Guidelines for Research Projects

Before applying

1. 1. Secure Institutional approval

   Institutional approval is a formal internal approval process. All externally funded projects affect your unit, so there are both academic and financial reasons why solid institutional approval is important. Institutional approval takes place through the line management structure, and as the project manager you must seek and document management approval from your head of unit (oslomet.no) (in norwegian only).

   Early institutional approval also makes it easier to secure strong administrative support for developing your application. Contact the R&D section at your faculty/centre for information about deadlines and procedures at your unit.

   • External funding at the Faculty of Health Sciences (HV)
   • External funding at the Faculty of Education and International Studies (LUI)
   • External funding at the Faculty of Social Sciences (SAM)
   • External funding at the Faculty of Technology, Art and Design (TKD)

   Elements of the application that require institutional approval (this list is not exhaustive):

   • the project finances (e.g., requirements for co-funding, major purchases)
   • R&D time/time allocation — time spent on the project may have implications for the unit’s work plans
   • all staff appointments on the project
   • IT resources that are not part of OsloMet’s standard offering
   • partners (e.g., regarding feasibility and research security)
   • research ethics considerations
   • need for research administrative support
   • etc.

   If there are significant changes to the above elements after management has approved the project proposal, it is the project manager’s responsibility to obtain renewed approval before the application is submitted.

2. 2. Indentify funding sources

   There are various sources of external funding, and many factors influence which source you can or should choose. The project idea, ambitions, experience, partners, and timing can all affect what kind of funding you should apply for. In general, it can be wise to view external funding as a strategic tool to build capacity over time. For example, you can use internal seed funding or smaller funding schemes to carry out a pilot project that in turn lays the foundation for a larger project later. If you already have an idea for a larger and more complex project, you can consider using smaller funding schemes to finance parts of the project if it is difficult to find funding for the entire project.

   Please note that some calls for proposals are directed at institutions and require assessment and approval by the Rector/Pro-Rector at OsloMet. This applies, for example, to the Research Council’s infrastructure calls and centre calls.

   Contact your R&D advisor for assistance during the application phase, and check your unit’s procedures for application approvals.

   • R&D at the Faculty of Education and International Studies (oslomet.no) (only in norwegian)
   • R&D at the Faculty of Technology, Art and Design (oslomet.no)
   • R&D at the Faculty of Social Sciences (oslomet.no)
   • R&D at the Faculty of Health Sciences (oslomet.no)

   Funding opportunities – An overview of various funding sources where you can search and filter by, among other things, subject area. The list is not exhaustive, but provides an overview of sources from which OsloMet has traditionally received support.

   Project Establishment Support (PES) – If you plan to apply for funding from the EU’s Framework Programme, you may be eligible for project establishment support. The funds are to be used to cover costs associated with developing an application.

   Thematic research initiatives– OsloMet has adopted four thematic research initiatives. These initiatives aim to support research across multiple academic environments, including through seed funding.

   Funds from the Samfunnsforbedringsutvalget (in norwegian only)– The call is published annually. Check the website for information about calls.

   The faculties at OsloMet announce funding for various purposes, e.g., internationalization. Monitor your faculty’s website for information about calls.

    

3. 3. Apply for Horizon Europe Funding

   Horizon Europe offers a broad range of funding opportunities for projects spanning everything from basic research and technology development to societal challenges and the green transition. The programme is open to both public and private actors and provides strong opportunities for cross-border collaboration.

   At the same time, Horizon Europe has its own requirements and rules that differ from national schemes, including consortium composition, proposal structure, evaluation criteria, and reporting. It can therefore be helpful to familiarise yourself with the rules—or seek guidance—before you start preparing a proposal. You can find more information on how Horizon Europe differs from other research programmes, and where to get support for the proposal process and project management, on the page about support for EU proposals.

    

4. 4. Finding partners

   Most calls require collaboration both within and outside academia. To develop applications that respond to calls addressing societal challenges, it is necessary to work interdisciplinarily, transdisciplinarily, and across civil society, the public sector, and the private sector. The scope of the budget and the issues to be addressed are decisive for both the selection and the number of partners. It is advisable to take established collaborations as a starting point and work to develop them. You can find new potential partners here:

   • EUs partner search portal: EU Funding & Tenders Portal (ec.europa.eu)
   • Project Development Tool | ERRIN Website (errin.eu). Staff can apply for access to ERRIN’s tools. The application is approved by the Oslo Region European Office.
   • OsloMet has entered into letters of intent and cooperation agreements with a number of municipalities. Information about the municipalities can be found on the webpage “Partner municipalities in the region” Partner municipalities in the region - OsloMet
   • Oslo Regionens Europakontor (osloregion.org) can also assist with partner searches. 
   • COST (European Cooperation in Science and Technology) (cost.eu) funds network collaboration and can be a venue for connecting with institutions working on the same topics as you. It is possible to join networks that have already received funding.
   • New European Bauhaus (NEB) Community (europa.eu) - a platform for finding partners. Log in with the same username and password as in the EU Funding & Tenders Portal.

   Together with partners, you create a strong foundation for success in both proposal development and project implementation. In some cases, it may be necessary to formalize the collaboration or clarify certain matters related to a potential project. In that case, it may be appropriate to consider drawing up a contract. On the webpage about support for EU applications, there is an overview of various types of agreements that may be relevant.

5. 5. Project budgeting

   When you plan to apply for external research funding, it is important to have a solid budget that is aligned with the project’s activities. A budget that is appropriately allocated among the partners and carefully tailored to the project activities will both enhance the quality of the application and make it easier to implement the project if it receives funding. All application budgets must be prepared in collaboration with the finance function and quality-assured before the application is submitted.

   To put a good budget in place, several things should be clarified early on.

   The type of funding governs the budgeting. The call text refers to rules that determine who can receive funding, which costs can be covered, and any requirements for co-funding. Familiarize yourself with the rules early and ensure that the budget complies with the requirements of the call. There are also guidelines and rules that apply across different types of funding.

   Clarify how the project will be classified in OsloMet’s system. Should the project be classified as contract research (oppdrag) or grant-funded (bidrag)? The actual classification does not take place until the project starts, but whether the project is contract- or grant-funded affects budgeting, contracts, and reporting. For more information on grant- and contract-funded research, see the webpages on the BOA framework (in norwegian only).

6. 6. Formalising agreements in proposals

   In projects that involve collaboration with multiple partners or where there is potential to commercialize the results, it can be particularly important to clarify matters related to, among other things, intellectual property rights, confidentiality, and ownership. By clarifying the terms of collaboration before the project starts, you help prevent conflicts and misunderstandings during the project, ensure predictability for all participants, and increase the likelihood that the results will be put to use. Clear agreements also help build trust among the partners and create a solid foundation for effective collaboration. Where there is a need to formalize such matters, it may be appropriate to enter into a written contract. On the webpage about support for EU applications, there is an overview of the different types of agreements that may be relevant.

   Collaboration and innovation

   In research and innovation projects, the parties often bring existing knowledge, technology, and rights—project background—that are crucial to the project’s success. These may be particularly valuable to those who own them, and it is therefore important to clarify how they are to be used by the project partners. This can be done through letters of intent. In some cases, separate agreements will also be relevant, for example related to confidentiality or non-disclosure agreements (NDAs).

   Similarly, new knowledge and/or technology—project results—often arise as an outcome of projects. Such results can have significant value, both academically and commercially. How such results are to be exploited, how ownership is to be distributed, etc., should also be clarified through letters of intent. Such agreements should set out the premises for the collaboration. For projects with a high degree of innovation, aspects such as access, exclusivity, and ownership should be clarified during the application phase.

   • For more information about the innovation process, see the innovation webpage.
   • For more information about legal assistance, see the webpage on agreements and legal topics.
   • Contact the R&D section at your faculty/centre for advice on innovation and legal clarifications.

   International collaboration

   In calls where international collaboration is required, it can be particularly important to clarify the terms of cooperation. Although international research and innovation collaboration provides access to a broader range of expertise, resources, and perspectives and can help increase the quality and relevance of research, such collaborations may place greater demands on clarifications related to the sharing and use of existing and new knowledge.

   • For more information about resources that help assess risk and safeguard fundamental values and security considerations in internationalization efforts, see the webpage on responsible internationalization.
   • For more information about international collaboration agreements, see OsloMet’s ethical guidelines for international collaboration agreements (in norwegian only).
   • For more information about research security, see the Research Council of Norway’s page on research security (forskningsradet.no).

7. 7. Ensuring research security and research ethics

   Research security

   The world is characterized by conflicts, political unrest, and uncertainty. OsloMet is committed to maintaining international knowledge collaboration and academic freedom, while recognizing that it is necessary to ensure that research takes the uncertain geopolitical situation into account.

   To ensure that knowledge collaboration considers geopolitical factors, HK-dir and the Research Council of Norway have developed guidelines that provide tools for managing risks and strengthening security in international cooperation.

   The guidelines also provide an overview of the laws and other directives that Norway’s knowledge sector must comply with, and point to key considerations and procedures for academic communities as well as for institutional leadership and administration. The guidelines offer tools for managing risks and strengthening security in international cooperation (hkdir.no).

   In some cases, it can be challenging to assess whether there is risk associated with knowledge development. In such cases, contact your immediate supervisor.

   Export control (deksa.no) means that certain goods, technology, and services cannot be exported from Norway without a license issued by DEKSA (deksa.no). It is a criminal offense to export listed goods, technology, or services without a valid license from DEKSA. DEKSA can advise you on the regulations (deksa.no), your case, and what you need to do.

   If you are unsure whether the export control lists may apply to your research such that you must apply for a license, contact your immediate supervisor.

   Research ethics

   Collaboration across national borders can also challenge research-ethical values. Different countries may have different views on the rights and obligations researchers have when they develop ideas, methods, and theories in their research projects. It may therefore be wise, as project manager, to clarify fundamental research-ethical questions when planning projects with international partners. Topics that should be clarified may relate to:

   • Understanding of laws, rules, and guidelines in different countries
   • Ensuring a shared understanding of research-ethical norms and rules
   • Assessing implications related to health, environment, and safety for project participants and others involved

   See OsloMet’s webpages on research ethics for more information.

8. 8. Register health-related projects

   Health research encompasses research that systematically contributes to new knowledge about health, disease, or health services—especially when humans, human biological material, or health information are involved. This covers a broad spectrum, including pilot projects and clinical studies. All such projects must comply with the Health Research Act, which sets requirements for organization, ethics, consent, and approval. It is the purpose of the research that determines whether the project falls under the Health Research Act.

   This type of project requires prior approval from REK (the Regional Committees for Medical and Health Research Ethics) (rekportalen.no). If you are unsure whether your project requires such approval, you can request a REK pre-assessment, also known as a “fremleggingsvurdering,” from REK. A pre-assessment is a process in which REK determines whether a project is in fact considered health research under the Health Research Act, and thus whether it requires a full application to REK.

   For more information, see the research support webpages of the Faculty of Health Sciences (in norwegian only) and the webpages on applications to REK.

9. 8. Using AI in grant proposal development

   It is becoming increasingly common to use artificial intelligence (AI) as a tool in the development of project proposals, and many funding sources permit this. Nevertheless, it is important that AI is used in a responsible, transparent, and ethically sound manner that aligns with any requirements set by the funder. Some general recommendations include:

   • Take responsibility for the research outputs. Researchers should bear ultimate responsibility for all scholarly content—including that produced with the help of AI—and must therefore be critical of potential errors, bias, or “hallucinations” from AI tools.
   • Use AI transparently. It should be made clear which AI tools were used, how they were used, and what role they played in the research process.
   • Safeguard privacy, confidentiality, and intellectual property. Avoid entering sensitive or unpublished information into external AI systems without guarantees of secure data handling. Researchers must ensure that both data and results are handled in accordance with applicable rules and rights.

   You can read more about the use of AI in research in the EU’s living guidelines for AI in research (europa.eu) and about the use of AI at OsloMet on the staff pages.