
9. Why do I need to keep my email address?
Make sure that your email address is active until the decision email has reached you. If not, you will not get any information about
the grant decision.
10. How should I write the project title?
The project title should include words which explain what the project is about. A few keywords. It should be short.
12. Any recommendation concerning the project description?
Start by presenting a summary of the project so that the reader of the application quickly will understand what you want to do.
Then proceed to describe the project in this field or in an attachment. Try to keep the project description short. Swedish is the
13. What should be included in the budget?
The budget should be summarized in the given fields. Do not send big detailed budgets. If the Total cost for the project exceeds
the applied amount, please specify in the application which costs you apply for at our Foundation.
14. What kind of Attachments may I send?
CV and text documents should be in the PDF-format. Pictures should be in the jpeg format. Only these formats can be uploaded.
Please note that there are limitations as to the size of the attachments. If you are not used to producing such documents see advices below.
It is up to you to decide what kind of documents which will support your application and make it competitive. University students
should enclose their transcript of records (showing credits and grades achieved) as well as high-school grades (gymnasiebetyg).
15. May we send more than one cv?
In the rare case that more than two or more persons apply together it is ok to upload the CV of the applicant as well as the
co-applicant(s). However, the CVs together may not exceed 2 pages.
16. May I use Additional information (Övriga upplysningar) for providing links?
Here you can for example give a link film or music uploaded elsewhere on the Internet. At present it is not
possible to upload such files together with the application. If you have your own website, you may insert a link to it here.
HOW TO CREATE/CONVERT TO PDF AND JPEG ATTACHMENTS
Most users are probably well acquainted with methods how to produce pdf or jpeg files. For those who are uncertain about
how to create or convert files into the requested formats the following examples may be of some help. Please note that the
Foundation will not assume any responsibility for the results. Nor is the Foundation staff able to offer support or guidance
about how to fill in the application or convert files. Please contact your own IT-support, at work or among friends/relatives.
Procedures may vary between Mac OS and Pc Windows and the version (age) of the software installed on your computer.
The following works most of the time.
A Word document can easily be converted into pdf by clicking “Save as” and then in the appearing dialogue frame select the
format PDF. Often at the same time, it will be possible to select the resolution (=size of the file). For the evaluators of the
applications it is normally sufficient with “Low resolution”.
Another common alternative is to open the Word document (works also for other types of documents) and select “Print”.
In the appearing dialogue frame select PDF. In old versions of software the choice can be made by select “Printer”.
If you do not have a converter program, e g from Word to PDF, already installed you may like to use the freeware “Cute PDF writer”.
The program can be downloaded free of charge from http://www.cutepdf.com/Products/CutePDF/writer.asp.
JPEG (or JPG) is the one of the most commonly used formats for pictures. It is used on mobile phones and most digital cameras.
Most likely the applicants already have their pictures in the JPEG format. However, it can be necessary to reduce the resolution
of the pictures to reach the maximum allowed size in the application system, 2 MB.
Experienced picture or photo editors use special software programs to change the size of the pictures. Very commonly used is
Photoshop (to be purchased).
For PC users a simple freeware is “FastStone Photo Resizer”. It can be downloaded from http://www.faststone.org/download.htm .
“FastStone Image viewer”, another software which can be downloaded from the same web address is a simple editing and
On Mac computers it is natural to use the already installed editing program “iPHoto” or the also pre installed editing program “Preview”.
It is also very simple and common to visit a converting page on the internet, upload a picture/file and then convert/scale down to
the desired format/size on this internet page. Usually this is a very quick operation. An example of such a converting internet page is
http://www.picresize.com/ There are several similar services available on the Internet.
There are as said many alternatives available on the internet.