H2020 Collaborative research support: informing ......EU-Team (DOC) - Collaborative research (pillar...

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H2020 Collaborative

research support:

informing researchers and

writing support

Exchanging best practices in international

funding support

Wannes Ribbens

Tom Vercruysse

Iesel Van der Plancken

An Jansen

Research Coordination Office - EU team2

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Outside H2020

Interreg

DG Justice

DG Environment

DG Sante

Foundations

Creative Europe

NIH

ERA-Net

Joint Programming InitiativesJoint Technology Initiatives

Eureka clustersEIT

…

EFRO

Research support at KU Leuven

idea→proposal proposal→project project→post-project

Research

Coordination

Office (DOC)

stimulate-inform-support advice-support support-monitor-report

Finance

dep.

Tech. Transfer

Office (LRD)

Decentral research

support / developers

Central & decentral

project managers


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DOC (4)

• Idea

• Information and awareness raising

• Website, Newsletter, Mailings, Info sessions

• Identification of calls and topics

• Project orientation

• Proposal

• Consortium meetings

• Proposal writing advice

• Proofreading

• Training

• Information sessions

• Workshops

LRD (11)

• Administrative support• Online forms participant portal

• Budget advice

• IP monitoring and advice

• Reviewing/drafting legal documents

• Contract negotiation• GA

• Conformity annex I

• Consortium agreements

• Contract follow-up• Follow-up of legal, financial, administrative

aspects

• Signing of legal documents

• Opening project account

• Project management

EU-team

Project idea Proposal Project

Post-award outside H2020

EU-Team (DOC) - Collaborative research (pillar

II and pillar III)• Research advisors (2 x 0.5 FTE)

• Informing researchers

• Writing support

• Basic contract management (outside of H2020)

• Financial and legal back offices (outside H2020)

• Project developers (4 FTE) at the Group of Social Sciences and Humanities

• Informing researchers

• Advanced writing support

• Fragmented research support staff at department/faculty level

• Very diverse profiles (administrative support – project developers)

• Variety of activities (compliance, budget, writing support, communication)


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KU Leuven context

DOC LRD Departments/Faculties Campus


• Expertise available university-wide

• Consistent advice across the

university

• University-wide overview of

research

• Limited fragmentation in research

support

• Risk management

• Distance (geographical, physical mental) between researcher and research support staff

• Limited knowledge of department, section, or research group

• Trust

• Less detailed and less targeted dissemination of information

• Less pro-active support

KU Leuven context – (De)Central research support


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• Do you prefer a central / decentral / hybrid model of research support?

• Why?

• What would you incorporate from a different model?


Discussion

Informing our researchers!


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Stakeholders

Researcher Departmental

head

Research

coordinator

Research

support staff

Innovation

manager

Research

manager

Campus

coordinator

© user insights Research Coordination Office - EU team12

Email

13Research Coordination Office - EU team

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• Clear overview of funding

opportunities

• ‘Tradition’

• Easily forwarded

• General, not tailor-made

• Who views what?

• One-directional communication

• ‘Lost’ in a mailbox

• Effectiveness?

Newsletter


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• Targeted and relevant

communication

• More personal relationship

• Complementary to general

communication (Newsletter)

• ‘Lost’ in mailbox

• Considered spam

• Selective / Difficult to know all

stakeholders in a comprehensive

university

• Time consuming

Direct mailings


• Personal contact

• Clear and inspiring message

• Detailed and targeted

communication

• Testimonials

• Time and effort for both RSS and

researchers

• Meet expectations + added value

• Drop in attendance over the years

Information sessions

Department/Faculty Research group Researcher

CampusResearch Coordination Office - EU team17

• Increased exposure

• Recordings available


• Effectiveness of the message

IT

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• Introduction to Horizon 2020

• Tailor-made opportunities in international funding (department/faculty/campus)

• ERC – also for me?

• ERC – StG information session

• Recruiting international talent using the MSCA scheme

• Information session MSCA-ITN

• …


Information sessions

• Comprehensive information

• Anytime, anywhere

• RSS subscription possible

• ‘Overkill’ of information

• Complexity of website

• Time consuming to keep up-to-date

• Currently no-statistics

Website


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Website International Research Funding



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Challenges


• Who to contact, when, how often?

• Manage information flows

• What funding channels to focus on?

• Information overkill?

• Distance central support office – researchers

• Fragmented decentral research support Network

• Research group research strategy?


Challenges

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• Information flow from central level to departments/faculties > research

groups > researchers

• How to inform departments/faculties/research groups/researchers about

draft work programmes?

Discussion


Supporting our researchers


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• Impact

• Satisfactory for both RSO and

researcher

• Early vs late registration

• Trust / street credibility

• Manage expectations - no

(re)writing of sections

• Time consuming

Personal support (consortium meeting, guidance, non-

technical narrative proofreading, …)


• Looking for funding schemes for your research idea

• Looking for (inter)national project partners or for a consortium to offer your expertise to

• Looking for feedback on your proposal

• Looking for concrete help in writing your proposal (writing assistance)

• Looking for help in writing specific parts of a proposal (ethics, Responsible Research and Innovation, gender, impact and valorization…)

• Looking for templates and writing advice

• Looking for support in organizing your consortium meeting

• Looking for ICT advice (budget, services available at KU Leuven, server space, software, hardware…)

• …

Ghum Research Support Team


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• Clear and inspiring message

• Detailed and targeted

communication

• Testimonials

• Time and effort for both RSS and

researchers

• Meet expectations + added value

• Street credibility

• Drop in attendance over the years

Workshops

• Increased exposure

• Recordings available


• Effectiveness of the message

IT


• Introduction to proposal writing (3h)

• Introduction to H2020 proposal writing

• Writing the impact section of a H2020 proposal

• Writing the implementation section of a H2020 proposal

• Stakeholder engagement

• Proposal writing training for ERC StG, Consolidator, Advanced grant

• Proposal writing training for MSCA-ITN

• MSCA-IF Master class

Information sessions / workshops


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• Anytime, anywhere

• Comprehensive

• User friendly tool

• Difficult to find – less personal

• Comprehensive

• Overkill of information

• Time consuming to keep up-to-date

(Online) writing guide



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Challenges


• Trust – street credibility

• Information overkill?

• Decreasing number of attendees

• Distance central support office – researchers (regional campuses!)

• Time management (information dissemination, guidance, policy, …)

• Website


Challenges

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• What information do you think should be available online? Limited

information? Basic information on the procedures? Annotated online template?

• What are the characteristics of an ideal workshop (e.g. write the

implementation section)?

• Duration

• Number of participants?

• …


Discussion

Luring researchers to Europe

Research Coordination Office - EU team43 © thenounproject

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Leverage

• Prestige

• Internal funds

• C1 (fundamental research) ERC, FET, …

• C2 (Strategic basis research withsocietal and/or economic impact in a (medium) long time frame) FET, LEIT, SC

• C3 (Societal-economic research with a concrete valorization plan with clearly defined stakeholders) LEIT, SC, …

Incentives for collaborative research

• Overhead (17% + 8%)

• VES (Exploratory European Cooperation)

• Minimum 4 months before the deadline

• Coordinator

• €12.500 (split in case of two-stage evaluation)

• RUN (Runner’s up)

• (high on) Reserve list

• Minimum of €60.000 – €110.000 per year

• €45.000 - €200.000

Luring researchers to Europe

44 Research Coordination Office - EU team

Discussion

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• What financial incentives does your institution offer?

• How do you measure the effectiveness?


Discussion

H2020 Collaborative research support: informing ......EU-Team (DOC) - Collaborative research (pillar...

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