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Large educational project applications

The procedure applies to:
- National and international projects with over 15M budget
- Applications in which UiA is the coordinating partner or the only applicant organisation

Task	Actors	Time/deadline
1. Approval of the application work The project leader writes a short project summary in collaboration with the project economist. The project summary is sent to the heads of the applicant unit (head of department and faculty director) and application support in the central administration mentioned in the announcement news. In addition, the summary is sent as a copy to the dean and application support in the faculty. The manager responsible for human resources and finances for the applicant unit assesses the project summary in relation to the unit's project portfolio, capacity and resource needs. If there are internal and/or external partners in the project team, the project leader and team ensure that managers in other involved units are informed about the project and approve the participation. The project application can be initiated after approval from the manager(s) of the applicant unit as well as internal and external partners. The approval should be given as soon as possible, and no later than ten weeks before the deadline.	Project Leader Project Economist Head of applicant unit and potential partners Application support for educational applications	No later than after publication of the call (with assessment criteria and formal requirements).
2. Start-up meeting with process planning The application is established in the application portal, and access is granted to relevant actors. The project leader sets up a timeline for application writing together with his team. The plan includes a budget meeting with the project economist as well as utilization/reservation of support services. PES/PUS funds are applied for whenever possible.	Project Leader Project Economist Application support for educational applications	As early as possible after the application portal has been opened to applicants.
3. Statement The project leader prepares an extended project summary (min. 4 pages). An extended project summary must include a proposal for the final budget that has been prepared in collaboration with the project economist in accordance with the requirements set out in the call. An extended summary is sent to the manager who is responsible for the applicant unit and possible partners. Once the extended project summary as well as proposals for the final budget have been confirmed with all entities that contribute to self-financing, the process of producing statements begins. (Adjustments to the budget are permitted in later phases of the application work as long as they are within the approved framework for self-financing.) At UiA, the statement is produced based on approval of the budget from the responsible manager for application support in the central administration, which coordinates the signing and delivery of the statement in the format required.	Project Leader Project Economist Application support for educational applications Managers of applicant units (or HU institutions)	6-8 weeks before deadline
4. Use of Support Services The team becomes familiar with applications that have been successful as well as other tools that are available. The team benefits from support services they have reserved right after the start-up meeting	Project Leader Application support for educational applications	No later than 3-4 weeks before the deadline.
5. Submission The project leader collects all application attachments (e.g. project description, statements, CVs, references), and ensures that all sections of the e-application are completed. Submission is preferably done no later than the day before the deadline to avoid technical problems that may arise during the last hours before the deadline due to a lot of activity in the system. If necessary, advisers for educational applications assist with submission.	Project Leader If needed: Project Economist and Application Support for Educational Applications	Last week before deadline
6. Archiving and finance The project leader sends a copy of the submitted application to the application support for education applications for archiving and to the project economist (if this needed for internal invoicing of PES/PUS funds).	Project Leader Application support for educational applications	Week after deadline

Task

Actors

Time/deadline

1. Approval of the application work

The project leader writes a short project summary in collaboration with the project economist. The project summary is sent to the heads of the applicant unit (head of department and faculty director) and application support in the central administration mentioned in the announcement news. In addition, the summary is sent as a copy to the dean and application support in the faculty.

The manager responsible for human resources and finances for the applicant unit assesses the project summary in relation to the unit's project portfolio, capacity and resource needs. If there are internal and/or external partners in the project team, the project leader and team ensure that managers in other involved units are informed about the project and approve the participation.

The project application can be initiated after approval from the manager(s) of the applicant unit as well as internal and external partners. The approval should be given as soon as possible, and no later than ten weeks before the deadline.

Project Leader Project Economist

Head of applicant unit and potential partners

Application support for educational applications

No later than after publication of the call (with assessment criteria and formal requirements).

2. Start-up meeting with process planning

The application is established in the application portal, and access is granted to relevant actors.

The project leader sets up a timeline for application writing together with his team. The plan includes a budget meeting with the project economist as well as utilization/reservation of support services.

PES/PUS funds are applied for whenever possible.

Project Leader Project Economist

Application support for educational applications

As early as possible after the application portal has been opened to applicants.

3. Statement

The project leader prepares an extended project summary (min. 4 pages). An extended project summary must include a proposal for the final budget that has been prepared in collaboration with the project economist in accordance with the requirements set out in the call.

An extended summary is sent to the manager who is responsible for the applicant unit and possible partners. Once the extended project summary as well as proposals for the final budget have been confirmed with all entities that contribute to self-financing, the process of producing statements begins. (Adjustments to the budget are permitted in later phases of the application work as long as they are within the approved framework for self-financing.)

At UiA, the statement is produced based on approval of the budget from the responsible manager for application support in the central administration, which coordinates the signing and delivery of the statement in the format required.

Project Leader

Project Economist

Application support for educational applications

Managers of applicant units (or HU institutions)

6-8 weeks before deadline

4. Use of Support Services

The team becomes familiar with applications that have been successful as well as other tools that are available. The team benefits from support services they have reserved right after the start-up meeting

Project Leader

Application support for educational applications

No later than 3-4 weeks before the deadline.

5. Submission

The project leader collects all application attachments (e.g. project description, statements, CVs, references), and ensures that all sections of the e-application are completed.

Submission is preferably done no later than the day before the deadline to avoid technical problems that may arise during the last hours before the deadline due to a lot of activity in the system. If necessary, advisers for educational applications assist with submission.

Project Leader

If needed: Project Economist and Application Support for Educational Applications

Last week before deadline

6. Archiving and finance

The project leader sends a copy of the submitted application to the application support for education applications for archiving and to the project economist (if this

needed for internal invoicing of PES/PUS funds).

Project Leader

Application support for educational applications

Week after deadline

Procedures for other types of application