Core Repositories Access Call 2025

Transnational Access Call to Core Repositories

This call for proposals is now OPEN. 

The EU funded project POLARIN invites the scientific community to submit proposals to access core repositories, contributing to addressing key research priorities.

1. Call Description and Deadline

Proposals submitted to the POLARIN TA Call 2025 must address at least one of the following research priorities:

      1. Sea Ice and Polar Oceans in the Climate System
      2. Polar Ice Sheets, Glaciers and Sea Level
      3. Terrestrial Carbon Cycle and Permafrost
      4. Polar Ecosystems and Biodiversity
      5. Atmosphere Dynamics and Chemistry
      6. Paleoclimate Processes and Variability
      7. Humans, Societies and Global Changes

More information about the content of each research priority can be found below.

Download the Guidelines for Applicants with detailed instructions and important information on this call.

> Deadline for submission of proposals: 13th of February 2026, 4 pm CET < 

The proposals applying to the POLARIN TA call must be submitted through the POLARIN Transnational Access Platform (POLARIN TAP) on-line system by the proposal deadline. Late submissions and submissions via any other channel will not be accepted.

The call will be open from the 15th of December 2025 until the 13th of February 2026 16:00 CET. Call results are expected by the end of March 2026.

2. Webinar for Applicants

Check our latest webinar and materials for information on the call process.

Recording:

https://oulu.cloud.panopto.eu/Panopto/Pages/Viewer.aspx?id=56605cea-f9e2-42eb-a98f-b35c00b2711c

Slides:

POLARIN-TA-Call_Guidelines-for-Applicant
2025_POLARIN_activities
Introduction to POLARIN TAP

3. Call Topic: Research Priorities in Polar Regions

Proposals must contribute to addressing at least one of the following key research priorities in the polar regions:

      1. Sea Ice and Polar Oceans in the Climate System:Understanding the properties and dynamics of the sea ice covers and polar oceans and their mutual interaction, their variability at all time scales and their relations to the atmosphere and land is essential to evaluate their role in shaping regional and global climate and major biogeochemical cycles. This includes determining the conditions of occurrence of extreme events such as marine heat waves as drivers of sea ice retreat, the role of sea ice in the Earth’s surface energy balance, the causes of changes in ocean bottom waters properties in relation to their source waters and their impact on the global overturning circulation,  the biogeochemical ocean processes in relation to nutrient cycling, ocean carbon uptake, or the release of greenhouse gases from under-ice waters.
      2. Polar Ice Sheets, Glaciers and Sea Level: Understanding the behavior of the polar ice sheets and glaciers is essential to narrow down the uncertainties on their contributions to global sea-level rise under current and future climate scenarios, including risks of possible collapse in the future. Focus should be put on understanding the dynamics of the Greenland and Antarctic ice sheets, including the impact of subglacial processes on the ice flow, the ice sheet mass balances, and the leading processes controlling their stability, and on monitoring the polar glacier mass balance and retreat in response to global warming.
      3. Terrestrial Carbon Cycle and Permafrost: Investigating the terrestrial carbon cycle in polar regions, particularly the role of permafrost and polar ecosystems in storing and releasing carbon, is essential to understand the implications for the atmospheric greenhouse gas concentrations and potentially global warming. This includes understanding the permafrost dynamics, distribution and state in Arctic regions, including events of rapid thawing, and quantifying carbon dioxide and methane fluxes from permafrost regions and possible feedback mechanisms.
      4. Polar Ecosystems and Biodiversity: Understanding the structure, function, and biodiversity of polar ecosystems and how these are affected by environmental changes across different geographical sectors and habitats, including the cumulative effects of multiple drivers, is essential to plan for improved management of these unique ecosystems. Focus should be put on the drivers and characterization of changes, possible occurrence of thresholds or irreversible changes, the connectivity with the lower latitudes and the impacts of human activities.
      5. Atmosphere dynamics and chemistry:Investigating the atmosphere dynamics and processes in polar regions and their influence on local and global climate systems is essential to improve regional and global climate projections and to plan for the extent of regional and global warming, including changes in extremes in the polar regions and beyond. Focus should be on characterizing changes in weather systems, clouds, and precipitation in the polar regions, understanding the role of clouds in the energy balance and major climate feedbacks in the polar regions, including the major cloud-aerosol feedback, the unique polar atmosphere chemistry, and the sources, pathways and impacts of atmospheric pollutants.
      6. Paleoclimate Processes and Variability:Collecting and analyzing ice and sediment cores and reconstructing past climate conditions in polar regions is essential to improve understanding of long-term trends and natural climate variability, including past glaciations, ice sheet extent and retreat patterns, and to inform climate projections. This includes integrating multiple proxy data sources to create comprehensive reconstructions of past climate variability and its drivers.
      7. Humans, societies and global changes: Assessing the impacts of global changes on humans and societies in the polar regions is essential to develop strategies for adaptation and resilience. Focus should be put on understanding the socio-economic impacts on Arctic communities, including cumulative impacts, on livelihoods, health and well-being and adaptation pathways based on co-production of indigenous and scientific knowledge, the contribution of economic development and innovation to welfare, the interdependency between subsistence economy and industrial activities, and impacts on education and schooling trends.
4. Eligibility Criteria

Proposals for access received by the notified submission date will only be accepted for evaluation if they meet the following Eligibility Criteria:

      1. Affiliation:
        a) The User Group Leader and the majority of the users must work in an institution based in an European Union Member Stateor HORIZON EUROPE associated country, with the exception of user groups led by Ukrainian researchers from government-controlled territories.
        b) The user group leader and at least the 80% of the users must work in countries other than the country(ies) were the legal entity operating the requested infrastructure is based. When the infrastructure is composed of several research facilities, operated by different legal entities, this condition must apply to each facility.
        c) User groups with more than four users must include researchers from at least two different countries.
      2. Expertise: The user group leader must have the appropriate expertise to lead the research at the requested research infrastructure.
      3. Duration of the period of access to RIs:The maximum duration of granted access at a RI is limited to the units of access offered in POLARIN and must in any case be less than three months.
      4. Key research priorities:Proposals must contribute to addressing at least one of the key research priorities in the polar regions as detailed in the call text. More information available above and at eu-polarin.eu
      5. Dissemination:Only user groups that are allowed and willing to disseminate the results they have generated under the project are eligible for access (unless the users are working for SMEs).
      6. Data policy:User groups must agree to comply with the POLARIN data policy (see section 3 in this document).
      7. Application documents: Proposals with Sample Request forms and CVs failing to follow the instructed structure and exceeding the maximum length will be rejected from the evaluation as non-eligible.

The non-fulfilment of any of the previous criteria implies non-acceptance of the proposal for further evaluation.

5. Access modalities

POLARIN provides Transnational Access (TA) free of charge to core repositories for selected user groups. Transnational access can be either in-person (hands-on) or remote.

In-person access means free of charge, transnational (or cross-border) access to research infrastructures or installations for selected user groups. The access includes the visit to the core repository, and the logistical, technological and scientific support and the specific training for researchers visiting the repository.

Remote Access is a form of Transnational Access in which the user(s) do not visit the core repository physically themselves; instead, the users are either provided with reference materials or samples, , or receive the data from the analyses (if offered) that the staff of the repository has conducted according to their research plan and protocol.

6. Core repositories offering access

The following core repositories are offering access in the current call for proposals. Detailed information about the repositories and their conditions for access can be found on the POLARIN website .

* for simplification, in this table we use the terms TA as in person access, RA as remote access, TA/RA both in person and remote access.

RI NamePartner (acronym)Operator country/Country codeLocationAccess modality TA or/& RA*Contribution to research priorities**Units available in this callTypical duration of workRI availability in TA Call 2025
Core Repositories
AWI Ice Core RepositoryAWIGermanyBremerhaven, DERA6Not available1-3 daysNot offered in this call
AWI Sediment Core RepositoryAWIGermanyBremerhaven, DETA/RA6Not available1-3 daysNot offered in this call
UK Polar Sediment Core FacilityUKRIUnited KingdomCambridge, UKTA/RA630 days1-3 daysOpen
Core repository and geological laboratoriesUITNorwayTromsø, NOTA/RA660 daysVariable, see RI descriptionOpen

7. How to apply?
      1. Read carefully the Guidelines for Applicants.
      2. Create a user account in POLARIN TAP. 
      3. Contact the core repositories operators or contacts you are applying for access to consult if your proposal is feasible.
      4. Fill in the application form in POLARIN TAP.
      5. Prepare and upload the appendices to the application.
      6. Submit before the deadline.

Fill in the application form carefully. You can work on the application in several sessions and store the application in-between the sessions, but you can submit only one application per call.

Details on how to calculate the budget and units of access can be found at the Guidelines for Applicants.

To apply, applicants must comply with the POLARIN Data Policy. In addition, in accordance with the Horizon Europe open access policy, all publications and data arising from data acquired through POLARIN Transnational Access must be made openly accessible. This obligation ensures that research funded by the European Union remains widely available to the scientific community and the public, fostering transparency, innovation, and collaboration.

Applicants are encouraged to consult the Information for TA Users, which provides detailed guidance on project implementation, reporting and open access for publications and data arising from projects granted by POLARIN.

Templates and other documents required at proposal submission

Applicants are requested to provide a Sample Request form, the CV of the user group leader, and a preliminary TA Data Management Plan in the application. The templates including guidelines can be downloaded from the POLARIN website and the POLARIN TAP .

Sample Request form: The Research Plan must follow the structure provided in the Sample Request form  and adhere to the guidelines including the maximum number of pages. It must contain suffient information to allow the scientific evaluation of the proposal as well as its feasibility. Consult the relevant Research Infrastructure manager(s) (see individual RI descriptions) about the required permits, if needed.

CV of the User group Leader: Use the CV POLARIN template to fill in the CV of the user group leader. The page limit is 1 page.

Preliminary TA Data Management Plan: Use the POLARIN template Preliminary TA Data Management Plan (DMP) to describe the management of data gathered by your project. The DMP will only be assessed if the project is selected for implementation, but a preliminary version must be submitted with the proposal.

Letter of recommendation: Early career researchers (undergraduate, graduate or post-graduate level up to 5 years active in science after last degree) applying as user group leader must provide 1-2 letters of recommendation from their academic supervisor and/or other relevant person in support of their application.

8. Evaluation and Selection Process

The evaluation and selection process, including the evaluation criteria and access priorities are described in detail in the Guidelines for Applicants.

Applicants are encouraged to consult the Information for TA Users page, which provides detailed guidance on project implementation, reporting and open access for publications and data arising from projects granted by POLARIN.

9. Contact Information

General questions about the application process: Contact Hannele Savela and Vanessa Spadetto through polarin_ta(at)listserv.dfn.de

Questions about the availability of samples, and facilities, contact the respective core repository.

Technical matters regarding POLARIN TAP polarin[at]inkode.it

10. Disclaimer

All travel arrangements to POLARIN research infrastructures are the responsibility of the applicant. Applicants will be reimbursed of the costs incurred to access the core repository. User Groups can only book travel arrangements after agreement with the core repository. In case of technical or logistical challenges, user groups should first contact the Research Infrastructure Manager/Operator. Only in exceptional situations, where local personnel cannot assist, should POLARIN coordination be contacted.

POLARIN is not liable for any injuries, damages, or losses that may occur during access to its infrastructures. User groups are responsible for organizing their own travel, ensuring they have appropriate travel and health insurance, and fulfilling all passport, visa, vaccination, and other entry requirements for each destination. It is also the responsibility of the user groups to be aware of safety and security conditions at their respective research sites throughout their travel and stay.

All members of user groups must have sufficient travel and health insurance and be clear on their legal responsibilities through their employers. POLARIN does not cover the cost of insurance or any additional expenses arising from unforeseen circumstances such as travel delays, cancellations, customs, shipment, or other logistical issues. POLARIN also assumes no legal responsibility for the health and welfare, including emergency and accident situations, of those awarded access to its infrastructures.

By applying for access through POLARIN, you confirm that you have read and accepted these terms and agree with our Data Protection Policy.

11. Code of Conduct

All users accessing research infrastructures through POLARIN must adhere to the highest standards of respectful and professional conduct. This includes:

      • Respecting the evaluation process: POLARIN does not tolerate harassment, coercion, or inappropriate behaviour toward evaluators or partners.
      • Respecting host infrastructures: Follow local rules, safety guidelines, and behave courteously toward all staff.
      • Respecting local and Indigenous communities: Engage with cultural sensitivity and only when appropriate or authorized.
      • Upholding zero tolerance for harassment: Discrimination, bullying, or abusive conduct in any form will lead to removal from the project and ineligibility for future access.

Applicants who violate this code may be excluded from current and future access. Reports of misconduct can be made confidentially to the POLARIN coordination team or the host infrastructure.

You can download here the full version of POLARIN’s Code of Conduct

12. Collaboration platform

Join discussion on the Catalyst Platform

Are you one of the applicants or considering applying for the 1st POLARIN Transnational Access Call? If you want to get in touch with other applicants, join the discussion group on the Catalyst platform.

      1. Register on the Calatyst platform with your email address https://polarcatalyst.eu/register
      2. Go to “Discussions” page that can be found under “Tools” https://polarcatalyst.eu/discussions
      3. Find the POLARIN discussion group titled “POLARIN-TA call to Core Repositories” on the left side of the page
      4. Click on “Subscribe” next to the name of this discussion group (at top of the page), so you get a notification by email whenever there is a new message in this discussion.
      5. Explore more news and events from the polar research community on the Catalyst website: https://polarcatalyst.eu/
13. F.A.Q.

Frequently Asked Questions (F.A.Q.)

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