Step by step programme procedures

Step by step program procedures

The TOP program can be divided into a four-step procedure that everybody goes through when successfully applying for a TOP place.

1. Intake

· The prospective entrepreneur makes an appointment with the program manager in order to explore the possibilities for him/her under the TOP program.

· If the program manager judges the idea feasible to fit into TOP, than the entrepreneur has to prepare a business plan according to a standard model (the standard model is in Annex X).

· A suitable host has to be found. Sometimes the entrepreneur already has contacts with a research group (he worked there as a student or as a staff member).

· Depending on the entrepreneur and the complexity of his idea for a company one or two follow-up meetings with the program manager are necessary to meet all the requirements.

2. Admission procedure

· On a regular basis (mostly once a month) there is a session of the TOP Commission. The program manager invites the entrepreneur to a session to discuss his business plan with the Commission. Sometimes a representative of the research group to indicate commitment attends such a session. In such a session especially the marketing and finances are discussed.

· At the end of the meeting (that lasts about 60 minutes) the entrepreneur is asked to leave and the Commission decides whether or not to grant the TOP place.

· When positive, the Commission asks the entrepreneur to indicate his targets for the first half-year and define the steps to be taken to reach the targets. Further, there is a discussion with the entrepreneur on who best can be his business mentor. After the meeting the entrepreneur receives a letter announcing that he got the TOP-position. The letter also names the person to contact to receive the interest free loan (the model contract for this loan is in Annex X) in monthly installments. It also mentions the name of the business mentor.

· The Commission can also come to a “half positive” decision, meaning that there is more doubt than usual about the success of the company. Taking into account that TOP is a program to incubate companies, the TOP place could be granted for three months. The entrepreneur is given some explicit targets to reach in those three months. If the targets are reached, the TOP place is granted for another nine months.

· The Commission can also reach a negative decision. In such cases the entrepreneur has to revise his business plan and discuss it again with the Commission, or withdraw from the procedure.

In general each year there are about 60 people interested in the program. This leads to about 120 meetings (first and follow-up meetings) with entrepreneurs before they are ready to present their business plan to the TOP Commission. On the average some 25 persons each year meet with the Commission and about 20 are granted with a TOP place. Of course these are averages: there are years with more candidates and years with less.

3. Mentoring and Monitoring

Mentoring is one of the most important tools of the TOP program. The research group provides mentoring, mostly in a rather informal manner: the entrepreneur is part of the research group and is invited to all of their formal and informal meetings. Also mentoring from the “business” side is important. The program provides the entrepreneur with these type of mentors, but how they “use” them is up to them. Some use them quite frequently to discuss matters of marketing, sales and finances every fortnight, while others only meet one or twice with them during the year.

The monitoring by the TOP Commission takes place after six months.

· The entrepreneur has to prepare a short review over the past six month and indicate how he did or did not reach his targets (and why not). The Commission discusses with the entrepreneur his progress and tries to come up with suggestions how to improve business. Again, at the end of the meeting the entrepreneur has to draw up a list of targets for the second six months is drawn up. He/she has to send this to the program manager within two weeks.

4. Exit interview

The final contact with the TOP Commission is at the end of the TOP period of one year:

· The entrepreneur is asked to prepare a short evaluation of the previous year in the TOP program and an overview of the most important desired developments for the next two years.

· The entrepreneur and the Commission evaluate together the previous year and discuss the steps to be taken in the near future.

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Home Information for applicants Information for university staff TOP-companies General information Sitemap Search Print version	Step by step programme procedures Step by step program procedures The TOP program can be divided into a four-step procedure that everybody goes through when successfully applying for a TOP place. 1. Intake · The prospective entrepreneur makes an appointment with the program manager in order to explore the possibilities for him/her under the TOP program. · If the program manager judges the idea feasible to fit into TOP, than the entrepreneur has to prepare a business plan according to a standard model (the standard model is in Annex X). · A suitable host has to be found. Sometimes the entrepreneur already has contacts with a research group (he worked there as a student or as a staff member). · Depending on the entrepreneur and the complexity of his idea for a company one or two follow-up meetings with the program manager are necessary to meet all the requirements. 2. Admission procedure · On a regular basis (mostly once a month) there is a session of the TOP Commission. The program manager invites the entrepreneur to a session to discuss his business plan with the Commission. Sometimes a representative of the research group to indicate commitment attends such a session. In such a session especially the marketing and finances are discussed. · At the end of the meeting (that lasts about 60 minutes) the entrepreneur is asked to leave and the Commission decides whether or not to grant the TOP place. · When positive, the Commission asks the entrepreneur to indicate his targets for the first half-year and define the steps to be taken to reach the targets. Further, there is a discussion with the entrepreneur on who best can be his business mentor. After the meeting the entrepreneur receives a letter announcing that he got the TOP-position. The letter also names the person to contact to receive the interest free loan (the model contract for this loan is in Annex X) in monthly installments. It also mentions the name of the business mentor. · The Commission can also come to a “half positive” decision, meaning that there is more doubt than usual about the success of the company. Taking into account that TOP is a program to incubate companies, the TOP place could be granted for three months. The entrepreneur is given some explicit targets to reach in those three months. If the targets are reached, the TOP place is granted for another nine months. · The Commission can also reach a negative decision. In such cases the entrepreneur has to revise his business plan and discuss it again with the Commission, or withdraw from the procedure. In general each year there are about 60 people interested in the program. This leads to about 120 meetings (first and follow-up meetings) with entrepreneurs before they are ready to present their business plan to the TOP Commission. On the average some 25 persons each year meet with the Commission and about 20 are granted with a TOP place. Of course these are averages: there are years with more candidates and years with less. 3. Mentoring and Monitoring Mentoring is one of the most important tools of the TOP program. The research group provides mentoring, mostly in a rather informal manner: the entrepreneur is part of the research group and is invited to all of their formal and informal meetings. Also mentoring from the “business” side is important. The program provides the entrepreneur with these type of mentors, but how they “use” them is up to them. Some use them quite frequently to discuss matters of marketing, sales and finances every fortnight, while others only meet one or twice with them during the year. The monitoring by the TOP Commission takes place after six months. · The entrepreneur has to prepare a short review over the past six month and indicate how he did or did not reach his targets (and why not). The Commission discusses with the entrepreneur his progress and tries to come up with suggestions how to improve business. Again, at the end of the meeting the entrepreneur has to draw up a list of targets for the second six months is drawn up. He/she has to send this to the program manager within two weeks. 4. Exit interview The final contact with the TOP Commission is at the end of the TOP period of one year: · The entrepreneur is asked to prepare a short evaluation of the previous year in the TOP program and an overview of the most important desired developments for the next two years. · The entrepreneur and the Commission evaluate together the previous year and discuss the steps to be taken in the near future.