Procedures for applications

The procedures described below apply to all applications for externally funded projects.

Anchoring with head of the unit

All applications for external funding must be approved by the head of your unit.
There are both financial and professional reasons why it is important to have a good foundation.
Early anchoring makes it easier to get good administrative support.
Approval from the manager must be documented and sent to project support via e-mail or other means.

All planned project applications must be notified to the project support team via the Service Portal
While in the Service Portal, click on "Project Support - Research Administration".
The project advisor then arranges a start-up meeting with the project manager.

The purpose of the start-up meeting is toidentify the project group's need for assistance.
The project advisor fills out the form for the start-up interview.
The project advisor is a budget meeting with the project group.
The Project Adviser also plans to request support and/or clarifications prior to submission of the project application, including deadlines for quality assurance of the text and budget.

All application budgets must be developed in collaboration with the project adviser.
An internal budget template must always be used, in addition to any template from the funder.
All projects are fully budgeted, i.e. all costs related to activities in the project must be made visible. This is done regardless of who will cover the costs.
The project advisor shall quality assure the budget of the finance section through project checks.
The budget must be approved by the faculty. All budgets must first be approved by the project manager's immediate supervisor and vice dean for research (plus the head of department at a faculty that has a head of department).
If the project's total budget is over 500,000, the budget must also be approved by the dean of the faculty.

The unit from which the application is sent is responsible for quality assurance of the scientific content of the application. Deans and vice-deans for research (or center directors for centres outside the faculties) have an overall responsibility for ensuring that this is done in an appropriate manner, by either quality assuring the text themselves, or by delegating this to persons with the right (special) expertise.
Application texts aimed at the EU and NFR may, by agreement, be quality assured by a project adviser, and in some cases by external consultants if the use of an external consultant has been approved by the Pro-Rector for Research. Project advisors will inform relevant applicants about current procedures.

The project manager has the overall responsibility for submitting an application on time.
The project manager is responsible for inserting text and attachments in the portal, but the project advisor can assist if needed (e.g. NFR portal, Espresso, Funding & Tenders Portal, etc.). ).
In cases where the project manager cannot submit an application (e.g., via specific platforms with access control), the Project Adviser must submit the grant application together with the project manager.
The project advisor is the person who enters the budget in the various portals.

When a project is granted funding, the project advisor will assist with the conclusion of the contract and the creation of an internal project number, in collaboration with the finance section.
The project manager is responsible for reporting during the project in dialogue with the project advisor and project controller.
In addition to the above, the project adviser assists with research administrative support throughout the project period. This primarily involves clarifying questions and, if necessary, linking the project manager in contact with the right resource persons. This applies, for example, to resource persons associated with, for example, KOM, HR, økonomi or research data management.
The project adviser may, by agreement, provide other forms of support, such as assistance in connection with the organisation of conferences or other major events by agreement. Here, priority is given to RCN and EU-funded projects.

Applications and associated documents must be archived in P360 by the responsible project adviser. Send a copy of the application to your project advisor.
Dialogue with the funder (for example, rejection or allocation) must also be archived.
Any changes to the budget or contract for granted projects must also be filed in P360 and replace the previous budget and contract. The project advisor executes the archiving.

At the end of the project, the projectadvisor calls a closing meeting. The team leader for the project support team is called in as needed.
The purpose of the closing meeting is to make an overallevaluation of the project and project support the team's support towards this.
The project support team's own template for thesutt report is used in connection with the closing meeting.
The project advisor archives the final report in P360.
The project's case in P360 and web pages is terminated or moved (depending on the web solution).