Call for proposals. Green Genetics. Designing genotypes, improving phenotypes. A STW TKI-U/Plantum Programme

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1 Call for proposals Green Genetics Designing genotypes, improving phenotypes A STW TKI-U/Plantum Programme Deadline for submission of applications: Pre proposals: March 3, 2015 Full proposals: May 31, 2015

2 Contents Introduction... 1 Aim Technology Foundation STW... 1 STW s mission... 1 Utilisation... 1 Users... 1 Objective of the programme... 2 Unique aspects of the approach of theis Programme... 3 Focuss... 3 Objectives... 3 Scientific challenges 4 Submission 5 Preproposal 6 Full proposals 6 Funding 7 Programme budget 7 Project budjet 7 Funding conditions and Intellectual Property (IP) policy 7 Specific requirements to the programme... 8 Co-funding criteria... 8 Fit in the programme... 8 Involvement in multiple projects... 8 Duration of the programme (met evt. declaratie deadline)... 8 Resubmitting research proposals... 8 Timeframe 9 Links 10 Assessment procedure Deadline for submission pre-proposal Preselection Deadline submission full proposal Formal requirements Assessment by referees Applicants rebuttal Jury procedure and decision-making NWO Code of Conduct on Conflicts of Interest After award After awarding Start and starting date of the project User committees Reporting page i of 41

3 Continuation Extension Termination and termination date Discontinuation Drawing up and submitting the research proposal Iris Format Who can apply? Main and co-applicants Who can act as main and co-applicants? Main and co-applicants with a part-time appointment Participation of DLO 16 Who cannot apply? (Applies to main and co-applicants) Guidelines for applicants Project-specific costs Notes on costs of personnel temporarily appointed to the project at the research institute Notes on temporary personnel positions Notes on permanent staff Notes on secondment Notes on PDEng trainee Notes on Casimir candidate Notes on costs of materials and domestic travel Notes on Material credit Notes on costs of foreign travel Notes on short travel abroad Notes on exchange visits Notes on costs of investments Notes on investments Notes on Users, co-funding and letters of support Users Co-funding Notes on Criteria relating to co-funding Notes on Criteria relating to in-kind co-funding NOT permissible as the co-funding Letters of support Notes on STW's Intellectual Property (IP) policy NEW: STW introduces two amendments to its IP policy as from 1March 2014: The main principles of STW's IP policy are as follows: Notes relating to the application form Details application Summaries Current composition of the research group Scientific description page ii of 41

4 5. Utilisation plan Intellectual property Positioning of the project proposal Financial planning References Abbreviations and acronyms Declaration and signing by the applicant Finally Appendix 1: Notes for the completion of an FP form Appendix 2: Specimen form Declaration and signing by the applicant Appendix 3: Evaluation items Appendix 4: Evaluation scales page iii of 41

5 Introduction This introduction explains the objectives and working methods of Technology Foundation STW 1. It details the conditions governing proposals submitted to STW for the funding of scientific research under the STW TKI-U/Plantum Programme. As a division for the Technical Sciences (TW), STW is part of the Netherlands Organisation for Scientific Research (NWO; see also As such, STW provides indirect government funding. Before submitting your application electronically via IRIS, STW recommends that you visit its website (www.stw.nl) to check that you have the latest version of this brochure, and that you read the guidelines carefully. Aim Technology Foundation STW STW s mission STW s mission is to bring about knowledge transfer between technical sciences and users. STW does so: by bringing scientific researchers and potential users together; by funding excellent research in the technical and applied sciences. Utilisation STW-funded research generates valuable knowledge. In addition to excellent science, STW aims to promote the application of knowledge. The term used by STW to refer to the set of activities aimed at maximising the possibility of research results being applied by third parties is utilisation. In order to promote utilisation in addition to scientific quality, STW sets up a user committee for every project. STW expects applicants and users to actively collaborate towards promoting utilisation and towards STW s objective of transferring knowledge to users. Users, user committees and intellectual property play a crucial role in utilisation. Users Users of research are defined as natural persons or legal persons (at national or inter-national level) who are able to apply the results of the research. A distinction is sometimes drawn between direct users, usually companies, and end users. In that case, it is not sufficient to designate end users only. It is STW s explicit intention that potential technology users and end users outside the immediate circle and outside the research field of the researchers submitting the proposal should be involved in the project from beginning to end. Users should be able to apply the knowledge generated by the research in the medium to long term. (Potential) users should be indicated in the utilisation section of the research proposal. 1 Stichting voor de Technische Wetenschappen is the legally registered name of STW. This name is generally used only in official documents. In this document, the name Technology Foundation STW or the abbreviation STW will be used. page 1 of 41

6 Objective of the Programme Technology Foundation STW, the Netherlands funding organisation for the engineering and application-oriented sciences, is proud to announce that it has found a partner in Plantum, the Netherlands trade association of companies active in plant propagation material. STW programmes foster collaboration between academic and industrial researchers. We invite academic scientists to submit (pre-)proposals for research projects that may give answers to the scientific and technological challenges as described in the Green Genetics Programme with subtitle Designing genotypes, improving phenotypes that was made possible by TKI-U. Plantum represents the Dutch plant propagation industry in all aspects, from plant biotechnology and plant breeding to propagation, seed production and seed processing, covering field and vegetable crops as well as ornamental crops. The Dutch plant propagation industry is a prominent global player generating an annual turnover of 2.2 billion Euro. The plant breeding companies typically invest 10-30% of their turnover annually in R&D, leading to improved crops that meet demands of growers, consumers and society as a whole. The companies associated in Plantum will use the results of this Green Genetics Programme to improve the effectiveness and efficiency in commercial breeding programs and to increase the number of potentially interesting traits to be selected for. As the decision to discontinue the Technological Top Institute Green Genetics has consequences to the continuity of the plant starting material knowledgebase, the Ministry of Economic Affairs made 50% of the budget to this call available in order to secure the transition from TTI GG to the TKI U and therewith to contribute to the continuity of the knowledge base, essential to the Dutch plant starting materials industry. Moreover the Ministry of Economic Affairs has the ambition to realize an integral approach in which the aims of the Top sector Horticulture and Plant Starting Materials and the PPS Better Plant for New Demands are supported. This call meets the objectives of both organizations in the theme More with less, subtheme Plant Breeding and Seed Technology. As relevant specific expertise for the Programme is expected to be available from various DLOinstitutes, applicants are invited to incorporate DLO-partners in their consortium. Costs made by DLOpartners will be reimbursed from the budget for materials. Unique aspects of the approach of the Green Genetics Programme o o o o o The Programme strengthens the Dutch fundamental and precompetitive knowledge- and education base in plant sciences; Projects constitute a coherent and dedicated effort to contribute to the scientific challenges, put forward by the Green Genetics Programme; Management and administration of project (proposals) is according to STW procedures; Scientific quality is safeguarded and guided jointly by industrial experts and university project applicants; Possibility for higher education (HBO) institutions to participate in research projects. Although research will be carried out within the individual projects granted, the intention of the Green Genetics Programme is to gain additional benefit from combining research activities, techniques and results as much as possible. For this reason a Programme Committee will be installed with the specific task to stimulate co-operation and exchange of information between the projects. To protect page 2 of 41

7 intellectual property that will be gained in individual projects, a Material Transfer Agreement or a Programme Agreement will be signed if appropriate. To help the PC in this co-ordinating activities a supporting PC-budget will be allocated. Focus, objectives and applications Focus Plant breeding plays a crucial role in the ability to meet the vastly increasing demand for food and feed while at the same time minimizing the impact of agriculture on the environment in terms of land use, water pollution and energy consumption. Breeding also contributes to product quality, product diversity and a pleasant and healthy environment. Arable crops are at the very basis of human life as they provide us and our livestock with food and raw materials. Vegetables constitute an indispensable element of a healthy diet, while ornamentals contribute to our wellbeing by creating a pleasant living environment and enhancing communication between humans. In the past, plant breeders focused heavily on increased yields. The last 10 years, however, emphasis has moved to include efficiency, sustainability, health and welfare traits. Plant breeding requires high investments in R&D and longterm commitment to meet changing societal and consumer demands, to increase efficiency in the food chain and to reduce the ecological foot print. The Green Genetics Programme focusses on the development of novel approaches which will pave the way towards accurate prediction of the phenotype of plants through innovative science, to meet the consumer-, commercial- and societal demands faster, and better. Objectives Plant breeding has always been knowledge intensive. Today the rapid emergence of new scientific and technological insights open new opportunities for innovation and scientific research. However this also creates an urgency for companies to collaborate at the pre-competitive level, in order to absorb these developments in their competitive R&D efficiently and timely. Precompetitive, groundbreaking research and education of R&D workers are prerequisites for the Netherlands-based plant breeding industry to expand its world-leading role and competitive position through focus on improving novel plant varieties needed for sustainable, future plant production chains. The aims of the Green Genetics Programme are: o New excellent and distinct knowledge to be applied in plant breeding; o Methods and tools for improved plant breeding; o Accurate prediction of phenotypes. page 3 of 41

8 The aims will enable further improvement of plant phenotypes on the basis of multidisciplinary research, for which outstanding and groundbreaking research are the cornerstones. Combining genetic information by using state of the scientific knowledge and statistical and IT tools are key deliverables to the Green Genetics Programme. To improve phenotypes by designing genotypes in order to meet the grand challenges facing the world. Scientific Challenges The Green Genetics Programme aims to strengthen the fundamental knowledge base. Fundamental research and the local availability of well trained and educated knowledge workers is a crucial precondition for plant breeding companies to maintain their competitive position, with The Netherlands as an operational base. The goal of the Programme is to create and to sustain fundamental and precompetitive knowledge in two specific areas: Genetics and Environment. Each phenotype is the result of a genotype in its environment. Plant breeders want to be able to predict and influence the phenotype, based on a clear understanding of genotype x environment interactions. By manipulating the genotype the aim is to create robust plants that perform well in variable and hostile environments. 1.Genetics: Breeding by design Plant breeding consists of two major elements to realize the ambition from genotype to phenotype: (1) the creation of genetic variation, and (2) the fixation of all desired genetic traits in a single variety. Plant breeding starts with genetic variation and the availability of genetic resources. As a result, the plant breeding industry is in need of novel methods for generating genetic variation and novel tools to develop new desired phenotypes. In order to be able to introduce these phenotypes into commercial varieties, it is necessary to precisely identify and to understand the genetic and physiological background of phenotypes. The ultimate goal is to predict the phenotype from the genotype, and to increase the breeding efficiency based on insight into the genome and its functions. This requires progress in the areas as genetics, developmental biology, cell biology, statistics and data analysis. Deliverable 1 quantification and creation of genetic variation Deliverable 2 novel insight for fast, and accurate phenotyping and identification of genotypes Deliverable 3 accurate prediction of phenotypes from genetic information 2.Environment: the plant in its environment Climate change is expected to result in increased regional environmental problems such as drought, flooding, and insect pests, which may also act as vectors for pathogens. Better understanding of the response of genotypes to their environment is crucial to create robust plants that are able to thrive under variable and unfavorable growing conditions. This not only applies to crops growing in the field, but also in greenhouses and in vitro culture. In protected cultivation, growth conditions are subject to changes thanks to the development of new technologies. Finally, plants are often not only required to perform well during production but also during the postharvest phase. New insights (and application of these) in genotype-environment interactions and the interaction of plants with their (a)biotic environment requires progress in the areas of plant physiology, microbiology and entomology. Deliverable 1 understanding and modeling of interactions between the plant and its environment Deliverable 2 developing robust plants, from seed to end product Deliverable 3 adapting plants and products to changing growing and chain conditions, inclusive consumer demands Proposals can be submitted on all application areas as elaborated in the Scientific Challenges page 4 of 41

9 Submission The application process is a two-step procedure: A pre-proposal with a short project description is meant to be discussed with potential users/cofinancers and to be preselected if appropriate. A full-proposal to be reviewed and prioritized for granting. The pre-proposals and the full proposals must meet at least the following criteria: Pre-proposals: o Pre-proposals comply to the pre-proposal format. o At the stage of pre-proposals representatives of knowledge institution are asked to submit their project ideas, in line with the Programme plan, with an estimation of the budget required to STW; o Companies active in the plant propagation industry are asked to indicate their interest in pre-proposals; o Utilisation of project results should be in the perspective of the private interest of companies active in plant propagation material; o Pre-proposals should be multidisciplinary of nature and should address at least two deliverables as described in the Programme plan, preferably from both genetics and environment ; o Pre-proposals that fit only within one deliverable are not excluded from review on condition that this choice is adequately addressed and considered; o Exchange of research personnel between universities and plant breeding companies will be highly appreciated and encouraged; o Inclusion of research on other species than crop plants will be appreciated, but always in the context of application to plant propagation materials. Full proposals o Full proposals comply to the proposal format; o Full proposals are elaborated in close collaboration with companies which indicated their interest in the particular project idea; o Budgets comply to the funding range of k per project; o Companies which participate in a proposal will express their intention by a letter of intent; Pre-proposals Deadline March 3, 2015, CET Pre-proposals are defined and submitted by researchers from knowledge institutes. Companies or consortia of companies can indicate their interest and financial support in the pre-proposal. Pre-proposals consist of an abstract, followed by a short description (maximum of 4 pages) of the proposed research, a utilization paragraph and a breakdown of the estimated budget needed for carrying out the research. Pre-proposals should be written in English with a minimum font size of 10 point, and should be submitted electronically via Iris, STW s electronic grant application system. To submit research applications and for the Iris manual, visit page 5 of 41

10 Pre-proposals should be structured according to the following format: Mention Partnership Green Genetics in the upper left corner on the front page o Title o Abstract max 350 words o Names and addresses of the applicants o Expertise of the applicants including max 5 key publications o Describe how your project fits the scope of the Programme, and which aspects of the Programme plan will be addressed o Objectives of the project o Concise description of the planned research. At least a description should be given of the expected results and the implementation thereof in industry o Preliminary patent search results: essential here is that there is 'freedom to operate' i.e. no infringement on existing property rights of third parties o Preliminary budget forecast in range of k o References (if applicable) Upon receiving a pre-proposal STW will determine whether the research proposal is eligible for further consideration. Applicants of pre-proposals which are able to attract sufficient support from the plant starting material industry, which fulfill the obligations for a pre-proposal and comply to a requested fit into the Programme as determined by the PC, will be asked to submit a full proposal. Full proposals Deadline May 19, 2015, 14:00 CET The format of the full proposals should be according to the structure as described in the Notes relating to the application form on page 28. Full proposals must consist of a detailed description of the expected results, planning of the research and a utilization paragraph. The utilization paragraph should include the important industrial challenges that will be solved, the timeframe to implementation and the expected bottlenecks during the implementation. Partners which have shown their interest in a proposal, both with respect to the content and intention to contribute financially and/or in kind, should be involved bottom-up during the preparation of the proposal. The scientific quality and the utilization perspective of the full proposals will be evaluated by peer review, taking into account the prerequisites with respect to dedicated attention towards ornamental breeding and plant propagation research. Subsequently, the expert program committee (PC) will rank the full proposals for granting. The decision of the STW board will be based on this ranking. Details on the evaluation items of full proposals can be found in Appendix 3 en 4. page 6 of 41

11 Funding Project grants will cover: o Personnel costs for temporary positions (including PhD, Postdoc positions, positions for technical assistants) ; o Material costs (including national travel costs and personnel costs DLO); o International travel costs; o Costs for new equipment; The institution(s) of the applicant(s) ensure(s) the required infrastructure, the supervision and fitting into the research program of the research institute. The expertise required for the research must be available at the requesting institute(s), so that external consultants will not be necessary. STW may verify this with the dean or the executive board of the institute. Programme budget For this Programme a budget of 6 M is available. In order to give the ornamental breeding and plant propagation industry a fair chance to initiate projects, 1 M of the budget will be dedicated to this segment of the industry. The remaining budget of 5 M is open for project proposals dedicated to the plant breeding industry. The Ministry of Economic affairs contributes 50% of the budget. The other 50% of the budget is contributed by plant breeding companies, who pay at least half of this in cash and the rest in kind. Project budget Within the Programme individual project proposals can be submitted with a requested budget between 300k and 700k. Funding conditions and Intellectual property (IP) policy STW s funding conditions and STW's IP policy are applicable to this Programme (see the explanation of the IP policy further on in this brochure). page 7 of 41

12 Specific requirements to the Programme Co-funding criteria For each individual project, a co-financing of 50% of the total project costs is required. At least half of this co-financing should be in cash, the rest in kind. Applicants are invited to seek contact with interested industries in the topic of their research projects and to indicate the approriate co-financing in the pre-proposal already. Applicants are invited to contact Plantum in co-ordinating the cofinancing of their projects. Applicants and co-financing users should have agreed upon the co-financing on beforehand when submitting the full-proposal. Definitions Total project costs: necessary financial resources plus in-kind contributions Financial contribution: Financial contributions constitute the necessary financial resources. In kind contributions: In-kind contributions means capitalised personnel and/or material contributions from users. Fit into the Programme Only those research project (pre)-proposals may be submitted that fit into the Topsector TKI TU innovation contract as explained in Involvement in multiple projects Within this Programme, a researcher may associate his/her name with only 2 research proposals as an applicant or co-applicant. Duration of the Programme Declarations with respect to project costs for this Programme should be submitted to STW no later than December With this the definition of the final date as described in the General Terms and Conditions ceases to apply. Resubmitting research proposals Research proposals that were rejected in a previous STW evaluation procedure cannot be resubmitted automatically. When a research proposal is resubmitted, the scientific description and/or the utilisation plan must have been significantly revised. STW will be the judge of this. The earlier referees comments may be used as a guideline in revising the proposal. When resubmitting the research proposal, the applicant should attach a statement in English explaining the revisions. If the research proposal has not been revised sufficiently, it will not be considered. In addition, if identical or very similar research proposals are or will be submitted to NWO or other funding bodies, this must be stated in the proposal. page 8 of 41

13 Timeframe Pre-proposals Call for pre-proposal open Januari 15, 2015 Deadline pre-proposals March 3, :00 CET Positive/negative advice by Programme Committee March 31, 2015 Full proposals Deadline full proposals May 19, :00 CET Assessment by (international) referees June-July 2015 Primary applicants' rebuttal August 2015 Advice programme committee to STW board October 8, 2015 Decision by STW board October 16, 2015 STW Programme Committee secretary: STW Legal advisor: Dr. ir. Henry van der Valk Mr. Koen van Nol Van Vollenhovenlaan 661 Van Vollenhovenlaan JP Utrecht 3527 JP Utrecht Phone: +31-(0) Phone: 31-(0) page 9 of 41

14 Links STW s General Funding Conditions: The basic principles of STW s Intellectual Property Policy (IP policy): Requirements to a Letter of support: Task and Method of Working of User Committees: Questions to referees/aspects for assessment: Code of Conduct on Conflicts of Interest: Fixed rates in salary tables: Standard amounts for foreign accommodation expenses: Standard amounts for capitalisation of co-funding of personnel costs: Iris: https://iris.stw.nl/iris/servlet/iris?app=stw How Iris works: https://iris.stw.nl/iris/help/gebruikershandleidingirisstw_en.pdf Netherlands Organisation for Scientific Research (NWO): page 10 of 41

15 Assessment procedure Deadline submission pre-proposal The deadline to submit pre-proposals is Tuesday March 3, 2015, 14:00 hours CET. Preselection If at least four times more proposals are submitted than can be funded, STW retains the right to perform a pre-selection of the pre-proposals. The pre-selection will be perfomed by a jury consisting of a delegation from Plantum, representative(s) from relevant social organization(s), 3 representatives of the industry and 3 experts in the field of Green Genetics. The criterion for a positive advice to write a full proposal is the fit into the Programme. The individual members of the jury will mark this fit with +, 0, or -, and the average value determines the priority for a positive advice. Proposals with a positive advice are invited to prepare a full proposal. The pre selection jury will be installed by STW. Deadline submission full proposal The deadline to submit full proposals is Tuesday May 19, 2015, 14:00 hours CET. Formal requirements STW confirms receipt of the research proposal. It then verifies the formal requirements to determine whether the project proposal is eligible for consideration. If the relevant conditions (see section on Guidelines for applicants ) are not fulfilled or the information requested is incomplete, the project proposal will not be considered. In that case, STW returns the research proposal to the main applicant with a request for adjustments or additional information. Within ten to fifteen working days after registration of the project, the main applicant learns whether the research proposal is to be considered. If it is not to be considered, the main applicant is given six weeks calculated from the date of STW s notification to submit a revised version. If the information required is not provided, or is incomplete by the six-week deadline, the research proposal is recorded as withdrawn. Assessment by referees STW submits the research proposal to a number of national and international experts in the relevant specialist area (peer review). These referees are drawn from the scientific world, large research institutes, and industry. Referees remain anonymous. They assess the proposal on the basis of specific questions about scientific quality and utilisation. The questions submitted to referees are available on the website (www.stw.nl) and attached in appendix 3. STW recommends that applicants anticipate these questions in the research proposal. The number of referees consulted by STW depends on the nature of the research proposal and the size of the budget contained in the research proposal. STW aims to have the research proposal assessed by three to five referees. STW gives applicants the opportunity to provide suggestions for referees. For this, when submitting via IRIS, please add a list of the names and contact information for a maximum of five independent referees with relevant expertise. STW does not use a non-referee list, which allows certain referees to be excluded in advance. However, the applicant(s) may ask STW to exclude up to two people or organisations from acting as page 11 of 41

16 referees. STW will grant this request only if the provision of information from the research proposal to that referee might obstruct the utilisation. STW combines the individual referees comments, anonymised and if necessary paraphrased, into a basis for a protocol. Applicants rebuttal STW sends the basis for a protocol to the main applicant with a request to respond to the referees comments. The main applicant responds to each question or comment individually. The combined referees comments including the responses from the applicant(s) form the protocol used by jury members in arriving at their assessment. Jury procedure and decision-making To guarantee the objectivity of the assessment as far as possible, STW puts together a jury consisting of members. Each jury member assigns two ratings of equal weight to each proposal, one for scientific quality and one for utilisation (prospects). The jury for the Green Genetics Programme will consist of a delegation of Plantum, representatives of the industry, experts in the field of green Genetics and relevant social organizations. The members of this jury may be (partly) the same as those of the pre selection jury. Proposals can only be considered for funding if both the scientific quality criterion and the utilisation quality criterion together score no more than 7.0 and the individual criterions score no more than 4.0 Appendix 4 contains an explanation of the meaning of the quality scores. The STW-Board largely bases its allocation decisions on the prioritisation of the research proposals. The order established by the jury rankings is the starting point for this. A secondary consideration is the budget available and any additional policy considerations. The Board does not assess the scientific content of the research proposals. In practice, unfortunately, the available budget will not be sufficient to fund every proposal of good quality. The Board may attach additional conditions to an award. These conditions may relate to matters such as intellectual property, co-funding by (potential) users, major investments and/or special infrastructure facilities. NWO Code of Conduct on Conflicts of Interest STW asks active researchers from research institutes and specialists from other knowledge-intensive organisations to participate in assessment procedures. These people are themselves involved in ongoing or new research and often belong to large organisational associations and research networks. Therefore, any conflict of interests, or anything that remotely resembles this, must be avoided in the assessment of research proposals. To ensure a fair assessment and transparency for applicants, STW uses a code of conduct on conflicts of interest that is in line with the NWO Code of Conduct on Conflicts of Interest. This code identifies possible forms of conflicts of interest and indicates the steps to be taken to avoid conflicts of interest. Parties subject to the code of conduct are: referees, jury members, committee members, members of decision-making bodies and STW officers. The full text of the code of conduct on conflicts of interest used by STW is available at: page 12 of 41

17 After award (see also the General Conditions of STW at After awarding The main applicant becomes the project leader. In the case of large projects, it is necessary to appoint separate sub-project leaders. If the proposal is successful, each research institute involved receives an award letter with appendices. This sets out the legal and financial conditions of funding and should be signed individually for approval by each research institute. The credits for materials, travel and investments are initially allocated for up to two years. The personnel credit per post is initially allocated for up to three years. STW reserves any remaining funds for the continuation after two years. Start and starting date of the project The credits allocated do not become available until after the necessary documents have been signed and received by STW and all relevant award conditions have been fulfilled. If the latter is not yet the case, for example due to continuing negotiations about intellectual property, written permission to start the project can be requested from STW. Without such written permission, potential financial risks are borne by the applicant(s). The starting date of the project is the date on which an initial expenditure of allocated funds is undertaken. This is generally not the date of award. It usually relates to the appointment of the first staff member at the project s expense. User committees To promote the effective transfer of knowledge generated by the research to users, STW sets up a user committee for every research project in consultation with the project leader. User committee meetings are attended by the applicants/co-applicants, project/subproject leaders, the researchers temporarily appointed to the project and the representatives of potential users. The project leader acts as chairman and STW runs the secretariat. A minimum of four users should sit on the user committee and at least 50% of them should be from industry. STW may change the composition of the user committee in the course of a research project, if there are grounds to do so. The committee can advise the project leader on the direction the research should take in order to promote the application of the results. The project leader always holds ultimate responsibility for the realisation of the research in accordance with the approved project plan. The instructions for participants in a user committee are included in the General Conditions and the Task and Method of Working of STW User Committees (see: The members of the user committee are formally invited by STW to sit on the user committee. Those participating in the user committee commit themselves to the conditions included in the General Conditions and the Task and Method of Working of STW User Committees (for example with respect to confidentiality of the information and how to deal with the results from the project). Reporting The project leader reports on the progress of the project twice a year, in writing, and the user committee then meets to discuss the progress made. As an exception to be decided by STW the user committee may meet less frequently. page 13 of 41

18 Utilisation of the research results is always on the meeting agenda. It covers collaboration with (potential) users and the protection and commercialisation of the knowledge generated. The results of the project are confidential until STW decides otherwise, or until STW has given permission for publication. A publication is the disclosure of results by any means, such as a text (including publications, abstracts, announcements on a website), illustration or an image or sound carrier, with the exception of disclosure resulting from a patent or patent application. The members of the user committee are the first to be given access to the research results, i.e. before publication. STW submits draft publications to the user committee asking whether, in their opinion, the publication contains a patentable discovery and/or whether there are utilisation opportunities. If knowledge protection measures are required, such as the submission of a patent application, STW may decide to suspend the publication for up to 9 months. Continuation In the case of projects with a term of three years or more, the user committee advises STW on the continuation of the project based on progress made. On that basis, STW decides on the allocation of the credits reserved at the time of award. Extension An extension after the end of a project is possible only in very limited cases. The prospects in terms of utilisation are crucial in this respect. From the utilisation perspective, funds remaining on the project can be used to extend one staff position (1 fte) for a period of up to three months. If the extension requires an increase in the budget, co-funding by (one of the) users is a prerequisite. This co-funding is subject to the same criteria as co-funding on submission of a research proposal. The STW contribution is inclusive of the funds remaining on the project and is subject to an upper limit of 50% of the total costs for the extension of the project. Termination and termination date The termination date of a project is the date on which the last temporary appointment is terminated. The project leader then receives two final forms from STW to round off the project in terms of both content and funding. Unallocated credits cease to be valid after the end of the project. The summaries requested in the final form are used for the purpose of publication in STW s utilisation report. STW publishes an annual utilisation report giving progress updates 5 and 10 years after the start of a project. Discontinuation STW may discontinue a project before the official termination date if the obligations and/or general funding conditions are not or are no longer fulfilled, or if the scientific quality of the research and/or utilisation of the results of the research are inadequate. page 14 of 41

19 Drawing up and submitting the research proposal IRIS Research proposals should be submitted electronically via IRIS, STW s electronic grant application system. To submit research applications and the IRIS manual, visit https://iris.stw.nl/iris/servlet/iris?app=stw An application consists of two parts: 1. a factsheet containing the key details of both the applicant(s) and the application (including name and address details, title of the research and a summary in English); 2. the application form containing the other information requested. When you submit the factsheet electronically, you also append the completed application form in PDF format (see manual on How Iris works). Other accompanying appendices should be sent separately in PDF format (without protection). The factsheet together with appendices is regarded as the research proposal. Appendices: Accompanying appendices should be sent separately in PDF format (without protection). The factsheet together with appendices is regarded as the research proposal. Required appendices: Form Financial planning Form Declaration and signing by the applicant Reference suggestions may be submitted in Iris. Only research proposals that are submitted electronically will be considered. Format The full proposal should not exceed twelve pages in A4 format (minimum Arial 10 point or similar font), excluding references and appendices. If there is more than one participating research institute, the limit is fifteen pages. The application should be in English. In Section 4.1 of the application form, additional sub-chapters may be added. The information entered should be complete and correct. Incomplete forms or forms that exceed the maximum permitted length may lead to your application not being considered. page 15 of 41

20 Who can apply? Main and co-applicants On approval of the project, the main applicant becomes the project leader and bears ultimate responsibility for the realisation of the research including the utilisation plan. Co-applicants must play an active role (associate supervisor and/or daily supervision of researchers appointed to the project) in the realisation of the project and may be designated as sub-project leaders in the event of several participating research institutes. Who can act as main and co-applicants? Assistant, associate and full professors with a tenured position at: o Dutch universities o KNAW and NWO-institutes o NCB Naturalis Researchers with a tenure track appointment. STW defines a tenure track appointment as an appointment for experienced scientific researchers with prospects of permanent employment and a professorship in due course. The tenure track appointment must be confirmed in writing and funded from structural resources. STW will verify that the appointment meets these conditions and that it is guaranteed for the term of the project. Main and co-applicants with a part-time appointment Main applicants and co-applicants employed on a part-time basis should in any case have access to sufficient university facilities and budget to carry out the project properly. Main applicants and co-applicants should carry out STW research while they are working for the research institute. If this is not the case, the other employer should sign a waiver so as to guarantee knowledge ownership by STW and the research institute(s). Who cannot apply? (Applies to main and co-applicants) Personnel with a zero-hour appointment Personnel with a temporary employment contract (e.g. postdocs) Emeritus professors Personnel of institutes with an applied or technological objective, such as TNO, the Large Technological Institutes (GTIs) and the non-university part of the Wageningen University and Research Centre (WUR) Personnel of a research institute funded by a public-private targeted grant Personnel of foreign research institutes Participation of DLO Personnel of DLO-institutes who participate in the project can be reimbursed according rates Kaderbesluit EZ-Subsidies/Integrale Kostprijstarieven. The total reimbursement has a maximum of 50% of the financial paragraph of the budget. page 16 of 41

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