From abstract idea to concrete plan: Do you have an idea for a research project? Speak to your Head of Department early. Discuss whether the idea is in line with the institute’s strategy. Consider:
a) whether to apply
b) where to apply, and
c) what role NTNU should have and who we should apply with (partners/collaborators).
Intellectual property rights/commercialisation:
a) Consider how to manage intellectual property rights (IPR).
b) If commercialisation is part of the project, determine what type of project funding to apply for. It is advisable to discuss this with your Head of Department and local support staff before submitting the application.
Decide who will do what before submitting the application. Involve the administrative support team early and get approval from the management at your department that an application can be developed. Create a timeline leading up to the deadline. For Horizon Europe applications, you can also apply for Project Establishment Support (PES).
Familiarise yourself with the guidelines for the funding programme you are applying to (for example FRIPRO at the Research Council of Norway, Marie Skłodowska-Curie Actions in Horizon Europe, or Erasmus+). Administrative support at your department or faculty can assist with this. Also, check the page on research funding and available funding sources.
Clarify expectations regarding resources: Before applying, it's important that all project partners agree on:
a) finances - estimate costs/TDI (in Norwegian)
b) financial contributions and research time
c) ownership of results/intellectual property rights (IPR)
d) responsibilities connected with personnel and health and safety (H&S)
Your Financial Officer will help you with this. Your plans will ultimately be approved by management.
Tool for collaboration:Microsoft Teams is the recommended service for creating teams/collaborating.
Archiving the application: Send a copy of the application to your support team.
Allocation of funds: You may not always receive the full amount you applied for. Contact local project support and, if necessary, the head of your department to discuss whether you need to adjust the project in relation to the funds you have received. You could also try to secure additional funding.
Negotiating the contract: For all externally funded projects, a contract must be in place. Negotiations should take place in collaboration between the project leader, the Head of Department, research adviser, financial officer, and legal adviser. Contact these individuals early on.
The Research Council of Norway: For projects involving the Research Council of Norway, a contract must be created between NTNU and the Research Council. Additionally, a cooperation agreement (consortium agreement and/or collaboration agreement) must be established between the parties involved as project partners.
Deadlines for contracts and agreements: It's important to be aware of the deadlines for submissions and ensure that the support team is also informed about these deadlines.
Contract template: If NTNU is responsible for drafting the contract, NTNU's contract templates must be used. Local project support will assist with the contract's creation. Clarify with the support team who is responsible for signing the contract. This information can also be found on the signing authority page.
Start-up meeting with project management and administration.
a) How will the reporting be carried out? Who reports what and when?
b) Make clarificiations regarding Health, Safety and Environment (HSE) (risk assessment, HSE responsibilities).
c) Work out a meeting schedule.
d) Review time tracking procedures (if required).
e) Clarify any necessary job postings.
Project number: Contact your financial officer to create a project number.
Use of funds
- When purchasing scientific equipment, etc. – the regulations are complex. Contact the faculty’s procurement department.
- Participants in a project should have insight into the project's finances and resource usage. Transparency is essential to avoid conflicts and distrust regarding resource allocation.
- Research leaders and researchers must be able to account for the use of funds they have been allocated.
If you are uncertain about what the funds can be used for, please contact your financial officer.
Cooperation:Microsoft Teams is the recommended service for creating teams/collaborating.
Status and changes: Keep local project support and the financial officer informed about the project status and any changes.
Follow-up on contractual obligations: Ensure that someone is responsible for monitoring the compliance with the contract and handling any changes. If the project has a steering committee, it is natural for NTNU's representative in the committee, as well as you as the project manager, to follow up on the obligations.
Report progress: The funding source often requires progress reports. The project manager is responsible for this, but local project support and the financial officer can assist.
Assess new project opportunities: During the project, exciting results or opportunities may arise that could be candidates for new project proposals. It’s a good idea to start thinking about this before the current project concludes.
Final report: Write the final report.
Documentation: Ensure that documents are archived and that your data is stored.
