Norwegian partners and Project Promoters

1. Norwegian partners and Project Promoters Kick-off seminar for Estonian-Norwegian research projects, Tallinn 12.11.2013 Senior Adviser Aleksandra Witczak Haugstad, Research Council of Norway

2. Who are we?The Research Council of Norway • Adviser to the Norwegian government • Research funding • Support basic and applied research and innovation • Implement national thematic priorities • Cover all disciplines • Distribute 30% of public R&D funding • Networking and dissemination • Internationalization

3. RCN role in EEA and Norway Grants Donor Programme Partner in 6 research programmes • advise on programme development and implementation • facilitate contact and information flow • nominate Norwegian members of Programme Committee (PC) • observer status in PC • share good practice

4. The context

5. EEA Agreement2009-2014 • EEA and Norway Grants • Research cooperation programmes • 120 mill. EUR • 2012-2017

6. Objectives of research programmes (ref. Annex 12) Overall objective: research‐based knowledge development in Estonia through research cooperation between Estonia and Norway Primary outputs: research results The research programmes shall: • be based on equal partnerships (leading role of Estonia) • create benefits and build competence on several levels, from Programme Operators to researchers • prepare Project Promoters, project partners and researchers for further research cooperation within the European Framework Programmes and other ERA initiatives • reflect and promote the principles of the European Charter and Code • be open to participants established in third countries

7. Within the programme Communication

8. Basics – glossary • Programme Operator • Donor Programme Partner • National Focal Point • Financial Mechanism Office • Programme Committee • Project Promoter (project leader) • PO • DPP • NFP • FMO • PC • PP

9. Programme flow-chart • Information • Funding • Reporting

10. Outside the programme Publicity

11. Annex 4Information and Publicity Requirements Chap. 4 PROJECT PROMOTERS RESPONSIBILITY • Project Promoter shall provide information on the project to the widest possible audience at the appropriate national, regional and/or local levels, including relevant stakeholders. • develop and implement the Publicity Plan (part of the project application/contract) • inform project participants about source of funding • inform about source of funding in publications

12. Publicity Plan(part of the project application/contract) • Describe strategy and content of the information and publicity measures • Provide list and timeframe for planned activities (min.2) • Plan for a webpage/site • Identify administrative unit(s) responsible for the information and publicity measures + contact person; • Plan for evaluation of the visibility and awareness measures ( report to PO)

13. Communication and publicity TO DO LIST

14. Information and publicity activities (min.2) Aim is to report on the progress, achievements and results Examples: • seminar or a conference with stakeholders, • press conference or press event, • launch activity for the project, • closing activity for the project

15. WEB • Requirements for the project webpage/site • Provide regularly updated project information • in English (and Estonian) • Include information on • the project, • its progress, achievements and results, • the cooperation with Norwegian Partner, • pictures, • contact information • clear reference to the Programme and the financial mechanism;

16. Acknowledg funding Publications (Annex 12) • All publications shall include the following statement …: “The research leading to these results has received funding from the Norwegian Financial Mechanism Billboard during project • PP shall put up a billboard at the site of each operation(Norway Grants logo and info) Commemorative plaque after project • When project is completed: replace the billboard with a permanent commemorative plaque

17. Communication and Design Manual

18. Relevant actors in communication and publicity activities • Research Councils (Estonia and Norway) • FMO communication staff • Embassies • sciencenordic.com/forskning.no • PP • Project partners • Communication staff at PP and Project partners’ institutions

19. Get your project into the news • Project partner institution create newsarticle on homepage • Link sent to PO and DPP or directly to FMO communication staff • Take pictures, report activities and results

20. Procurement and reporting

21. Legal framwork(s) EEA/Norway Grants rules National rules Public procurement Documentation Audit Employment … • Regulation • Annexes • Objective: a unified and EU-compatible system Estonian and Norwegian partners followtherules for owninstitution, in line withnationallegislation PO(ETAG) ensuresthattheRegulation is respected by projects

22. Norwegian Partners and Norwegian national rules • National legislationonprocurement in Norway, in line with EU • Tender obligatory for purchases for overNOK 100 000 (12 000 EUR) excluding VAT (in a given category for the legal entity) • Large institutions have framework agreements (f.eg. for travel, office equipment etc.) • Norwegian institutions subject to national auditing of procurement practice

23. Reporting Annual report scientific progress report explanation of use of resources financial statement, (equivalentof Form C i FP7) Auditcertificateifamount spent is over 375 000 EUR Final report (deadline 60 daysafter end ofproject) Same as annual report + • audit report • final publishable summary report • report on wider societal implications • distribution of financial contribution between Project Promoter and partners

24. Thank you for your attention! Aleksandra Witczak Haugstad awh@rcn.no

25. Possible problem issues in the start up phase • Timing of the project start up • Timing of money transfers and exchange rates • Content of the Project contract • Reporting and auditing routines • Modifications of budgets (after application but before start up)

26. Tasks of the Programme Operator/Implementing Agency • signprojectcontractwith Project Promoter • prepareannualwork plans, budgets, and reports for approval by PC • provide administrative functions for Programme Committee • announcecalls for proposals, develop guidelines • establish database ofindependentexperts/ask for access to EU Commission database ofexperts • appoint independent, internationalexperts to evaluateproposals • prepareranking list basedonexpertevaluations and to submit it to Programme Committee for recommendation

27. Key documents • Regulation with Annexes (note nr.4 and 12) • Call text • Guide for Applicants • Guide for Evaluators • Programme Agreement (consortium) • Project Contract