UNICA Research Seminar“FP7: The Role of the Universities”

Vienna, 29-30 november, 2007

University of Ljubljana

A model of Administrative Support to

European Projects

Staška Mrak Jamnik, Msc., Head of Office for European Projects

UNIVERSITY OF LJUBLJANA

Established in 1919

- 22 faculties- 3 academies- 1 university college- A traditional, comprehensive and

research oriented university

UNIVERSITY IN NUMBERS 15.235 students in Higher School

programs (“Fachhochschule”) 30.707 students in UNI level programs 5.000 post graduate students 5.533 employees

4.020 teaching staff and researchers

300 Million Euro annual budget

STUDY PROGRAMS

We offer study programs in all fields of science and arts:

39 Higher School level programs 130 UNI level programs 90 Doctoral programs

INTERNATIONAL COOPERATION

We are very active in international research and education programs. We were/are participating in:

117 projects within the 6th Framework Programme and cooperated in many successfull applications to the 7th Framework Programme

25 TEMPUS programs (this year 11) Several project financed by EU programes: COST,

EUREKA, LLP, IEEA, eContent, Leonardo da Vinci,… Many projects financed by Structural Funds (RDF,

ESF) and Community Initiatives (INTERREG, EQUAL)

Revealed Secrets Researchers mostly need help in

accounting and financial reporting

Researchers are not very familiar with working legislation and contracts and other legal documents

Researchers do not have time to collect financial documentation

The consequences are on organisationsThe consequences are on organisations

Revealed Secrets

EURO is not an easy money

Model of administrative support to EU projects

UNIVERSITY(public financing)

Office for EU projects

FACULTYContact person for

EU projects

FACULTYContact person for

EU projects

FACULTYContact person for

EU projects

Office for European projectsEstablished in October 2006

ACTIVITY FIELDS :

- Research (5. OP, 6.OP, 7.OP, COST,…)

- Education (TEMPUS, LLP, Asia Link, eLearning,…)

- Development (Structural Funds (ERDF, ESF) Community Initiatives (EQUAL, INTERREG and Community programmes (for ex. LIFE, CIP,…))

Office for European projects

ACTIVITIESACTIVITIES

Coordination

Information

Evaluation

Consulting

Education

Coordination activities- Definition of procedures and rules in relation Faculty –

University Office for the purpose of efficient applications to calls and financial reporting – INSTRUCTIONS (data, who signs what)

- Help in preparation of project applications (European and Slovene legislation, gender issues, project management,references…)

- Multidisciplinary projects- Collection of ideas on research themes- Help in finding partners - Communication with the European Commission and

Slovene Ministries- Dealing with common questions (audit certificates,

employment of researchers, contracts)

Information activities

- Development and establishment of information system

- Collecting data on projects- Mapping funding opportunities - Dissemination of information on projects- Interactive internet/intranet web page

(exchange of good practice and documents)

Consulting activities

- Legal field (Consortium agreements, Grant agreements with EC, working contracts, bank garanties,..)

- Financial and accounting field (eligible costs, overhead, financial reporting, audits,..)

- Fiscal field (VAT, other taxes)

- Project management (applications, project management, project dissemination)

Educational activities

- Seminars and - Internal Conference on cooperation of UL in FP7

in November 2006- FP7 Internal Financial seminar in March 2007- Internal Conference on project management at

UL- Written instructions and handbooks

- Instruction on how to apply and manage European projects at UL

- Instructions of financial management of European projects at UL

Evaluation activities

- Evaluation of Office activities (questionnaires)

- Evaluation of success of the university in EU projects

What the Office does NOT cover?

- Students and professors mobility

- Cooperation in non-EU research and education projects

Model of administrative support to EU projects

Let the researchers do their work

UNIVERSITY OF LJUBLJANA

Mag. Staška Mrak Jamnik, M.Sc.Head of Office for European Projects

University of LjubljanaKongresni trg 121000 Ljubljana

SLOVENIA Tel.: +386 1 2418 532 Fax: +386 1 2418 660

e-mail: staska.mrak-jamnik@uni-lj.si