MED

Start-Up - UiO-MED, OUS and Ahus

Overview

Alert support services

The PI must inform the support services that the project has been granted.

Akershus University Hospital
Helsam: Finance section and research support

EU projects: PI will be invited to a start-up meeting by the research support unit (email).
All other projects: notify your head of department and group leader, including research support unit (email)
Organization chart/search (login required, access restricted to OUS machines)

Notify your head of department and research support unit (email)

IMB: Finance section
Klinmed: Contact you clinic's controller in the finance section (Norwegian)
NCMM: Finance support service and head of office

 

Start-up meeting?

If applicable, the relevant support service will initiate a start-up meeting.

 

Check approvals

Applicable ethics approvals and data management plans must be in place before the work may begin. If new or extended approvals are needed, the PI should start the application process as soon as possible.

Akershus University Hospital
Helsam: Quality assurance system for health and medical research. For support, contact research support

Process outline: Approval process
For more information, contact the  research support unit (email)

Process outline: Approval process (Norwegian)
For more information, contact the  research support unit (email)

IMB: Quality assurance system for health and medical research.
Klinmed: Quality assurance system for health and medical research. For support, contact research support (email)
NCMM: Quality assurance system for health and medical research. For support, contact health, safety, and environment support

 

Negotiate grant agreement with the funding body

Grant agreements with the EU Commission can’t be negotiated. Other funding bodies may require negotiation of the grant agreement. PI is in charge of the contract negotiation. If the budget is revised, the PI must ensure that the relevant finance section is informed.

Akershus University Hospital

Scientific aspects are negotiated by the PI.
Financial aspects are negotiated by the institute’s finance section.

Support: Research support unit (email) Support: Research support (email)
Helsam: Head of administration and PI
IMB: Finance section
Klinmed: Contact your clinic's controller in the finance section (Norwegian)
NCMM: Head of office and project management.

 

Draft consortium agreement 

The coordinator PI must ensure that a consortium agreement is drafted and distributed to the project partners.

Akershus University Hospital

EU projects: The EU-office (email) lawyers will contact the PI and devise a draft. Template: DESCA

Forskningsrådet: PI drafts the consortium agreement, using the UiO approved templates.

Templates collaboration/Consortium Agreements (Norwegian)
Support: Research support unit (email)

Template collaboration agreement (norwegian)

Support: Research support (email)

Helsam: Research support
IMB: Finance section
Klinmed: Contact your clinic's controller in the finance section (Norwegian).
NCMM: Head of office

    ​​​​​​

    Negotiate consortium agreement

    The relevant support services below are in charge of the process of negotiating the consortium agreement. Re-budgeting is needed if the final, granted amount is different from the amount applied for. Awarded EU projects receive the funding described in the application, hence, no re-budgeting is needed. In the case that the project requires resources from both UiO-MED and OUS, but only one of the institutions is an independent partner, a collaboration agreement must be written, using the standard template.

    Akershus University Hospital
    EU project consortium agreements are negotiated by the EU-office (email)
    All other consortium agreements are negotiated by:
    All consortium agreements are negotiated by the research support unit (email) Support: Research support (email)
    Helsam: Head of administration
    IMB: Finance section
    Klinmed: Contact your clinic's controller in the finance section (Norwegian).
    NCMM: Finance personnel in support section

     

    Sign the consortium agreement

    PI must ensure that the consortium agreement is signed by the relevant support services below.

    Akershus University Hospital
    EU-projects: Head of office at UiO international relations and research support
    Other projects:
    EU/international projects: Project administrator at the research support unit (email)
    Other projects: Head of department (N3 or N4)
    Organization chart/search (login required, access restricted to OUS machines) 

    The people authorized to sign agreements on externally funded projects are described in the internal procedure EQS ID 8238, section 3.3.5.

    Or contact research support (email)

     

    Helsam:  Head of administration
    IMB: Finance section manager 
    Klinmed:  Head of administration
    NCMM: Head of office

     

    Sign grant agreement with the funding body

    The PI must ensure that the contract is signed by the relevant support services below. A consortium agreement signed by all partners (if applicable) is usually required before the funding body will sign the grant agreement. Both The Research Council of Norway and the EU require that the grant agreement is signed within 3 months after the PI was noted that the project was awarded.

    Akershus University Hospital
    EU-projects: grant agreement is signed electronically by UiO LEAR personnel (email).
    Other projects:
    Authorized Representative/Project Administrator at the research support unit (email)

    The people authorized to sign agreements on externally funded projects are described in the internal procedure EQS ID 8238, section 3.3.5.

    Or contact research support (email)

    Helsam: Head of administration
    IMB: Finance section manager 
    Klinmed: Head of administration
    NCMM: Head of office

     

    Register project, obtain project number, and archive documents

    Projects must be registered in the accounting system and in the registry of projects concerning medical and health research. The PI must contact the relevant support service below.

    Akershus University Hospital
    PI is in charge of entering the project in the UiO quality system for medical and health research
    Registration in the accounting system is done by the institute’s finance section.

    Contact the financial staff in the division or research support unit (email)
    Organization chart/search (login required, access restricted to OUS machines) 

    Contact research support (email)
    Helsam: Finance section 
    IMB:  Finance section
    Klinmed: Contact your clinic's controller in the finance section (Norwegian).
    NCMM: Head of office
     

     

    Institutions' general guidelines

    In addition to the local procedures at MED, OUS and Ahus, both institutions have web resources with useful suggestions on finding project partners, writing a grant proposal, and running an externally funded project.

    Published Jan. 16, 2017 1:59 PM - Last modified May 22, 2019 10:40 AM