TN1302 The Voice of Research Administrators – Building a Network of Administrative Excellence BESTPRAC COST Info Day – 19° March 2015 Dott.ssa Sarah Ottonelli Direzione Ricerca e Relazioni Internazionali UNIMORE 1

Università degli studi di Modena e Reggio Emilia - UNIMORE 2 14 DEPARTMENTS: Society: 5 Dep. Science: 2 Dep. Life: 1 Dep. Health: 4 Dep. Technology: 2 Dep.

Università degli studi di Modena e Reggio Emilia - UNIMORE 3 FP7 - projects approved Disciplinary scientific areas SocietyScienceLifeHealthTechnology UFFICIO RICERCA TOTAL: 69 projects

UNIMORE EU Projects' proposals since 2014 (total: 88) 4

5 Direzione Ricerca e Relazioni Internazionali National research Patrizia Lasagna, Alessandra Minetti Institutional research Maria Giulia Lomi U-GOV data base Andrea Solieri International relations Barbara Villani Manuel Ciccarelli International research Progettazione: Donata Franzi, Claudio Del Rio, Fabiola Bedini Gestione: Sarah Ottonelli, Valeria Goldoni Industrial Liaison Office Giulia Catellani Valeria Bergonzini

Direzione Ricerca e Relazioni Internazionali 6 The Direction: – provides information on research programs at local, national and European level, and about how to access to funding opportunities – does actions aiming to raise awareness and increase the participation of university researchers into local, national and international funds – gives support to university researchers in the analysis of funding opportunities – gives support during the pre-submission phase – offers counselling during the negotiating phase – gives support to Professors, Researchers and administrative staff about how to manage national, international and European grants – provides support to the management of administrative procedures related to the guide lines of funds

7 The Direction: – adapts and simplifies, if possible, internal administrative procedures in order to facilitate the accession and management of local, national and international funds – gives support during the implementation phase – does internal audit in order to verify the work-in-progress of the funded projects – gives support to the Departments during the external audit – keeps relationships with the officials of MIUR, ASTER, APRE, Regione ER, and other universities – joins TAVOLO SOCI APRE and NETVAL (network for the valorisation research results), as well as the CODAU Committee Direzione Ricerca e Relazioni Internazionali

BESTPRAC’s details… 8 TN1302 “The Voice of Research Administrators – Building a Network of Administrative Excellence” project duration: 1° Nov / 31° Oct countries involved coordinator: University of Copenhagen

Purpose of BESTPRAC: to establish a network for the administrative, finance and legal services in universities, research organizations supporting researchers involved into the lifecycle of funded projects in order to: – exchange experiences and share and develop best practices – encourage knowledge sharing – knowledge transfer and increased efficiency

The Working Groups: WG1 – Administrative: covers issues related to the overall management of funded research projects WG2 – Financial: covers issues related to the financial aspects of preparing and running cross- European projects WG3 – Legal: covers issues related to the legal framework and approach of the projects

WG1 - Administrative: 11 main topic: who is a “project manager”? – administrative tasks combined with financial capabilities and/or legal tasks, and there is a mixture of different positions and profiles methodology of work: – market place for practical administration tools (softwares, on-line tools etc) – thematic discussions (+ invited experts)

WG2 - Financial: 12 topics: – accounting practices, VAT, overhead, exchange rates, audit – exchange experiences and share and develop best practices – interest to exchange internal procedures about managing European grants (for ex. internal guidelines, regulations, formats of documents etc) methodology of work: – internal surveys about the most experienced difficulties during FP7 and H2020 – presentation of the surveys during the meetings and open discussion – presentation of some specific cases purpose: writing a guide to Best Practice – Financial Issues

WG3 – Legal 13 topics: when legal profiles are involved during the different phases of subsmission and implementation of a project? – submission: NDA – implementation: GA, CA, IPR major challenge: – collaboration between legal/financial/administrative services and the researchers – achieve success on application/contract negotiation and implementation methodology of work: – sharing of some practical cases – open discussion about the main critical points – writing a draft of an annotated document

Thank you for your attention Direzione Ricerca e Relazioni Internazionali