Procedure for developing a proposal for an externally funded research or innovation project at the Faculty of Architecture and Design (AD). This procedure is applicable to all employees at AD who plan to apply for external funding for research and/or innovation projects.

This page in Norwegian: Utvikle søknad om eksternfinansiert prosjekt (BOA) ved AD

Topic page about Research Project Administration

Contact the Head of Department and Deputy Head of Research

Contact the Head of Department and Deputy Head of Research when you want to develop a proposal or have been invited as a partner in a proposal for a specific call.

If you are not familiar with the call, it may be a good idea to contact the research advisers at AD first (see contact information at the bottom), for an initial talk about the call, the value/size of the project, any requirements for in-kind contributions, planned staffing, other potential call opportunities, proposal process, etc.

The Head of Department makes a strategic assessment and a resource assessment of the project. The main points of this assessment should be:

• strategic anchoring of the project
• access to the right expertise and infrastructure
• any buy-outs and consequences for teaching and temporary employment

Information for the Head of Department and Deputy Head of Research can be simple and concise in this phase (e-mail, oral briefing, etc.). The Head of Department must approve the project before you can proceed with the proposal.

Recommended start time for the proposal process:

• EU proposal you plan to coordinate – approx. 6 months before the application deadline
• NFR proposal you will lead – at least 3 months before the application deadline

Report proposal information to the research advisers

Send an e-mail to AD's research advisers (see below) with a copy to the Head of Department and Deputy Head of Research. The e-mail must contain information about the relevant call and the working title of the project. In the e-mail, you must confirm that the Head of Department has approved that you may start the proposal process.

A research adviser will then contact you to plan the further process leading up to the application deadline. The research adviser will also connect you with the right project economist.

The earlier you report your planned proposal, the better. If notified at an early stage, you can receive good support from the research adviser and project economist in the development of the proposal.

The research adviser will register the proposal in Unit4 (NTNU's financial system).

Collaborate with project economist on budget

Contact the project economist to make a plan for collaboration on the development of the budget.

Remember to collect budget input from any collaboration partners.

Discuss any need for new hires, buy-outs and investments with the Head of Department.

Develop the proposal in collaboration with the research adviser

Familiarise yourself thoroughly with the call for proposals in order to develop the proposal in accordance with the given guidelines, requirements and assessment criteria. Be aware of requirements related to the budget, collaboration partners, attachments, data management and open science.

The research adviser can be an important sparring partner throughout the proposal process, regarding all kinds of questions. At agreed times, the research adviser can read through the draft proposal and provide input. The research adviser can also quality-assure information that has been entered in the application portal.

To ensure the best possible quality of the scientific project, you should ask a research colleague, within or outside NTNU, to read through and comment on the draft proposal.

Create the proposal in the relevant external application portal as soon as it opens for this. Register the research adviser and project economist as contact persons in the application portal, where possible.

There will be internal deadlines for obtaining any cover letters, please check with the research adviser.

Project economist completes the budget and sends it to the Head of Department for approval

If you coordinate the proposal, the budget must be ready no later than two weeks before the application deadline. If you are a partner in the proposal, you should, if necessary, request a budget from the coordinator two weeks before the application deadline.

The project economist finalizes the budget and invites the Head of Department to approve the proposal including the budget in Unit4. The Head of Department must consider academic purpose, use of resources, any in-kind contribution, and impartiality.

The project economist is responsible for inserting the final budget in the external application portal. This ensures that the budget in the application portal matches the budget in Unit4.

Submit proposal

The proposal can be submitted after the Head of Department has finally approved the proposal and the budget in Unit4 (see section 5).

If you coordinate/lead the proposal, you as the coordinator/project leader are responsible for submitting the proposal in the application portal. If you need help with this, contact your research adviser well in advance of the actual application deadline.

Before submitting a proposal, you should check that the research adviser, the project economist and the Deputy Head of Research are registered in the portal as contact persons for the proposal from NTNU, then they will automatically be notified that the proposal has been submitted.

If this is not possible, send an e-mail stating that the proposal has been submitted to the research adviser, the project economist and the Deputy Head of Research.

Archiving of proposal

The project economist archives the proposal in accordance with NTNU's archiving routines, with a copy to the department involved.

Are you interested in ERASMUS+ cooperation or other cooperation on education?

Contact the Head of Department and the Deputy Head of Education for approval before you start working on the proposal (as described above).

Contact the project economist to develop the budget.

The research advisers at AD do not give support to the preparation of ERASMUS+ proposals, but you may get support from the Unit for International Relations in NTNU’s Education Division. Please see here: Information and support for ERASMUS+ proposals

Are you planning to send a proposal to an NTNU call?

Projects funded by NTNU are not externally funded (or BOA/grant- and commission-funded activity). Thus, the procedure above does not apply to such proposals, e.g. to NTNU's strategic research areas.

However, the following applies:

Always contact the Head of Department and Deputy Head of Research for approval before you start working on the proposal (as described above).

Contact the project economist if you would like help with designing the budget.

Contact the research adviser if you would like help with developing the project description and/or application form.

If the proposal gets funded, contact the project economist immediately for the creation of an internal project in Unit4.

Have you been granted a BOA project?

Being developed. See e.g. Rutine for oppfølging av BOA-prosjekt ved HF

Contact

Research advisers at AD:

Srutarshi Pradhan
Tone Woie Alstadheim

Project economists at AD:

IAP: Anniken Krokstad - anniken.krokstad@ntnu.no

IAT: Karianne Heggheim - karianne.heggheim@ntnu.no

ID and KIT: Ina Madsen - madsen.ina@ntnu.no

EU project economists:

Haider Slyngstad Qureshi - haider.s.qureshi@ntnu.no