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 Agreement 2009-2014  EEA and Norway Grants  Research cooperation programmes  120 mill. EUR  2012-2017

6. 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 Objectives of research programmes (ref. Annex 12)

7. COMMUNICATION Within the programme

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 FMO Brussels National Focal Point Program Operator MER ERC Project promotor Project partners Project partner Norway DPP:Research Council Norway  Information  Funding  Reporting

10. PUBLICITY Outside the programme

11. Annex 4 Information 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. 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 Information and publicity activities (min.2)

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. EEA/Norway Grants rules  Regulation  Annexes  Objective: a unified and EU-compatible system National rules  Public procurement  Documentation  Audit  Employment  … Legal framwork(s) Estonian and Norwegian partners follow the rules for own institution, in line with national legislation PO(ETAG) ensures that the Regulation is respected by projects

22. Norwegian Partners and Norwegian national rules  National legislation on procurement in Norway, in line with EU  Tender obligatory for purchases for over NOK 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, (equivalent of Form C i FP7)  Audit certificate if amount spent is over 375 000 EUR Final report (deadline 60 days after end of project)  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  sign project contract with Project Promoter  prepare annual work plans, budgets, and reports for approval by PC  provide administrative functions for Programme Committee  announce calls for proposals, develop guidelines  establish database of independent experts/ask for access to EU Commission database of experts  appoint independent, international experts to evaluate proposals  prepare ranking list based on expert evaluations 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