Responsible unit: Office for Research, Engagement and Innovation Services

Contact: Danijela Krajisnik

Description:

The following procedure applies to research projects which are funded through grants from the European Union, primarily the European Commission Framework Programmes for Research and Innovation, where Stockholm University enters an agreement with the European Union.

Introduction

The following procedure applies to research projects which are funded through grants from the European Union (EU), primarily the European Commission Framework Programmes for Research and Innovation, where Stockholm University (SU) enters an agreement with the EU, primarily the European Commission (EU Commission). At SU, the legal framework of the EU Commission has led to the establishment of a specific procedure for research projects which are funded through grants from the EU, primarily from the above-mentioned framework programmes, and the development of administrative support for such projects. This procedure aims to secure good quality and good practices in the administration of such projects.

Agreements regarding the above-mentioned projects are signed by the Head of the Office for Research, Engagement and Innovation Services (referred to below as ”REIS”), in accordance with a special delegation rule. The agreements are signed on behalf of SU and cannot legally be entered on behalf of individual faculties or departments, since they constitute part of SU.

Other than that, the general delegation rules of SU, as well as the rules contained in the governing documents of SU, apply.

Procedure for EU funded research projects

Pre-application support

Ahead of the application, REIS provides information to researchers and others involved about the EU Commission rules for the programme and type of project in question.

REIS reads applications and provides feedback based on the call texts and rules of the EU Commission.

If necessary, REIS can provide support in budgeting from the perspective of the EU Commission.

REIS shall inform the researcher in charge about the need for an ethical assessment of the research project and, if needed, provide support on research ethics issues.

Support in handling agreements

When a research project has been granted funding from the EU Commission, there follows a phase for dealing with various agreements. REIS is responsible for the handling of these agreements at SU.

Grant Agreement

The researcher notifies the Head of Department that the project has been granted.
The EU Commission initiates a Grant Agreement Preparation (GAP) based on its regulations in order to sign a Grant Agreement with the coordinating organisation (Coordinator) of the project and other project partners (Beneficiaries). SU is generally a project partner (Beneficiary).

When a project is funded by the European Research Council (ERC), SU is usually the EU Commission’s only counterpart in the Grant Agreement and consequently the sole Beneficiary.

The Grant Agreement follows a template from the EU Commission. The agreement is signed, on delegation, by the Head of REIS after approval from the Head of Department and in consultation with the relevant Deputy Vice President. Agreements exceeding the equivalent of SEK 6 million are also to be approved by the President, before being signed by the Head of REIS.

REIS registers and files the Grant Agreement.

Consortium Agreement

According to EU Commission regulations, a Consortium Agreement (or the equivalent) is required for coordinated projects. This agreement is drawn up among the partners of the project consortium. An agreement proposal is worked out and negotiated by the coordinating organisation of the project. REIS handles the Consortium Agreements in collaboration with the legal advisors at the Office of the President, who make a legal review of the agreements. The agreements are signed by the Head of REIS and are registered and filed in the same way as the Grant Agreement of the project.

Supplementary Agreement

Projects funded by the European Research Council (ERC) require a Supplementary Agreement between SU and the researcher in charge of the project. This agreement is drawn up by REIS based on the EU Commission template. Such agreements are signed by the Head of REIS and by the researcher in charge. They are registered and filed in the same way as the Grant Agreement of the project.

Support during an ongoing project

Throughout the project, REIS provides assistance to the researcher and the relevant department on administrative, financial and legal matters, and, if necessary, on research ethics and research related issues. Day-to-day work during the project takes place at the department.

Amendment

In the event of major changes during a project, an amendment must be drawn up.

Amendments to Grant Agreements follow the template of the EU Commission and are made in accordance with EU regulations.

An amendment proposal to a Grant Agreement is made by the coordinating organisation of the project consortium, after having anchored it with the consortium, or by the EU Commission.

When projects are funded by the European Research Council (ERC), SU is usually the sole counterpart of the EU Commission in the Grant Agreement. Therefore, amendment proposals to the Grant Agreement are made by SU or the EU Commission.

An amendment proposal to a Consortium Agreement is made and negotiated by the coordinating organisation of the project consortium.

REIS handles all amendments, in consultation with the researcher in charge, and in the case of Consortium Agreements, with the support of the legal advisors at the Office of the President.

REIS registers and files the amendment in the same way as the original Agreement

Financial reporting and auditing

A financial statement is to be prepared by the financial officer at the relevant department in consultation with the researcher in charge of the project, and with the support of REIS. The cost accounting must be reviewed and checked by the administrators who are responsible for the finances of the project.

If an audit certificate is needed, REIS will provide contact with a procured audit firm.

Ethics reports

If ethics reports are needed, REIS will provide assistance to the researcher(s) and the relevant department.

Scientific reports

If needed, REIS will provide assistance to the researcher(s) and the relevant department during the scientific reporting of the project.