From Project Idea to Application
Pre-application preparation is one of the most important stages affecting project success. A promising idea must be matched with a suitable funding programme and developed into a realistic structure covering objectives, methodology, partnership, budget, duration, and expected results.
The Projects Office Directorate supports this process without replacing the academic ownership of the idea.
1. Defining the Project Idea
The initial idea should explain the problem or need, objectives, target groups, methodology, activities, expected outputs, required partners, estimated duration and resources, and its contribution to the University and society. This information is recorded through a Project Idea Form.
2. Preliminary Evaluation
The idea is assessed regarding:
- Institutional research priorities
- Funding programme objectives
- Scientific or innovative value
- Academic and administrative capacity
- Duration, budget, and partnership structure
- Expected results, sustainability, and impact
- Legal, financial, ethical, and institutional risks
Ideas that are not immediately suitable may be directed towards a different fund, application period, or partnership structure.
3. Funding Match
Funding programmes may prioritise scientific excellence, societal impact, international cooperation, industry collaboration, or market-oriented outputs. The project idea is therefore reviewed against the specific evaluation criteria of the programme.
4. Team and Partnership
Required disciplines, administrative contributions, and external stakeholders are identified. Partner roles, work packages, budgets, responsibilities, data-sharing arrangements, and intellectual property issues should be clarified before submission.
5. Application Schedule
An internal preparation schedule should include deadlines for the technical proposal, budget draft, partner documents, legal and financial checks, institutional approval, authorised signatures, portal upload, and final submission.
6. Application Preparation
The project leader is responsible for the scientific content, research question, methodology, literature, technical activities, and academic contribution. The Directorate supports compliance with the call, application format, evaluation criteria, work packages, schedule, budget, sustainability, dissemination, institutional documents, and portal procedures.
7. Institutional Approval and Submission
Applications made on behalf of the University are reviewed regarding financial obligations, co-financing, legal commitments, ethical permissions, data sharing, intellectual property, staff assignments, and institutional representation. Following the required approvals, the proposal is submitted and entered into the central project inventory.
Information Required for the Initial Meeting
- Call document or link
- Short project summary
- Project team and proposed roles
- Existing or required partners
- Estimated budget and duration
- Submission deadline
- Required permissions, commitments, or institutional contributions