Small and medium-sized education project applications

The procedure applies to:

- National and international projects with a project budget of NOK 1-15 million
- For applications in which UiA is the coordinating partner or the only applicant organisation
- Not for tender processes or E+ KA1

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 services 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. In the case of calls that are open to several disciplines, the application support for study programmes in the central administration checks that project applications for the same call do not overlap significantly with each other. The project application can be initiated after approval from managers responsible for the applicant units. The approval should be given as soon as possible, and no later than within two weeks. If there are internal and/or external partners in the project team, the project leader and the team ensure that managers in other involved units are informed about the project and approve the participation.	Project Leader Project Economist Head of applicant unit and potential partners Application support for educational applications	After the funds have been announced, or no later than 8 weeks before the deadline
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 their team. The plan includes a budget meeting with the project economist, obtaining possible statements from partners 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	After approval of the application work, or no later than 6 weeks before the deadline
3. Use of Support Services The team becomes familiar with applications that have been awarded 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	Preferably 3-6 weeks before the deadline. No later than 2 weeks before the deadline.
4. Statement The project leader prepares the final budget in collaboration with the project economist in accordance with the requirements set out in the call. If there are no changes in the self-financing as approved at the beginning of the application process, the heads of application units do not need to approve the budget again. If there have been changes in the self-financing, the updated budget is sent to the manager responsible for personnel and finances for the application unit, who must approve the final budget. Based on approval of the final budget, brief statements are prepared for all applicants in accordance with the call (for example, the Vice-Rector for Education or someone with equivalent responsibilities at the faculty level). Signed letters are delivered a few days before the deadline to all applicants who have forwarded budget confirmations in support of education applications.	Project Leader Project Economist Application support for educational applications Heads of Application Units (University)	1-2 weeks before deadline
5. Submission The project leader collects all application attachments (e.g. project description, statements from applicant and partners, CVs, references), and ensures that all sections of the e-application are completed. Submission is preferably done the day before the deadline to avoid technical problems that may arise during the last hours before the deadline due to high activity in the system.	Project Leader If needed: Project Economics 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 as well as to the project economist (if this is 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 services 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. In the case of calls that are open to several disciplines, the application support for study programmes in the central administration checks that project applications for the same call do not overlap significantly with each other.

The project application can be initiated after approval from managers responsible for the applicant units. The approval should be given as soon as possible, and no later than within two weeks.

If there are internal and/or external partners in the project team, the project leader and the team ensure that managers in other involved units are informed about the project and approve the participation.

Project Leader Project Economist

Head of applicant unit and potential partners

Application support for educational applications

After the funds have been announced, or no later than 8 weeks before the deadline

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 their team. The plan includes a budget meeting with the project economist, obtaining possible statements from partners 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

After approval of the application work, or no later than 6 weeks before the deadline

3. Use of Support Services

The team becomes familiar with applications that have been awarded 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

Preferably 3-6 weeks before the deadline. No later than 2 weeks before the deadline.

4. Statement

The project leader prepares the final budget in collaboration with the project economist in accordance with the requirements set out in the call. If there are no changes in the self-financing as approved at the beginning of the application process, the heads of application units do not need to approve the budget again. If there have been changes in the self-financing, the updated budget is sent to the manager responsible for personnel and finances for the application unit, who must approve the final budget.

Based on approval of the final budget, brief statements are prepared for all applicants in accordance with the call (for example, the Vice-Rector for Education or someone with equivalent responsibilities at the faculty level). Signed letters are delivered a few days before the deadline to all applicants who have forwarded budget confirmations in support of education applications.

Project Leader

Project Economist

Application support for educational applications

Heads of Application Units (University)

1-2 weeks before deadline

5. Submission

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

Submission is preferably done the day before the deadline to avoid technical problems that may arise during the last hours before the deadline due to high activity in the system.

Project Leader

If needed:

Project Economics 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 as well as to the project economist (if this is needed for internal invoicing of PES/PUS funds).

Project Leader

Application support for educational applications

Week after deadline

Procedures for other types of application