Conduct a research project

Content on this page:

↳ 1. Framework for the project

↳ 2. Administrative project establishment and reporting routines

↳ 3. Agreements and legal advice

↳ 4. Establishment of the project group

↳ 5. Project implementation

↳ 6. Project completion

Responsible: Dept. of Research Administration and Internationalisation; Published: 30.11.2024 Last updated: 13.12.2024

When a research application is approved, the project must be carried out in accordance with the project description, including the accepted budget.

• The project owner (Pro-Rector R&D/AR or the school dean) has overall responsibility for the implementation of all projects.
• The school dean is specifically responsible for the quality of the R&D/AR projects, ensuring they are conducted according to the project description and that academic goals are met.
• The project manager is responsible for all parts of project implementation and reports to the funding source.
• The nearest leader of the project manager (department head or pro dean) is responsible for personnel follow-up of the project staff.
• The research administration supports schools and project managers with research administrative tasks related to project establishment, contract signing, budgeting, and financial reporting.
• The HR and finance departments assist with the recruitment of project staff and financial auditing, respectively.

1.2 Routine for project follow-up

The Department of Research Administration and Internationalisation has developed a detailed routine that shows the task distribution and associated tools. The routine is available in the Teams room "Research Support": Application and project follow-up.

When a research application is approved, the project manager must immediately inform their leader and the research administration about the allocation.

The project must be established in Kristiania's administrative systems. The research administration creates a project folder and orders a project number. All expenses in the project must be charged to this project number. The project and reporting deadlines are registered in the project overview.

The project manager establishes the project in NVA. The Communication department supports the dissemination of the project.

The finance department registers the final budget in the financial system.

In this section:

↳ 3.1 Contract with the funding source

↳ 3.2 Contract with partners

↳ 3.3 The project manager must clarify responsibility and budget distribution

↳ 3.4 Enter into collaboration agreements

↳ 3.5 Contract research

↳ 3.6 Enter into other types of agreements in research projects

↳ 3.7 Anchoring and correct signature

↳ 3.8 Kristiania's legal name

3.1 Contract with the funding source

Kristiania must sign a contract with the funding source based on the final budget and project description. Research advisors support project managers, while the legal advisor assists with any questions and changes. The Pro-Rector for R&D/AR (for the School of Health Sciences: the dean) has overall responsibility and normally signs agreements at the end. 

3.2 Contract with partners

Research collaboration with external parties must be based on valid agreements. The project manager must first inform the leaders of their school about the need to enter into agreements. Then the project manager contacts the research advisor or forskadm@kristiania.no.

The main rule is that Kristiania's contract templates should be used where such exist.

3.3 The project manager must clarify responsibility and budget distribution

The project manager must prepare the following to receive legal support from the research administration:

• A brief description of the project and the responsibilities of the parties.
• The project description (the version accepted by the funding source)
• An updated and quality-assured budget (prepared by Kristiania's project economist). The budget should be clarified with the Pro-Rector for R&D/AR and any partners according to planned activities.
• Contact information for any involved partners.
• A plan for handling partners who do not carry out activities and deliver results as planned.

3.4 Enter into collaboration agreements

Various templates for collaboration agreements (see links below) have been developed, and we distinguish between contribution and contract research.

Contribution research means that:

• Project funding is usually received after a call and in competition with other institutions.
• The researcher is free to determine the research topic, goals, methods, and design the research project.
• Kristiania can contribute with its own efforts as part of the project funding.
• The funding source does not require counter-services from the researchers beyond what is stated in the call and usually does not require intellectual property rights related to the research results. 

Download templates:

• Template for contribution research funded by the Research Council of Norway (RCN)

For RCN-funded collaboration between Kristiania and one or more other parties, Kristiania will use this template (based on the Research Council's templates).

Kristiania's employees can also use the Research Council's templates in other contexts. Contact your research advisor for further clarification.

• Template for contribution research funded by the EU

For EU projects funded under Horizon Europe (Actual Cost Grants and Lump Sum Grants), Kristiania uses the DESCA template.

Template for simple contribution projects See the template for collaboration agreements in simple contribution projects.

3.5 Contract research

Kristiania can undertake contract research, which means that:

• The research activity is carried out for a client for payment.
• The client usually announces a specific assignment and participates in the design of the project. The client has the right to change, complain about, and cancel the project.
• The client sets clear requirements for the researchers' deliverables and requires intellectual property rights related to the research results.
• The research activities must be fully funded by the client, and the payment to Kristiania must include a reasonable profit. 

Kristiania must follow the Regulations on binding cooperation and acquisition of shares by state universities and colleges.

Download templates for contract research:

• Kristiania's own template for contract research should be used in connection with research collaboration with private actors.
• According to Kristiania's routines and guidelines for contract research, the school should follow up contact with the client. The project manager is responsible for the design and implementation of the project. Kristiania's research administration supports budgeting and contract signing, project establishment, and financial reporting. The library supports the publication of project reports. 

3.6 Enter into other types of agreements in research projects

In addition to collaboration agreements, other types of agreements may be needed in a research project.

• Kristiania's letter of intent

In connection with application processes, it may be necessary to confirm the intention to participate in a project. Kristiania's own template should be used.

• Data processing agreements

When an external provider processes data that includes personal information on behalf of Kristiania, a data processing agreement must be entered into. Contact your research advisor after you have filled out this checklist.  Drafting the data processing agreement requires support from the legal advisor.

• Collaboration agreement for Ph.D. in industry

The Research Council has its own funding scheme for Ph.D. in industry. The template for the collaboration agreement for Ph.D. in industry should be used in this context.

The dean of the School of Doctoral Studies supports the agreement signing.

• Confidentiality agreement (NDA)

Confidentiality agreements (also called non-disclosure agreements or NDAs) can be used when you want to share information with potential partners or clients. Such agreements protect you from unwanted dissemination or misuse of confidential information.

Contact your research advisor for legal support.

3.7 Anchoring and correct signature

All agreements must be anchored by the school leaders.

All legally binding agreements must be signed by the project owner, who is the Pro-Rector for R&D/AR (for the School of Health Sciences: the dean).

Non-binding agreements are signed by the school by the deputy dean for R&D/AR.

3.8 Kristiania's legal name

Høyskolen Kristiania - Ernst G Mortensen Stiftelse

If the contract is in English, "Kristiania University of Applied Sciences" can be added after the legally correct Norwegian name.

Once the contract with the funding source is signed, the project starts. The project manager is responsible for all parts of project implementation, ensuring it is carried out according to the application and contract. This includes compliance with laws and regulations, such as data protection, and adherence to recognized research ethical standards. The project manager is also responsible for communicating with project partners and the funding source in case of any changes.

4.1 Hiring project staff

If the project funding includes funds for positions that need to be filled, the project manager must, in dialogue with HR and the institute leader, prepare a job description for advertising. Use the recruitment order form.

The recruitment must follow the usual hiring process at Kristiania. 

4.2 Project kick-off meeting

The project manager calls the project participants to a professional kick-off meeting.

The research advisor calls the project manager, institute leader, and administrative leader in the school to an administrative kick-off meeting. An administrative routine for project follow-up has been established, showing (research) administrative support functions.

Content in this section:

↳ 5.1 Project management and reporting

↳ 5.2 Follow-up of project staff

↳ 5.3 Supervision of Ph.D. candidates and postdocs

↳ 5.4 Academic activities in the project

5.1 Project management and reporting

The project manager leads the implementation of a project, including tasks carried out by partners when Kristiania is the project coordinator.

The project manager is responsible for keeping the research advisor informed about the project’s status and any changes. The research advisor and project economist provide monthly reports to the school leadership on the status of all projects, including financial updates.

The project manager reports academic progress to the school and the funding source. with assistance from the project economist with financial reporting.

5.2 Follow-up of project staff

The personnel leader (department head or pro dean) is responsible for the project staff and for conducting employee evaluations. Kristiania's research ethical guidelines include a section on dual roles and impartiality in research projects. 

5.3 Supervision of Ph.D. candidates and postdocs

If Ph.D. candidates are included in the project, they must have a main and co-supervisor.

Postdocs must have a career plan and be supervised by the project manager.

5.4 Academic activities in the project

Information on data collection, analysis, and storage can be found here.

Information on scientific publishing and documentation of results can be found here.

Information on support for research communication aimed at the public and application of results (link coming)

In this section:

↳ 6.1 Handling of temporary project staff

↳ 6.2 Data deletion/storage

↳ 6.3 Final report and accounts

↳ 6.4 Storage and dissemination of results

↳ 6.5 Administrative closure

↳ 6.6 New project opportunities

6.1 Handling of temporary project staff

The personnel manager is responsible for taking care of temporary staff in the projects. The personnel manager must, well before the project ends, engage in dialogue and plan opportunities for further internal employment or guide on external career opportunities.

6.2 Data deletion/storage

The project manager is responsible for ensuring the deletion or anonymization and proper storage of research data in accordance with the requirements of approving authorities and funding sources.

6.3 Final report and accounts

At the end of a project, the project manager must report results and accounts to the funding source. The project manager is responsible for writing the final report.

Reports related to contract research must be published as part of Kristiania's report series. Contact the library.

If the funding source does not approve the final report or withholds payment of funds, the project manager and the school's research management are responsible for following up the requirements from the funding source.

6.4 Storage and dissemination of results

All research results must be registered in NVA at the end of the project. The project manager must inform the Department of Research Communication and Innovation or the research advisor if there are exciting results suitable as news stories or for other attention. 

6.5 Administrative closure

The project manager must report the project as completed to SIKT and, if applicable, REK, and all remarks must be addressed.

The research advisor and project economist follow up on any final payment from the funding source and ensure that the project is closed in Kristiania's administrative systems.

6.6 New project opportunities

During the project period, exciting results or opportunities may arise that can lead to new project applications or provide a basis for practical application or innovations. Consider this before the current project ends.

Contact the research advisor for advice on further funding opportunities.