Project implementation

Final report

Reporting requirements for the beneficiaries of projects under “Applied research” Programme are described in Guideline for Research Programmes for the EEA Financial Mechanism and Norwegian Financial Mechanism 2014 – 2021 and project contract.

According to the Guideline:

the Project Promoter shall submit a final report in English to the Programme Operator, within 60 days after the end of the project
the final report shall comprise of a technical part and a financial part
as part of the final project report (technical part), the Project Promoter is required to submit a full list of publications relating to the results of the project
the Project Promoter is required to submit a proof of expenditure as an attachment to the final project report (financial part) ) (if applicable)
all project partners shall receive a copy of the annual reports at the same time as they are submitted to the Programme Operator.

The final report and other deliverables are prepared and transmitted on behalf of the consortium by the Project Promoter exclusively by LSI system, available under the following address: lsi.ncbr.gov.pl.

Templates of documents for POLNOR, POLNOR CCS and IdeaLab projects:

Templates of documents for SGS projects:

Declarations signed with a qualified electronic signature of a person authorized to represent the Project Promoter shall be attached to the LSI. In the absence of a qualified electronic signature, a scan of the hand-signed declarations of the Project Promoter shall be attached to the LSI, and the original shall be sent by traditional mail to the Program Operator.

Extension of deadline for amendment request for additional funds

The Programme Operator informs that the deadline for submission of the amendment request for additional funds was extended to 10 May 2023 16:00 CET. The amendment request for additional funds can be submitted continuously.

Amendment request for additional funds

In reply to the exceptional price increases and the unprecedented current economic situation the Programme Operator (PO) informs about the possibility of increasing funding for already approved POLNOR, POLNOR CCS and IdeaLab projects.

The amendment request for additional funding may be submitted if the Project implementation was affected by circumstances which could not have been foreseen at the moment of submitting project proposal. Moreover, the amendment request for additional funding may be submitted if the implemented Project has the capacity to scale up results.

The additional funding can be awarded solely to the Project Promoters (PPs) and Project Partners of the active research Projects funded under POLNOR, POLNOR CCS and IdeaLab Calls which are research organisations. Enterprises cannot receive additional funding.

The maximum grant amount in PLN can be increased by 7 % of the total granted funding as stipulated in the Project contract. Project implementation may be extended max. until 30 April 2024.

The PP submits the amendment request in English to the PO solely via the on-line submission system (LSI - lsi.ncbr.gov.pl) which is available for PPs as of 20 February 2023. The amendment request for additional funds can be submitted continuously with the deadline for submission established as 20 April 2023 16:00 CET.

The amendment request for additional funding together with accompanied documents is subject to a formal assessment performed by the PO. A complete and correct amendment request along with a positive formal assessment are then subject to substantive assessment by external experts.

Once the amendment request is accepted or the PO approves the required changes to the amendment request, the PO issues a funding decision via the institution of the Director of the PO, thus changing the previous funding decision. Then an amendment to a project contract is signed.

Please note, that the amendment to a project contract additionally includes provisions concerning the extension of PP’s and Project Partners’ rights, responsibilities, liabilities and obligation in relation to the Project as indicated in the Project contract, covering the period of 5 years from the approval of the final programme report as well as PP’s obligation to upload high quality photos and videos from the Project implementation phase to the Media Library multimedia platform launched by the FMO.

Detailed information is presented in the ‘Guide for Project Promoters and Project Partners: submitting the amendment request for additional funds’ and its annexes.

Materials

Guide - amendment request for additional funds
Guide_-_amendment_request_for_additional_funds.pdf 0.23MB Annex 1 to the Guide - Template of the amendment request for additional funds
Annex_1_to_the_Guide_-_Template_of_the_amendment_request_for_additional_funds.docx 0.06MB Annex 2 to the Guide Assessment criteria
Annex_2_to_the_Guide_Assessment_criteria.pdf 0.14MB Annex 3 to the Guide Template of the amendment to a Project contract – update 15.06.2023
Annex_3_to_the_Guide_Template_of_the_amendment_to_a_Project_contract_with_changes_in_par_9.docx 0.10MB Annex 4 to the Guide - Declaration
Annex_4_to_the_Guide_-_Declaration.docx 0.04MB Annex 5 to the Guide Information clause under Art. 13 and Art. 14 GDPR
Annex_5_to_the_Guide_Information_clause_under_Art_13_and_Art_14_GDPR.pdf 0.11MB

Implementation Guide

Materials

Implementation Guide

Media Library

The Financial Mechanism Office has launched the multimedia platform called Media Library https://eealibrary.org/, the purpose of which is to collect and share multimedia resources created by the beneficiary states and the donor states of the EEA and Norway Grants. Please provide this library with photos and videos from the implementation of projects.

The Media Library manual in Polish and English language is available here. The below presentation and 20 minutes video training may also be helpful.

After each publication of materials in the Media Library, please provide such information to the contact person at the NCBR, as well as report this activity in the technical part of an annual report in point D5.

Materials

Presentation of the Media Library

Project contract – Small Grant Scheme 2020 Call

Please find enclosed the templates of a project contract and documents necessary for signing of a project contract. The Project Promoter that is responsible for the implementation of the project in line with the project contract signs the project contract.
Preparation of the project contract will take place via the LSI system. The documents will be verified by the Programme Operator. After providing information on the approval of the documents in the LSI system the project contract will be signed either in a paper form or with qualified electronic signatures.
The project contract, together with the documents necessary to conclude the project contract, must be submitted within the time limit specified in the funding decision.

Materials

Project contract template

Project contract template (English translation)

Declaration of will regarding submitting of the proposal via the online system

Declaration of obtaining the required consent, a positive assessment and/or permit (authorisation) of the relevant bioethical or ethical committee or the responsible body

Promissory note along with a promissory note agreement

Partnership agreement

Please find enclosed the template of the partnership agreement which can be used by consortia implementing projects under POLNOR Call, POLNOR CCS Call and IdeaLab Call for Full Proposals. The template is not obligatory and helps to shape properly the legal relations between the members of the project consortia. The template was developed in consultation with the Donor Programme Partner – Research Council of Norway.

Partnership Agreement template for EEA Norway Grants

Annual reporting

Reporting requirements for the beneficiaries of projects under Programme “Applied research” are described in Guideline for Research Programmes for the EEA Financial Mechanism and Norwegian Financial Mechanism 2014 – 2021.

According to the Guideline:

the Project Promoter shall submit an annual report in English on scientific and financial progress of the preceding year (a technical part, a financial part)
projects which due to their starting date have less than 6 months of activity in the first reporting year shall only present a financial statement and will not be evaluated on their scientific progress
all project partners shall receive a copy of the annual reports at the same time as they are submitted to the Programme Operator.

An annual report and other deliverables are prepared and transmitted on behalf of the consortium by the Project Promoter exclusively by LSI system, available under the following address: lsi.ncbr.gov.pl. The Project Promoter shall submit an annual report within 60 days of the end of each reporting period.

Templates of documents for POLNOR, POLNOR CCS and IdeaLab projects:

Templates of documents for SGS projects:

Payment application form

Template of Payment application form

Guideline for Research Programmes

Guideline for Research Programmes. Rules for the establishment and implementation of programmes falling under the Programme Area “Research”

Project contract – IdeaLab Call for Full Proposals

Preparation of the project contract will take place via the LSI system. The documents will be verified by the Programme Operator.

After providing information on the approval of the documents in the LSI system, the documents should be sent to the Program Operator in a paper form, signed by an authorized person representing the Project Promoter.

The project contract, together with the documents necessary to conclude the project contract, must be submitted within the time limit specified in the funding decision.

Project contract – POLNOR and POLNOR CCS

Please find enclosed the templates of: a project contract and documents necessary for signing of a project contract. The Project Promoter that is responsible for the implementation of the project in line with the project contract signs the project contract on behalf of the consortium.

Preparation of the project contract will take place via the LSI system. The documents will be verified by the Programme Operator.

After providing information on the approval of the documents in the LSI system, the documents should be sent to the Program Operator in a paper form, signed by an authorized person representing the Project Promoter.

The project contract, together with the documents necessary to conclude the project contract, must be submitted within the time limit specified in the funding decision.