The research adviser contributes advice, guidance, coordination and quality assurance throughout all phases of the project.
Application phase
Identify relevant announcements
The research adviser must inform the unit’s researchers of announcements and any courses/seminars linked to the announcements on an ongoing basis.
This task will be managed in collaboration with the unit management and project manager
Further information about upcoming announcements can be found in the Faculty of Educational Sciences’ application calendar and on the funders’ websites.
Familiarise themselves with the announcement
When an announcement is published, the research adviser must get in contact with the funder to request supplementary information as needed.
This task will be managed in collaboration with the project manager and project economist.
Investigate interest in announcements and establish contact with applicants
The research adviser must continuously:
- Inform the unit’s researchers of relevant announcements
- Inform applicants of procedures and applicable deadlines for the application process
- Update the Faculty of Educational Science’s overview of planned and ongoing projects
This task will be managed in collaboration with the project owner.
Anchoring among management
As early as possible after establishing contact with the project manager, the research adviser must:
- Inform the unit management and finance section of relevant applicants
- Disseminate project templates, if used
- Coordinate meetings for discussion of application initiatives
- Ensure that the unit management is informed of application work in collaboration with the project manager
Assist in application development
As soon as possible after the project manager gets in touch, the research adviser must:
- Assist in familiarising themselves with the requirements and templates associated with the announcement.
- Assist in applying for any stimulus funds. Provide information about PES funds for EU applications.
- Contribute to project development by agreement, including project organisation, partners, resource and skills requirements, societal benefits, dissemination, CVs, ethics, data management, etc.
- Assist with application language reviews.
- Discuss previous applications and feedback, if appropriate.
The research adviser will collaborate on tasks with the project management on an ongoing basis.
Please refer to the Faculty of Educational Sciences’ toolbox for useful resources in project development (login required).
Assist the applicant in adding and quality-assuring information in the portal
By agreement after the application portal has launched, the research adviser will:
- Assist the applicant in adding information to the application portal
- Quality-assure content
The research adviser will collaborate with the project manager on the tasks.
Coordinate information for internal and external partners
By agreement, the research adviser will assist in dissemination of CV templates, budget templates and confirmation templates for participation from partners, as well as other required information.
If the project manager requires other administrative support related to clarification with partners, such requirements must be clarified with the unit management.
Secure documentation
When the application has been submitted, the research adviser must:
- Create an item in the archive system
- Archive the submitted application and signed application budget
In the event of refusal, assist the project manager in reviewing feedback on the application
When information about refusal is received, the research adviser will collect documentation concerning the refusal. This documentation will be archived in the archive system.
By agreement, the research adviser will assist the project manager in reviewing the feedback and assessing the possibilities for further development of the application.
Allocation phase
Communicate procedures for allocation and project commencement
When the project manager provides information about allocation, the research adviser must:
- Submit information about procedures to the project manager:
- Procedures at the Faculty of Educational Sciences - from allocation to commencement
- Procedures at the University of Oslo - When funding has been approved
- Review the procedures and plan the further process together with the project manager
- Let the local communications employee know about the allocation.
Provide guidance in the work on cooperation agreements and contracts with funders
The research adviser must:
- Provide guidance and, if needed, coordinate the work on cooperation agreements with internal and external partners. This includes support from legal advisers in the Department of Research Administration.
- Provide guidance and, if needed, coordinate the work on contracts with funders. This includes support from legal advisers in the Department of Research Administration.
- Review the contractual clauses related to finances and the transfer of funds together with the project economist.
- Assist with anchoring and quality assurance of agreements among management. This also applies to projects in which we are a partner. Please also refer to information about who the contract must be signed by
This must take place within the deadlines set by the funder and in collaboration with the project manager and project owner.
Take the initiative for and participate in kick-off meetings
By agreement with the project owner, the research adviser must convene a kick-off meeting. Please also refer to the meeting template for kick-off meetings (.docx). (in Norwegian)
Following the kick-off meeting, the research adviser will follow up on the tasks agreed during the meeting.
Assist in obtaining the necessary approvals
Before data collection commences, the research adviser must assist the project manager with:
- Advice on completing the notification form to the Norwegian Centre for Research Data, if the project will process personal data.
- Advice on applications to the Regional Committees for Medical and Health Research Ethics (REC), if the project is covered by the Norwegian Health Research Act
- Guidance on the registration of the project in Forskpro.
Archive documents that must be in place before the project is created in the finance system
Before the project can be created in the finance system, the research adviser must store the following documents in the archive system:
- Signed contract with funder
- Signed cooperation agreements, if relevant
- Signed revised budget, if relevant
Secure allocation documentation
The research adviser must store a copy of the following in the archive system:
- The funder’s assessment of the application
- Allocation letter, if available
Read more about the Faculty of Educational Sciences’ documentation procedures for externally funded projects (in Norwegian).
Implementation phase
Assist in reporting
The research adviser will assist the project manager and project economist with the scientific and financial reporting so that the project manager can meet the funder’s reporting deadlines.
Assist in changes to the project
In the event of changes to the project, the research adviser will:
- Assist in assessing the need for change notices
- Assist in rebudgeting of the project (in Norwegian)
- Assist in ensuring that the funder and/or coordinator is informed of any changes
- Assist in contractual changes and changes to cooperation agreements:
- Assess the need for contractual changes
- Assist in the revision of contracts.
- Contact the legal advisers in the Department of Research Administration for legal assistance as needed
- Assist the project manager in anchoring support for contractual changes among unit management. Please also refer to information about who the contract must be signed by.
The research adviser will collaborate with the project manager, project owner and
project economist.
Ensure that documentation is managed
All documents showing the progress of the project must be managed on an ongoing basis. This includes progress reports, change notices, etc. that must be recorded in the archive system. Cf. archiving procedures for project documentation (in Norwegian)
at the Faculty of Educational Sciences. In case of EU projects, please refer to the procedures for documentation of EU projects at the Faculty of Educational Sciences.
Convene and implement status meetings throughout
The research adviser will invite the project manager to status meetings with the project owner. Such meetings will take place annually or by agreement concerning follow-up.
Please also refer to the meeting template for status meetings (.docx) (in Norwegian).
Conclusion phase
Convene and participate in conclusion meetings
Together with the project owner, the research adviser will convene a conclusion meeting with the project manager and project owner 3-6 months before conclusion of the project. The purpose of this meeting is to review the project with a focus on the conclusion, securing outcomes and shared learning.
Please refer to the meeting template for conclusion meetings (.docx) (in Norwegian).
Assist in final reporting
Reporting must take place in accordance with the deadlines set by the funder. The research adviser must:
- Assist the project manager with advice concerning final reporting
- When we are a partner: Contribute to reporting to the coordinator as needed
The task will be performed in collaboration with the project manager and project economist.
Ensure that all documentation has been recorded
Before closing the item in the archive system, the research adviser must ensure that all project documentation has been recorded in the archive system. In case of EU projects, please refer to the procedures for documentation of EU projects at the Faculty of Educational Sciences.
When all documentation is available, the research adviser will finalise the item in the archive system.