Partnerships and collaborations

Who does what? Here we clarify the process for you as a researcher and for you as a project administrator.

Direct contact with a department/researcher

If a donor contacts a researcher or the department directly, you may inform the foundation officer at the Office for Research, Engagement and Innovation Services at Stockholm University, who can provide support in several ways.

Risk assessment

The department is responsible for conducting a risk assessment of the donor. The Office for Research, Engagement and Innovation Services supports the department in this process. In connection with the risk assessment, the Head of Department approves the donor and the donation.

Approval by the Vice-Chancellor

The Vice-Chancellor is contacted by the research officer to obtain formal approval.

Deed of gift/agreement and review

A deed of gift/agreement must be drawn up, specifying the purpose and terms (including reporting requirements) for the use of the donation. The foundation officer provides a template for the deed of gift. Where appropriate, the document is forwarded to a contracts officer for final review. The final draft is then sent to the donor for consideration.

Signing

Signing takes place in accordance with the decision-making and delegation procedures of Stockholm University. Once the deed of gift has been signed, the research officer informs the Vice-Chancellor, University management, the department and the Communications Office of the donation decision.

Project number for the donation

Once the deed of gift has been signed by both parties, the department must open a contribution-funded project. It is important that the deed of gift is attached to the project documentation. The project number must be stated as a reference when the donation is transferred.

Letter of thanks

A draft letter of thanks should be prepared and sent to the research officer, who will arrange for it to be signed by the Vice-Chancellor. The letter is then sent to the donor.

Registration number and archiving

The research officer is responsible for official registration and archiving. After signing, one original is sent to the donor and a copy to the department.

Communication

Communicate the donation on the department’s website. Present the researcher who has received the donation, describe how the funds will be used and introduce the donor—preferably including a photograph and a quotation from both the researcher and the donor. Please send the link to the foundation officer.

You are also welcome to send your draft to the Communications Office with a suggestion that the news item be published in one of their channels.

Follow-up

Once a donation has been received, it is important to show the donor that Stockholm University values the gift. This may include inviting the donor to an event or lecture to present in person what the donation has contributed to. The department is responsible for maintaining an ongoing relationship with the donor.

Applies to all matters relating to donations and sponsorship across the entire organisation. Includes, among other things, the University’s definitions of donations and sponsorship, a description of the conditions and forms required to enter into a donation or sponsorship agreement, and the processing procedures that must be followed.

Regulations for donations and sponsorships at Stockholm University

Stockholm University collaborates with the organisation Myriad USA (formerly King Baudouin Foundation United States). US residents can make a tax-free donation, minimum 50 000 SEK, via Myriad USA, a public charity within the meaning of Sections 501(c)(3) and 509(a)(1) of the Internal Revenue Code. Swedish companies with subsidiaries in the USA can also use this opportunity.

Make your donation via Myriad USA by choosing Stockholm University as the recipient.

For any enquiries, please contact the Office for Research, Engagement and Innovation Services (REIS) or Myriad USA directly.

Checklist for the recipients (in Swedish only) pdf, 153.9 kB.