Academy of Finland guidelines for consortium applications

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1 1 Academy of Finland guidelines for consortium applications These are the Academy of Finland s consortium application guidelines, which describe how to submit consortium applications, which appendices are needed and how to draft them, and how the applications are completed in the online services. For consortium guidelines specific to calls by the Strategic Research Council (SRC) at the Academy of Finland, please see the relevant call text. Contents Project collaboration or consortium? Structure of consortium application Drafting a consortium application in the online services Decision-making and reporting Appendices required Guidelines on appendices and abstracts 1. Joint abstract for consortium 2. Plan of intent for consortium (first stage of two-stage calls) 3. Research plan for consortium (single-stage calls, second stage of two-stage calls) Figure: How to submit a consortium application (first and second call stage) PROJECT COLLABORATION OR CONSORTIUM? Researchers and research teams may collaborate through normal project collaboration. In this case, the parties apply for funding for their own projects independently and describe the cooperation in each research plan. Applications that involve this kind of project collaboration are reviewed as separate applications. Funding may also be applied for by a consortium composed of research projects working at different sites. A consortium is a fixed-term body of independent subprojects that work under a joint research plan with a view to utilising systematic collaboration to generate greater added value than through normal project collaboration. The added value of the consortium must be described in the application. Consortium applications may be considered, for example, when applying for Academy Project funding or funding within Academy Programmes. A consortium application is reviewed as a single application. Some calls (e.g. some calls within Academy Programmes) are only for consortium applications. The call texts will clearly indicate which type of application is invited. A consortium application is not possible when applying for personal funding for research posts. When the title of the call reveals that the call is an international call for joint projects, consortium applications are possible only in exceptional cases. In international calls for joint projects, the Academy normally funds only the Finnish parties by granting funding to the Finnish sites of research. The Academy s international partner provides funding to the foreign parties of the collaboration. In such calls, consortium applications between Finnish teams can be considered only in cases when the teams collaborate both with a foreign partner and with each other. STRUCTURE OF CONSORTIUM APPLICATION The steps involved in drafting a consortium application are also described in a separate diagram. The consortium itself selects the principal investigator of the consortium. The consortium PI bears the responsibility for the drafting and submission of the consortium application. The PI is also responsible for reporting on the research of the consortium. The consortium PI can submit the consortium application only

2 2 after all consortium subprojects (i.e. the subproject PIs) have completed their own applications in the online services (i.e. tagged them as complete ). A consortium application is a single application that is created on top of the consortium PI s own application. The applications and appendices of consortium subprojects will be joined together with the consortium PI s application. The consortium PI s application includes details and appendices for the PI s own project as well as the consortium s joint research plan, abstract and public description. The joint research plan must describe the competence and research duties of the consortium parties as well as the added value generated by the consortium. The consortium PI will enter the consortium project s name, keywords and research fields on behalf of the whole consortium. If applying for Academy Project funding, the PI will also enter the research council to which the application will be submitted. The subproject PIs will complete their own applications filling in only their own subproject s cost estimate and funding plan as well as all other required fields. An exception to this main rule is that the partners of the subprojects are indicated in the consortium PI s application. Similarly, if the project requires a permit from an ethics committee, the permit should be accounted for in the PI s application. Make sure that the cost estimate and the funding plan are as realistic as possible. They must follow the cost coefficients (overheads, indirect employee costs, effective working hours) used by the site of research in question. Each site of research of the consortium parties must be asked for their commitment, as is standard Academy practice. The consortium application is processed as one application and the funding decision is made by a single research council or subcommittee at the Academy. If an application belongs to the fields of two or more research councils, the Academy will, where necessary, request expert reviews from fields other than that of the primary research council. When the consortium is granted funding, each subproject receives a separate funding decision. Applicants may concurrently submit an application only to one of the following funding opportunities: Academy Project funding (incl. consortium application as the PI of a consortium or a consortium subproject), funding for research post as Academy Research Fellow or funding for research post as Postdoctoral Researcher. If an applicant submits more than one application for these funding opportunities, we will only review the first application to arrive. DRAFTING A CONSORTIUM APPLICATION IN THE ONLINE SERVICES The joint consortium application is started by the consortium PI. The PI will log in to the Academy s online services, select the call under Open calls and click on New application. First select the language of the application and then Application of consortium PI. Then enter the name and abbreviation of the consortium. Under Consortium parties, enter the PIs of the consortium subprojects. Please note that the consortium PI can enter the consortium parties in the application only after the parties have signed up in the Academy s online services. When the consortium PI starts writing the name of a subproject PI in the online application, the system will give a list of persons with the same name who have already signed up in the online services. If the name of the subproject PI is not on the list, he or she must first sign up in the online services. After this, the consortium PI sends the consortium parties a message via the system to indicate that they have been added to the consortium. The message includes a link with which subproject PIs can log in to the online services to draft their own application and appendices (under My applications > Incomplete).

3 3 Each subproject PI enters the subproject s research costs and the cost coefficients (overheads, indirect employee costs, effective working hours) and VAT practice of the site of research. They should also enter information on mobility, possible research teams and all other information requested on the form. Applications must include all requested appendices. The consortium PI will receive an automatic message after the subproject PIs have completed their applications (by tagging them as complete ). The consortium PI may add or remove consortium parties while the call is open. The changes will take effect after the consortium parties have received the system notification about the changes. The consortium application (application of the consortium PI and the applications of the consortium subprojects) must be submitted by the set deadline. Please note that the consortium PI can submit the consortium application (Submit application) only after all subprojects have completed their applications (Tag as complete). All consortium parties can follow the status of the application in the online services. The PDF version of the application is updated as information is saved in the system. The deadline is non-negotiable The Academy will only process consortium applications that have been submitted by the deadline. Consortium compositions cannot be changed after the deadline has expired. DECISION-MAKING AND REPORTING The application of the consortium PI and the applications of the subprojects are submitted to the research council whose field the consortium project best matches. The funding decision is made by a single research council or subcommittee at the Academy. The funding is allocated to the sites of research of each subproject. While the consortium project is ongoing, the consortium can apply to change the subprojects funding plans without having to change the consortium s overall funding. This option is possible in the following funding opportunities: Centres of Excellence, Academy Programmes, funding for research infrastructures and funding programmes by the Strategic Research Council. After the funding period has ended, the consortium PI must submit a scientific report on behalf of the whole consortium. APPENDICES REQUIRED When preparing a consortium application, you must follow the Academy s general guidelines for appendices (if not otherwise stated). The guidelines are available under Appendices required on our website. For the guidelines on appendices required in applications for Centre of Excellence funding and funding for research infrastructures, please see the relevant call texts. Appendices to consortium application: 1. Appendices to consortium PI s application: joint research plan drafted in line with consortium guidelines, no more than 15 pages statement by an ethics committee or the Committee on Animal Experimentation (if needed in a consortium subproject); the ethical aspects must always be specified in the research plan in two-stage calls: joint plan of intent, no more than six pages 2. Appendices appended both to the consortium PI s application and to each subproject application: Obligatory appendices:

4 4 curriculum vitae for the applicant, no more than four pages (recommendation) list of publications by the applicant; for each subproject PI, clearly indicate the ten most important publications for the application Case-specific appendices (full applications only): progress report on all Academy-funded research projects for which the applicant has not submitted final reports invitation by foreign university or research institute, if the research or part of it will be conducted abroad; if necessary, several invitations combined into the same appendix GUIDELINES ON APPENDICES AND ABSTRACTS Below you will find guidelines on how to draft a consortium abstract, plan of intent and research plan. The guidelines differ from the Academy s general guidelines on appendices. For guidelines on how to draft other appendices, see Appendices required on our website. 1. Joint abstract for consortium The abstract (i.e. the summary of the research plan) is written in the online services. It provides an overview of the scientific content and costs of the project. The application will be reviewed by international experts, and the abstract should therefore include the following information: Name and site of research of consortium PI Names and sites of research of subproject PIs Name and abbreviation of consortium Summary of key details of the research plan: objectives of research (incl. added value expected from consortium collaboration), research methods and material Funding period, amount of funding (specified by subproject) applied for from the Academy and estimated total project costs. 2. Plan of intent for consortium (first stage of two-stage calls) The Academy normally requests a plan of intent at the first stage of two-stage calls (e.g. calls within Academy Programmes). The plan of intent must be no more than six pages. The consortium PI appends the plan of intent to his or her own application. All consortium parties fill in their own details on the online application. The cost estimate in the plan of intent is indicative. Structure of plan of intent: Name of applicant Title of research project Site of research Justification for how the research project matches the call and its objectives Background and objectives of research Added value generated by consortium Description of research team Most important research methods applied in the project Expected results as well as scientific and societal impact

5 5 National and international cooperation Schedule for research Append the plan of intent to the application in the online services. Name the attachment file as follows: yoursurname_intent_abstract. 3. Research plan for consortium (single-stage calls, second stage of two-stage calls) To guarantee the uniformity and quality of the review process, applications must follow a comparable structure. The research plan should provide clear answers to the questions raised in the review. Therefore, research plans should follow the structure provided. Consortium research plans follow a slightly different structure and must not exceed 15 pages (Times New Roman 12 pt or corresponding). The application will be reviewed by international experts, and the research plan should therefore include the following information: 1. Consortium PI, subproject PIs and their sites of research, name and abbreviation of consortium, date of research plan 2. Rationale Significance of the project in relation to current knowledge: How is the project linked to previous international and national research? How will the project advance previous research?how is the joint consortium project linked to previous or other concurrent research by the subproject PIs or their teams? What special added value will the consortium collaboration generate? If the call has a specific objective (e.g. research programme calls): How does the proposed research match the call and its objectives? 3. Objectives and expected results Objectives of the research Hypotheses Expected scientific and societal impact of the research Potential for scientific breakthroughs and for the regeneration of science and research Applicability and utilisation potential of the research results Critical points for success, alternative implementation strategies Publication plan: publishing of research results, dissemination and communication to the scientific community, potential end-users and the general public 4. Research methods and material, support from research environment Research methods, described so as to explain how they will contribute to answering the research questions/confirming the hypotheses, or how they will support the chosen approach Research material Data management plan, describing: - how the research data will be obtained - how the data will be used - how the data will be stored and protected - how subsequent use of the data will be facilitated, and how the data will be made available to others - how the rights of ownership and use to the data will be distributed

6 6 What kind of tangible support will the project receive from local, national and international research environments? Use of research infrastructures, description of how the project benefits from such use (the infrastructures are also entered in the online application under Infrastructures) 5. Ethical issues Description of ethical issues (e.g. ethical governance procedures, informed consent, anonymity of subjects) concerning the chosen topic, methods and data, as well as any research permits or information on pending permit applications 6. Implementation: schedule, budget, distribution of work Schedule for the consortium s research Cost estimate for each subproject (total costs and funding plan) and cost justifications by type of expenditure. Costs that do not pass through the books of the sites of the research must not be included in the total costs.distribution of work: names, tasks and salary costs (with justifications) of consortium staff. If the names are not known, enter N.N. Also include:an estimate of each subproject PI s working hours on the project (max. 1.5 months/year) - if funding (max. 12 months) is applied for to cover a subproject PI s salary: give clear, research-specific reasons for the salary - if a subproject PI does not have a permanent employment relationship, include a salary plan for the PI for the funding period 7. Research teams and collaborative partners Merits of the consortium s research team members National and international collaboration and its significance for project implementation; the partners (other than consortium parties) are entered on the online application under Partners 8. Researcher training and research careers Researcher training, including arrangements for teaching and supervision, and postgraduate degrees to be completed within the project Advancement of research careers Promotion of equality 9. Mobility plan Description of possible researcher mobility from Finland (or to Finland or between organisations in Finland), including information on the objectives and duration of visits and on whether the visits have been agreed; also justify how the visits or work periods elsewhere contribute to the implementation of the research plan (this information is also entered on the online application under Mobility) 10. Key literature or bibliography Append the research plan to the application in the online services. Name the attachment file as follows: yoursurname_research plan.

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