Successes stories in the field of supplementary funding
In recent years, the University of Turku has excelled in attracting and securing supplementary funding. The share of supplementary funding in the University’s budget has increased year on year and last year was a record year in this respect. This has led to good news for many researchers and research groups. This funding strengthens the multidisciplinarity and high level of research at the University and contributes to its success in both international and national comparison.
In the last two years, the University of Turku has received positive funding decisions for supplementary research funding worth around €200 million (www.research.fi), of which more than 80 Grant Agreement processes have taken place under the EU Framework Programmes alone, bringing in more than €50 million in international funding. We are talking about large sums of euros and significant amounts of work effort!
Thanks to the researchers – There’s hard work behind the funding
Getting your research funded requires long-term effort and long working days, including numerous funding application processes, many manuscripts left in the drawer, many rejections, but also many successes along the way of one’s academic career.
A researcher cannot achieve international funding or research projects alone. In addition to a ground-breaking idea or an existing research topic, you need a well-functioning national or international network, skilled research colleagues, a suitable research environment and other organisational support. From the point of view of an individual researcher, this effort alone before the research project becomes a reality is enormous. When success finally comes and the grant letter arrives from the Commission, feelings can be very mixed.
“This is great news, but HELP, what next!”
When a researcher receives EU funding, the Commission sends a grant letter, which starts the grant negotiation phase. This so-called GAP (Grant Agreement Preparation) phase involves many “moving parts”, many steps, documents to be submitted and many overlapping internal and external processes. Often it takes about six months from the funding decision to actually start the project.
The objective of the GAP phase is to define and ensure the framework for the implementation of the project and the optimal channelling of funding and resources to the partners and the coordinating university during the project. It is essential to agree on the project framework, the plans, the budget alignment, the contractual issues and the milestones of the research plan in collaboration with the partners, the organisation, the funder and the researchers to avoid major pitfalls during the implementation phase.
The role of the project leader as the scriptwriter of their own project
The project leader plays a significant role as the scriptwriter and director of their project. As the to-do list grows, it is important to roll up your sleeves and take charge. It is particularly important to be aware that the end result cannot be achieved without the funder and the “production team” in your consortium and within your organisation.
The production team that you assemble to carry out your own manuscript includes not only your existing research group, but also research support services and other university-level support services, especially the financial and HR services. It is necessary to appoint people and services at organisational level to your team already at the negotiation phase. At this stage, especially when your own support team has not yet been assembled and there is no project funding yet to run the team, the importance of support provided by the central services of the organisation is highlighted.
The project leader must have good agreement negotiation skills, patience and determination to ensure that the agreements and budgets built into the project meet the requirements. Cooperation is needed between all parties: between the consortium, the research team, and also within the organisation.
External Requirements
External requirements, such as funder’s expectations, can surprise both experienced researchers and project management experts. Already at the application stage, you will notice that the funder will expect not only ground-breaking research, but also a certain stability and operational capability from the coordinating and implementing organisation, as well as a credible funding plan.
Once the grant letter arrives, the whirlwind begins. At this point, the processes and bureaucracy can seem complex and challenging. The manuscript you have written to carry out your research may suddenly, contrary to the original plot, even take on some absurdist and tragicomic features.
Although at some point you assumed that your research project was in the lead role and you as the director, in the grant negotiation phase it may feel like it is the funder’s representative who is writing the script and casting the roles for the whole thing. There are requirements for new and old documents, the research plan is scrutinized with a magnifying glass, and even the budget may be revised. There are many signatures to get, approvals from the funder, from your own organisation or who knows where else.
Research Services are here for you also in the implementation phase
Research Services offer support to your team to overcome the challenges and tasks described above: in addition to the application and grant negotiation phases, support is available for coordinating the implementation phase. Our experts do their utmost to adapt to the requirements and conditions of funders, quickly adjusting to changing situations. We also do our best to help identify the needs for the support structure required for each project and the type of coordination support or support staff that the project should have in the implementation phase.
Even if your team does not yet have the staff to manage the administrative aspects of the project, after receiving the positive funding decision, help is available for different levels of the project, whether it’s the grant negotiation and legal aspects, consortium coordination, data management, publications, infrastructure building, procurement or ethics.
Once you have received a grant letter from the Commission, you will also receive a simple message from a research funding specialist: “Congratulations! How can we help?”.
Be Brave
It is worthwhile to boldly make plans for research projects, identify the most suitable funding channels and apply for funding. You and your research group are not alone in this process. Support is available to help you plan and implement the life cycle of your research project. The Research Services are by your side:
To ensure that you have support, here is a checklist:
- Ensure expertise: Our experts master the funders’ rhetoric and ensure the smooth running of the processes within your organisation. You should make sure that the experts are involved in the discussions throughout the process.
- Administration and tasks allocation planning: Find out how and who will help with which matters. Consider the HR and finance professionals in the institution, the staff in Project Services and Research Services, and the expertise among your own research group. Also assess where there’s a need to appoint a dedicated person. Needs will vary from project to project and funding instrument to funding instrument, so it is important to determine well in advance what kind of expert network there is and will be available for administration.
- Coordination expert: You need someone by your side who knows the funding instruments and project management. Plan the staffing structure, induction and recruitment needs of the research project from the beginning.
- Take advantage of expertise and assistance: You can get help from the Research Services’ Post-award team in assessing the need for coordination and management support, identifying the required workload, induction, and recruiting personnel.
Applying for research funding is an investment in the future, and the University of Turku’s Research Services are here to help you succeed.
“Don’t panic, ask help from the experts!”
You can ger more information about the post-award services at the University of Turku and the project coordinator service from me or from the UTU intranet. There you can also find our contact information.
UTU Intranet also offers further information about the support in the application phase and the Project Leader Guide.
Seize the opportunity and take advantage of the support available!