The five phases of the Research & Innovation project cycle represent the phases that PIs go through when performing research and innovation activities. These phases are filled with information, formats, and working agreements, because UT wants all colleagues working on R&I activities to be well-informed, aware of expectations, available formats and guidelines, and work based on agreements necessary for an efficient and effective R&I project cycle.
- About the R&I charterWhy a research & innovation charter? 1. Create the best possible conditions for our scientific community to thrive and to valorise our research and innovation activities, 2. Ensure clarity on shared goals and mutual expectations, and 3. Strengthen effectiveness and efficiency across the entire R&I cycle. The goal of this charter is summarised as: UT wants all colleagues working on R&I activities to be well-informed; aware of expectations, available formats, and guidelines; and work based on agreements necessary for an efficient and effective R&I project cycle. As such, the R&I charter translates the R&I strategy into practice: it establishes a unified framework and set of communal procedures to be followed by all of those involved in the R&I process. Introducing research & innovation activities As a Dutch university, UT has three core tasks: education, research and innovation– and with all three, we strive for meaningful academic and societal impact. UT defines her third core task innovation as “valorising talent
- Phase 1: PositioningThe positioning phase includes ideation and brainstorming about the research or innovation idea (together with stakeholders). It is the first step for establishing collaborations and partnerships, laying the foundation for expertise recognition and successful funding acquisition. This chapter highlights the identification of relevant fora and expected participation at the individual and institutional level. In this phase, you will find working agreements and information on the following topics: Relevant stakeholders & funding landscapes Knowledge safety and export control Scientific integrity and research ethics Moral dilemmas of sensitive partnerships Information security and privacy Shaping your career (Talent Map 3.0) UT representatives at relevant networks, committees, and fora 1.1. What is expected of you? - working agreements PIs are expected to stay proactive in scanning for positioning opportunities for their unit’s research and that of Impact Domains. They should also be open to representing not only
- Phase 2A: Preparing - Funding OpportunityThe preparation phase lays the foundation for a successful project by (a) identifying funding opportunities, (b) crafting competitive proposals, and (c) formalising project agreements. This chapter highlights the identification of funding opportunities. In this phase, you will find specific working agreements, information, and formats on the following topics: Relevant funding landscape Project portfolio plans Financial considerations Knowledge safety & export control Scientific integrity and research ethics Moral dilemmas of sensitive partnerships Information security and privacy ICT infrastructure Points of contact for funding opportunities Route to valorise expected research results 2.1. What is expected of you? - working agreements Research funding acquisition is a shared responsibility across governance levels. While PIs lead scientific project development, departments steer portfolio balance, and the Faculty Board safeguards financial sustainability and strategic coherence. Sustainable research funding requires
- Phase 2B: Preparing - Proposal DevelopmentThe preparation phase lays the foundation for a successful project by (a) identifying funding opportunities, (b) crafting competitive proposals, and (c) formalising project agreements. This chapter highlights the crafting of competitive proposals. In this phase, you will find specific working agreements, information, and formats on the following topics: Points of contact during the proposal development stage Specialised experts within UT Budgeting guidelines Involving external consultants Research ethics Moral dilemmas of sensitive partnerships Data and Software Management and Sharing (Open Access) Publication Strategy Knowledge safety and export control checklist Cyber safety (incl. GDPR and AI act) Non-disclosure agreements Intellectual property paragraphs 2.1. What is expected of you? - working agreements The working agreements in the proposal development phase are clustered into several topics, which are elaborated on below. In general PIs must: Register the upcoming proposal submission in Pure so that necessary
- Phase 2C: Preparing - Project ContractThe preparation phase lays the foundation for a successful project by (a) identifying funding opportunities, (b) crafting competitive proposals, and (c) formalizing project agreements. This chapter highlights the formalization of project agreements. In this phase, you will find specific working agreements, information, and formats on the following topics: Project management from SBD (incl. model service agreement between faculty and SBD project management office) From subsidy award to project agreement Templates and other materials to help set up project processes, including meetings, collaboration and communication structures, progress reporting, and deliverable preparation, or possible amendments Points of contact during project contract preparation 2.1. What is expected of you? - working agreements The working agreements in the project contract phase are based on the process to go from the subsidy award to the project agreement. For the PI PI must: Start up the process towards project agreement when a grant
- Phase 3: PerformingDuring the performing phase, researchers execute their project plan, collect and analyse data, and adhere to timelines and ethical standards. Effective project management and ongoing collaboration are essential to keep the research on track and be responsive to emerging challenges. In this phase, you will find specific working agreements, information, and formats on the following topics: Project dashboard PhD dashboard Research Data & Software Management Data processing GDPR registration Shared mailbox and website options Research ethics review Intake for project management deployment and needs DMP tool (data management plan) Valorisation/Innovation 3.1. What is expected of you? - working agreements In the performing phase of a project, the following working agreements are agreed upon. Involvement of project management Working agreements for PIs & support staff: Mandatory check for coordinators from SBD: In case of deployment of SBD's Project Management Office (PMO): via intake at proposal level, and subject to
- Phase 4: PublishingPublishing involves disseminating research findings through scholarly articles, presentations, and other communication channels. This phase promotes transparency, recognition, and knowledge transfer within the scientific community and beyond. In this phase, you will find specific working agreements, information, and formats on the following topics: Financial closure Publishing research data and software Publishing open access Valorising your research outputs Research impact Communication Patents 4.1. What is expected of you? - working agreements In the preserving phase of a project, the following working agreements are agreed upon. In general For PIs: Before considering publishing the project results, it is important to check the contractual obligations regarding publication of the results. In addition, as we want to create maximal impact with our research, researchers should review the valorisation potential of their results and contact the Knowledge Transfer Office (KTO) in case of results that have the potential
- Phase 5: PreservingThe preservation phase focuses on archiving research outputs, datasets, and documentation to ensure long-term access and reproducibility. Sustainable data stewardship practices safeguard the scientific value of the work for future researchers and stakeholders. In this phase, you will find specific working agreements, information, and formats on the following topics: Research data and software: long-term preservation UT Research Information System 5.1. What is expected of you? - working agreements In the preserving phase of a project, the following working agreements are agreed upon. Research data and software: long-term preservation For PIs: In accordance with UT Research Data Management policy, selected static research data (both digital and non-digital), along with associated metadata and documentation, must be archived in secure university-approved facilities for a minimum of ten years, unless specified otherwise by legal or contractual obligations. Practical information on data preservation can be found here