Brochure: Call for proposals Earlier recognition of cardiovascular diseases

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1 Brochure: Call for proposals Earlier recognition of cardiovascular diseases Part A: Collaboration between academia and industry (Partnership programme: Dutch Heart Foundation Technology Foundation STW ) Part B: Academia only (Dutch Heart Foundation CVON) Version 25 August (published on STW website on 28 August) Deadline preproposals: 14 September 2015 Deadline full proposals: 15 December 2015

2 Table of contents General information... 4 Background... 4 Content of this brochure... 5 Focus and objectives... 5 Criteria for proposals... 7 Project proposals not eligible for this programme... 9 Applications... 9 Budget... 9 Who can apply? Points of attention Eligibility requirements for preproposals and full proposals Preproposals Deadline 14 September 2015, hours Full proposals Deadline 15 December 2015, hours Procedure NWO Code of Conduct on Conflicts of Interest Agreements Contact information programme committee secretary Specific requirements part A Selection procedure Co-funding After award Who can apply? Guidelines for applicants Project-specific costs Notes on costs of personnel temporarily appointed to the project at the research institute Notes on costs of materials and domestic travel Notes on costs of foreign travel Notes on costs of investments Notes on Users, co-funding and letters of support Notes on Intellectual Property Policy & Publication arrangements Specific requirements part B Selection procedure Who can apply? Description of full proposals Project-specific costs Users After award Appendix Existing research consortia of projects linked to Earlier recognition of cardiovascular diseases (not a comprehensive list, guideline) Appendix Format Preproposal Pagina 2 van 62

3 Appendix Partnership Project Agreement template (Part A) Appendix Consortium agreement template (Part B) Pagina 3 van 62

4 General information Background STW and the Dutch Heart Foundation (DHF) are proud to announce a joint programme for the earlier recognition of cardiovascular diseases, which combines the strengths and strategies of both organisations: knowledge transfer between technical sciences and direct users and end users and the realisation of consortia focussed on important health issues. DHF is a charity that funds research, education, and awareness campaigns aimed at reducing the burden of cardiovascular disease in the Netherlands. In 2014, DHF together with scientists, patients and the general public set a research agenda based on urgency and impact. The theme Earlier recognition of cardiovascular diseases came at the top of this agenda. Every day in the Netherlands: 107 people die due to a cardiovascular disease: 57 women and 50 men 27 people die before the age of 75 due to cardiovascular diseases 1000 people are admitted to a hospital due to cardiovascular diseases more than 1 million people live with the consequences of a cardiovascular disease Since 2010, part of DHF's funding strategy has been aimed at encouraging collaboration at the national level, with the best researchers collaborating in the most promising research areas in the Netherlands. No longer competing, but combining forces to face international competition. The funding of individual PhD projects has been replaced by the funding of national consortia. This transforms the competition between individual research projects and people into collaboration between research groups. These consortia are committed to solving a healthcare problem and are multidisciplinary and translational in nature. This strategy is now better known as the CVON (CardioVasculair Onderzoek Nederland) initiative. Technology Foundation STW (STW) is a funding agency whose mission is to generate knowledge transfer between the technical sciences and users. STW enables new technology by funding applied scientific research and promoting technology transfer. The partnership programme is one of STW's funding instruments, with the specific goal of engaging Dutch research-based organisations in a collaborative relationship with STW and Dutch universities. Earlier recognition of cardiovascular disease is an important societal challenge that calls for the engagement of both excellent researchers and direct users and end users. In many cases industrial parties will be among the users of the research results, which they can develop into products and/or services. As STW has extensive experience in selecting and monitoring research projects with industrial participation, DHF and STW have decided to join forces and set up a partnership programme as part of this call for proposals on earlier recognition of cardiovascular disease. The participation of industry is a requirement for this DHF-STW partnership programme. Pagina 4 van 62

5 We invite academic scientists to submit preproposals for research projects that may give answers to the scientific and technological challenges described below. Content of this brochure This brochure consists of three parts. The first part describes the focus and objectives of this programme and all important directions for your research proposal. In the second part specific requirements for respectively part A and part B of this call for proposals are given. The third part consists of several important appendices you should consult before submitting your proposal. Before submitting your application, we recommend that you visit the websites of STW (www.stw.nl) and DHF (www.hartstichting.nl) to check that you use the latest version of this brochure and appendices, and that you read the guidelines carefully. If you have any questions, please do not hesitate to contact any of the contact persons. Contact details are given at the end of the first part (General information) of this brochure. Focus and objectives 1. Description of theme This programme focuses on Earlier recognition of cardiovascular diseases Never your old self after a myocardial infarction, partly paralysed after a stroke or even deceased after a cardiac arrest. A cardiovascular disease: can happen to anyone. Many cardiovascular diseases hit unexpectedly. For instance a stroke or myocardial infarction, or a cardiac arrest can occur suddenly without clear prior complaints. The consequences can be disastrous: irreparable damage or even fatal. Yet, however unexpected they might seem, cardiovascular diseases often do not come out of the blue. This theme concerns confirming or excluding the diagnosis of cardiovascular disease faster in people with vague or initial symptoms, people with a family history and people with other diseases like diabetes, COPD, rheumatic arthritis and depression. These other diseases are associated with a significantly increased risk of cardiovascular diseases and/or hinder the recognition of a cardiovascular disease because they exhibit similar symptoms. Research into the earlier recognition of cardiovascular diseases will allow us to diagnose cardiovascular diseases before they strike seriously. We can save lives and prevent the sequelae of cardiovascular diseases as much as possible. Ultimately, this will lead to an improvement in quality of life and savings in healthcare costs because these people will require less care and live with fewer limitations. More information about this theme can be found on the website (in Dutch): Pagina 5 van 62

6 2. Aim of the programme We want to recognise cardiovascular diseases sooner. This will allow us to treat these diseases before they become serious, thus saving lives and preventing irreparable damage. 3. Long term ambition By 2030 we recognise 25% more patients developing cardiovascular diseases before they suffer a serious clinical event. People may not be aware that they have a cardiovascular disease or a hereditary tendency to develop one. We want to recognise cardiovascular diseases sooner so that these people can be treated, alleviating the symptoms and reducing the incidence of severe complications. By 2030 we want to be able to recognise 25% of developing cardiovascular diseases sooner, thus reducing the number of untreated people with cardiovascular diseases by 25%. This will lead to fewer fatalities, fewer people developing irreparable damage, and fewer people living with symptoms or restrictions. The secondary objectives stated below which are strongly interrelated - give an idea of the different areas involved to achieve this goal: a. By 2020 we know which symptoms point to cardiovascular diseases. Initial symptoms can point to one condition or to several cardiovascular diseases. By 2020 we will know which symptoms are warning signs of a severe cardiovascular disease for at least three cardiovascular diseases unknown at this moment. b. By 2020 people will be able to ascertain for themselves whether they have cardiovascular diseases in their family history. People are becoming increasingly aware that cardiovascular diseases can have a hereditary basis and that it is important to know whether cardiovascular diseases occur in their family history. By 2020 people will be able to determine whether and which - cardiovascular diseases have occurred in their family. From 2020 this will become possible for more and more cardiovascular diseases. Additionally doctors will be able to increasingly use this information better to recognise cardiovascular diseases. c. By 2025 people will be able to recognise on their own which symptoms require a visit to the doctor. People will know which symptoms, suggestive of a cardiovascular disease, to watch out for. By 2025 at the latest a digital checklist will be available that can determine whether someone with particular symptoms should consult a doctor. And doctors will be able to increasingly use this information better for the earlier recognition of cardiovascular diseases. d. By 2030 there will be new tests and diagnostic strategies available to diagnose or exclude the presence of cardiovascular diseases. New or improved tests, techniques and diagnostic strategies will allow doctors and/or laypeople to confirm or exclude cardiovascular diseases at an early stage. Pagina 6 van 62

7 4. Which diseases are of interest? The focus lies on severe cardiovascular diseases, thus all diseases that can lead to sudden death or significant restrictions in activities of daily living. It is restricted to diseases for which an effective treatment is or will be available if they are diagnosed early. The following cardiovascular diseases are of interest for this theme: Aneurysm Stroke Atrial fibrillation Deep venous thrombosis Heart failure Myocardial infarction Peripheral vascular disease Pulmonary embolism Pulmonary hypertension Sudden cardiac death due to fatal arrhythmia We distinguish two target groups for this research: 1. People with symptoms 2. People (with or without symptoms) at high risk of cardiovascular diseases given their family history. Criteria for proposals Utilisation Research funded by this programme generates valuable knowledge. In addition to excellent science, STW and DHF promote the application of knowledge. The term used to refer to the set of activities aimed at maximising the possibility of research results being applied by third parties is utilisation. To promote utilisation in addition to scientific quality, a user committee is set up for every project. STW and DHF expect applicants and users to actively collaborate towards promoting utilisation and towards the objective of transferring knowledge to users. Users, user committees and intellectual property play a crucial role in utilisation. Please consult the specific requirements sections of the user committees of each part of this call. Linking to strong national research programmes There must be sufficient knowledge and critical mass to arrive at the application of a positive research result. To increase national research collaborations and the possibility that the results of the present call lead to clinical applications and/or change of current guidelines, we strongly advise linking the application with strong national, disease-driven research groups, if this is possible with regards to the topic of research that is planned in that project. Pagina 7 van 62

8 Examples to link with are current disease-driven consortia funded by DHF, European consortia with Dutch participants and other major research programmes funded by ZonMw, LSH Plaza, KNAW and STW (including, but not limited to the list in Appendix 1). A letter confirming the collaboration with the existing consortium and signed by the consortium leader must be included in the preproposal. The added synergistic value (e.g. exchange of data or infrastructure, increase interaction) of the collaboration should be described and argued. It is not the intention that consortia fuse. Each consortium will continue to function independently but exchange should be organised. If you cannot connect with existing consortia then you should explain why in a letter, both if there is not a consortium to link to with regards to the topic of the planned research and also when content wise a link could be possible but there are reasons not to get this in place. Translational and innovative research This call is looking for innovative, translational and multidisciplinary research that uncovers new paths that help to achieve the objectives of the call. The research fitting in this programme is wideranging: it could involve developing new technologies, e.g. devices, imaging for early recognition of cardiovascular disease or a new way to combine and implement existing knowledge, technology and tests or look at processes in the early stages of developing cardiovascular diseases that can lead to the development of a new test or diagnostic strategy. Applicants should specifically argue the innovative character of their proposal and clearly describe in which way their work will contribute to the objective of this call. Sharing and registering data An infrastructure for follow-up research needs to be created to ensure the fast translation of the research into the earlier recognition of cardiovascular diseases in clinical practice. Researchers in this call must be prepared to share their data, making use of existing registries (like the Rotterdam study or Lifelines) or contributing to the development of a new registry. Research that focuses exclusively on setting up a registry/database is not allowed. Earlier recognition of cardiovascular diseases in women Women and cardiovascular diseases is the second topic on the research agenda of DHF. All research proposals must clearly describe the contribution to the study of gender aspects. Research proposals on new technologies should identify how these technologies can potentially be applied for early recognition of cardiovascular diseases in men and women. Multidisciplinary research team A research proposal must be jointly submitted by at least two researchers who are employed by at least two different public research institutes that are eligible for STW and DHF funding. The main applicant is considered to be the project leader and the contact person throughout the procedure. The research teams must be multidisciplinary and can consist of expertise from all stages of the translational axis: from fundamental scientists to clinical scientists and/or general practitioners. Along with researchers, users (doctors and patients) must be involved in the research at an early stage. Pagina 8 van 62

9 For Part A, the exchange of research personnel between universities and companies in the consortium is highly encouraged. Project proposals not eligible for this programme Research that primarily leads to cardiovascular risk management instead of early diagnosis. Research into conditions for which there is no (effective) treatment currently available, except if the relevance for achieving the objective can be convincingly demonstrated (for example, a treatment will soon become available). Research into the pathophysiology of cardiovascular diseases with little potential to contribute to the earlier recognition of the disease in practice. Projects not leading to a significant step forward along the translational axis. Translation could, for example, mean from an animal to a patient or from a laboratory to a patient and/or industry. Research into hereditary factors of non-life-threatening diseases or risk factors for cardiovascular diseases (see above). The theme focuses on severe cardiovascular diseases, or cardiovascular diseases that can lead to a sudden death or permanent limitations. Conducting screenings. NB: research that can lead to establishing a screening programme can be submitted. Research that focuses exclusively on setting up a registry/database. Applications This call consists of two parts: part A (partnership programme STW and DHF) is looking for applications built on a collaboration between academia and industry, part B (DHF) is academia only. Call: Earlier recognition of cardiovascular disease Industry involved? yes no Part A Part B The description given below applies to both parts unless explicitly stated otherwise. Budget The maximum funding that can be requested for a project is 950,000 euros (incl. Dutch VAT). The maximum project duration is 5 years. For part A, a total budget of 4,75 million euros (incl. Dutch VAT) is available. STW and DHF will each contribute million euros. For part B, a total budget of at least 4,75 million euros, financed by DHF, is available. Pagina 9 van 62

10 Who can apply? Scientists employed by Dutch universities or para-academic institutes eligible for STW or DHF funding can submit a preproposal or a full proposal (see more specific information in Specific requirements for part A and B ). On approval of the project, the applicant becomes the project leader and bears ultimate responsibility for the realisation of the research including the utilisation plan. A principle investigator (or co-applicant) must play an active role (associate supervisor and/or daily supervision of researchers appointed to the project) in the realisation of the project. Project leader must work in a paid position at an eligible institution throughout the entire duration of the research project. A letter must be included containing proof of a paid position; has shown leadership and is capable of leading a project of this size; has an excellent track record and an evident international reputation and has the potential to successfully face European competition (the minimal level we are looking for is eligible for at least a Vidi or an ERC starting grant); can only be the research leader of one application. Project leaders awarded grants from previous CVON calls and from the Heart Foundation calls ( Women and CVD and Congenital Heart Disease ) in 2013 can only act as principal investigator. Principal Investigator/co-applicant is leading part of the project (work package); must be employed throughout the entire duration of the research project. If not, specific details must be supplied of what measures will be taken to deal with this; must be capable of making/guaranteeing agreements on behalf of the institute were she/he is employed (probably in consultation with the head of the department); has a proven track record and reputation (at least eligible for a Veni grant). Points of attention Users Users of research are defined as natural persons or legal persons (at national or international level) who are able to apply the results of the research. A distinction is sometimes drawn between direct users, usually companies, and end users. In that case, it is not sufficient to designate end users only. It is the explicit intention that potential technology users and end users outside the immediate circle and outside the research field of the researchers submitting the proposal should be involved in the project from beginning to end. Users should be able to apply the knowledge generated by the research in the medium to long term. (Potential) users should be indicated in the utilisation section of the research proposal. In Part B the abovementioned industrial users can be involved in the user committee set up for the project. Pagina 10 van 62

11 New ideas and talent development The research proposal must address the development of talent aimed at stimulating the theme s research field. Part of the research budget (10%) must be devoted to this (see budget description for details in the specific requirements sections). Foreign groups Foreign groups/institutes cannot supply a project leader/principal investigator (co-applicant). They can participate in the project providing expertise not presently available in the Netherlands. This could involve sending Dutch researchers abroad to gain expertise (with a guarantee of their return) or bringing foreign experts to the Netherlands. A maximum of 10% of the budget can be devoted to this. Extra work package without full financial cover It is possible to add an extra work package worth at most 100,000 that is not yet financially covered. This package has to be judged together with the complete proposal. Once the proposal is approved, joint (the applicant with DHF) funds can be raised. The applicant should state when this work package must start to become a meaningful part of the research proposal. This work package must start at the earliest one year after the start of the other work packages. Essential steps that can lead to important results of the project cannot be included in this extra work package. Eligibility requirements for preproposals and full proposals The submission and evaluation process is broken down in two separate, subsequent stages: a call for preproposals followed by a call for full proposals. Eligibility requirements for submission The preproposals and the full proposals must satisfy at least the following eligibility requirements: The research proposal must fit within the call theme: Earlier recognition of cardiovascular diseases" as described above. The research proposal must contribute to achieving the long-term ambition. The project duration must be no more than five years. To avoid double funding, proposals addressing the same research question and approach will be advised to jointly proceed toward a full proposal. The research described in the research proposal differs from ongoing (larger) research projects currently being financed by the Dutch Heart Foundation and STW. A research proposal must be jointly submitted by at least two researchers who are employed by at least two different public research institutes that are eligible for STW and DHF funding. Within this call, a researcher may associate his/her name as an applicant or co-applicant with only one research proposal. Exception clause The same person can act twice as principal investigator/co-applicant when his or her expertise is so exclusive that no other person/group in the Netherlands has this expertise. This exception clause can only be used if based on substantial argumentation. Pagina 11 van 62

12 The full proposal must also satisfy the following eligibility requirements: When requesting funding, part of the initial budget must be devoted to talent development aimed at stimulating the research field of the theme (see specific requirements Part A and B, sections: project specific costs). The proposal must explicitly address diversity aspects. The researchers must be prepared to share their data for the benefit of follow-up research (For part A specific rules are taken into account when IP is involved). Within each research programme, the potential impact of the project with respect to the aim of the theme should be evaluated. Part of the budget can be used for this. Preproposals Deadline 14 September 2015, hours Preproposals consist of a short description (maximum of 5 pages) of the proposed research, the contribution to the aim of the programme, a utilisation section, and a breakdown of the estimated budget needed for carrying out the research. The necessary letters (position of applicant and coapplicant(s), collaboration) should be included. Proposals should be written in English with a minimum font size of 10 points. Preproposals should be written using the format described in Appendix 2. Full proposals Deadline 15 December 2015, hours Full proposals must consist of a detailed description of the research plan, expected results, contribution to the aim of the programme, planning of the research and a utilisation section. The utilisation section should include the important clinical challenge(s) that will be solved, the timeframe to implementation and the expected bottlenecks during the implementation. The format for the full proposal will be available on the STW and DHF website within a few months. Procedure The deadline for submitting a preproposal is 14:00 hours on 14 September The requirements that the preproposal must satisfy are given in this brochure. The STW and DHF offices will conduct the initial screening. The advisory committees (see details in the specific requirements sections) will advise the STW and DHF offices. The advice about whether to submit a full proposal can be accompanied by required or suggested amendments to the proposal. The deadline for submitting a full proposal is 14:00 hours on 15 December The full proposals will be submitted to an international review process (see details in the specific requirements sections). A presentation for the appropriate advisory committee is part of this process. The outcome of the administrative decision-making is expected in mid-april See the specific requirements sections for the details of the procedure for each part of this call. Pagina 12 van 62

13 Time schedule July 2015 Call for preproposals Deadline 14:00 hours on 14 September 2015 Submission of preproposals Check with national committee whether eligibility requirements have been met 16 October 2015 Advice from advisory and assessment committees. Formulate required or suggested amendments Notification of those invited to prepare a full proposal Deadline 14:00 hours on 15 December 2015 Deadline for submitting full proposals Check eligibility requirements have been met and whether required or suggested amendments to the preproposal have been made. January-February 2016 Assessment by international referees 22 February 2016 Deadline for rebuttal Evaluation by advisory committees 10 March 2016 Notification of those invited to present their full proposal 23 March 1 April 2016 Presentations of selected proposals Middle of April 2016 Decision by the boards of STW and DHF Pagina 13 van 62

14 NWO Code of Conduct on Conflicts of Interest STW and DHF ask active researchers from research institutes and specialists from other knowledgeintensive organisations to participate in assessment procedures. These people are themselves involved in ongoing or new research and often belong to large organisational associations and research networks. Therefore, any conflict of interests, or anything that remotely resembles this, must be avoided in the assessment of research proposals. To ensure a fair assessment and transparency for applicants, STW and DHF use the NWO Code of Conduct on Conflicts of Interest. This code identifies possible forms of conflicts of interest and indicates the steps to be taken to avoid conflicts of interest. Parties subject to the code of conduct are: referees, jury members, committee members, members of decision-making bodies and STW and DHF officers. The full text of the code of conduct on conflicts of interest used by STW and DHF is available at: Agreements The Partnership programme is a collaboration between STW and DHF. For any issues that might arise during the course of the project, the project leader can consult STW (part A) and DHF (part A and B) for advice. After granting, the applicant obtains a Partnership Project Agreement (for part A Appendix 3) or a consortium agreement (for part B Appendix 4) in which the legal and financial conditions are stated. The grant is available only after this agreement has been signed and returned to STW (part A) or DHF (part B) office. Pagina 14 van 62

15 Contact information programme committee secretary Part A: Technology Foundation STW Dr Piet Lommerse Drs. Marjolein van Dalen Program Officer Program Officer Phone: Phone: Mr. Koen van Nol Legal Advisor Phone: Part A and B: Dutch Heart Foundation Dr. ir. Karin Eizema Drs. E. Rennen Research Manager Research Manager Phone: Phone: Pagina 15 van 62

16 Specific requirements part A Selection procedure Committees involved: National committee: (only for the preproposal stage) To specifically assess the criteria: fit within the call theme, complementarity, the joining of national programmes and the leadership and research capabilities of the applicant and co-applicant, advice will be asked from a number of experts, independent national leaders of consortia and/or members of the working group involved in the writing of the report about the theme Earlier recognition of cardiovascular disease. The members of this committee are excluded from submitting a proposal for this call. Assessment committee: to guarantee the objectivity of the assessment as far as possible, a multidisciplinary assessment committee will issue an advice about which research proposals to fund. The assessment committee will have ten members (four people from ISAC-CVON*, one from the CMK**, and five independent experts in the field). The members are highly educated and/or experienced people with an affinity for technology development and/or cardiovascular research. Committee members are drawn from different sectors of society: universities, large research institutes, industry and other societal sectors. By using this approach, every assessment can take into account the societal needs that science and technology can address. *International Scientific Advisory Committee of CVON (ISAC-CVON). ISAC-CVON will advise the DHF CEO in all CVON procedures as to which research proposals should be funded and whether the funding of these should continue after the mid-term evaluation. **Committee Societal Quality (in Dutch: Commissie Maatschappelijke Kwaliteit (CMK): Starting in 2015 this committee consisting of members from different user groups (patients, specialists, general practitioners) will advise DHF about the societal quality of research proposals submitted for funding. For more information about the CMK please visit; https://www.hartstichting.nl/wetenschappers/cmk (in Dutch). Preproposals Preproposals for part A should be submitted electronically via Iris, STW s electronic grant application system. To submit research applications and to obtain a copy of the Iris manual please visit https://iris.stw.nl. Upon receiving a preproposal STW and DHF will jointly determine whether the pre-proposal is eligible for consideration. STW and DHF will confirm receipt of the preproposal. They will then verify the formal requirements to determine whether the preproposal is eligible for consideration and has been submitted in the right part of the call. Within two working days after registration of the preproposal the main applicant will be informed about whether the preproposal is to be considered. If it is not to be considered, the main applicant will be given one week calculated from the date of notification to submit a revised version. The assessment committee will assess the strategic fit within the partnership programme and its topics and the other requirements based on the advice of STW, DHF and the national committee. Based on individual assessments by the committee members, the assessment committee will formulate an advice to the applicants, if necessary in a plenary session. The advice about whether to submit a full proposal can be accompanied by required or suggested amendments to the proposal. Pagina 16 van 62

17 Preselection If at least four times more full proposals are submitted than can be funded, STW and DHF retain the right to perform a preselection. Full proposals STW and DHF will confirm receipt of the full proposal. They will verify the formal requirements to determine whether the full proposal is eligible for consideration. If the relevant requirements are not fulfilled or the information requested is incomplete, the full proposal will not be considered. In that case, STW and DHF will return the full proposal to the main applicant with a request for adjustments or additional information. Within two working days after registration of the proposal, the main applicant will be informed about whether the research proposal is to be considered. If it is not to be considered, the main applicant will be given 15 working days calculated from the date of notification to submit a revised version. If the information required is not provided, or is incomplete by the 15 working days deadline, the full proposal will be recorded as withdrawn. Assessment by referees STW and DHF will submit the full proposal to a number of national and international experts in the relevant specialist area (peer review). These referees are drawn from the scientific world, large research institutes, and industry. Referees remain anonymous. They assess the proposal on the basis of specific questions about scientific quality and utilisation. The questions that will be submitted to referees will be made available within a few months together with the notes for a full proposal. STW and DHF recommend that applicants anticipate these questions in the full proposal. The number of referees consulted by STW and DHF depends on the nature of the full proposal and the size of the budget contained in the full proposal. STW and DHF aim to have the full proposal assessed by three to five referees. Applicants may provide suggestions for referees when they submit their proposal. A list with the names and contact information of at most five independent referees with relevant expertise can be added to the application. The applicant(s) may ask STW and DHF to exclude up to two people or organisations from acting as referees. (Neither organisation uses a non-referee list). STW and DHF will grant this request only if the provision of information from the full proposal to that referee might obstruct the utilisation. STW and DHF will combine the individual referees comments, anonymised and if necessary paraphrased, into a basis for a protocol. Applicants rebuttal STW and DHF will send the basis for a protocol to the main applicant with a request to respond to the referees comments. The main applicant will respond to each question or comment individually. The combined referees comments including the responses from the applicant(s) form the protocol that will be used by the assessment committee to reach their assessment. Pagina 17 van 62

18 Assessment committee and decision-making Each assessment committee member assigns three scores of equal weight to each proposal, one for scientific quality, one for utilisation (prospects), and one for fit in the programme. The representative of the CMK may consult the other members of the CMK when making the assessment. The assessment committee makes its own consideration based on the protocol. Subsequently the proposals with the highest prioritisation are invited for an interview. During the interview, the committee has the opportunity to pose any questions it still has after reading the proposal, the external referees' reports and the rebuttal. The candidate can respond to these in the discussion with the committee. With this approach a hearing and rebuttal once again takes place. The interview is an important part of the selection process and may lead to a re-evaluation of the written proposal and the score awarded to it. Proposals can only be considered for funding if both the scientific quality criterion and the utilisation quality criterion together score no more than 7.0 and the individual criterions score no more than 4.0. The notes on a full proposal will contain an appendix that explains the meaning of the quality scores. The STW board and DHF CEO largely base their joint allocation decisions on the prioritisation of the full proposals. The order established by the committee rankings is the starting point for this. A secondary consideration is the budget available. The STW board and DHF CEO do not assess the scientific content of the research proposals. In practice, unfortunately, the available budget will not be sufficient to fund every proposal of good quality. The STW board and DHF CEO may attach additional conditions to an award. These conditions may relate to matters such as intellectual property, co-funding by (potential) users, major investments and/or special infrastructure facilities. Co-funding For each project, at least 15% of the STW/DHF funding required to conduct the research must be in the form of co-funding (in-kind and/or cash) from the users. For each project a minimal cash contribution from each private party is required that must be paid in two instalments (at start and 2 years after the start). The amount of the minimal required cash co-financing depends on the size of the company: - Start up: 2500 euros - SME (< 250 employees): 5000 euros - Large companies (> 250 employees) : euros Definitions 1. Total project costs: necessary financial resources plus in-kind contributions 2. Financial resources: Financial contributions used to cover part of the project costs together with the STW/DHF funding. 3. In-kind contributions: In-kind contributions means capitalised personnel and/or material contributions from users (see Notes on Users, co-funding and letters of support below for more information). Pagina 18 van 62

19 After award A project agreement has to be signed when a grant is awarded. We explicitly advise you to carefully read the project agreement before submitting your proposal (Appendix 3). Who can apply? Main and co-applicants On approval of the project, the main applicant becomes the project leader and bears ultimate responsibility for the realisation of the research including the utilisation plan. Co-applicants must play an active role (associate supervisor and/or daily supervision of researchers appointed to the project) in the realisation of the project and may be designated as sub-project leaders in the event of several participating research institutes. Who can act as main and co-applicants? Assistant, associate and full professors with a tenured position at: o Dutch universities (or with comparable positions at the university medical centres) o KNAW and NWO institutes o the Netherlands Cancer Institute (NKI) o the Max Planck Institute for Psycholinguistics in Nijmegen o Dubble beamline at the ESFR in Grenoble o NCB Naturalis o Advanced Research Centre for NanoLithography (ARCNL) Researchers with a tenure-track appointment. STW defines a tenure-track appointment as an appointment for experienced scientific researchers with prospects of permanent employment and a professorship in due course. The tenure-track appointment must be confirmed in writing and funded from structural resources. STW will verify that the appointment meets these conditions and that it is guaranteed for the term of the project. Participation HBO, RIVM and TNO Personnel of HBO institutions, RIVM and TNO who participate in the project can be reimbursed according to the rates in Akkoord overlaten werkgeverschap NWO/VSNU. The total reimbursement has a maximum of 50% of the financial section of the budget. Main and co-applicants with a part-time appointment Main applicants and co-applicants employed on a part-time basis should in any case have access to sufficient university facilities and budget to carry out the project properly. Main applicants and co-applicants should carry out STW research while they are working for the research institute. If this is not the case, the other employer should sign a waiver so as to guarantee knowledge ownership by STW and the research institute(s). Pagina 19 van 62

20 Who cannot apply? (Applies to main and co-applicants) Personnel with a zero-hour appointment Personnel with a temporary employment contract (e.g. postdocs) Emeritus professors Personnel of institutes with an applied or technological objective, such as the Large Technological Institutes (GTIs) and the non-university part of the Wageningen University and Research Centre (WUR) Personnel of a research institute funded by a public-private targeted grant Personnel of foreign research institutes Guidelines for applicants Below more information about Project specific costs and Users, Co-funding and Letters of Support Project-specific costs STW funds project-specific costs of: 1. personnel temporarily appointed to the project at the research institute 2. materials (consumables, small instruments and aids, and domestic travel expenses, part of the talent programme), 3. foreign travel (part of the talent programme), 4. equipment (durable scientific equipment in respect of which economic value is depreciated). The institution(s) of the applicant(s) ensure(s) the required infrastructure, the supervision, alignment with and embedding within the research program of the research institute. The expertise required for the research must be available at the requesting institute(s), so that external consultants will not be necessary. STW and DHF may verify this with the dean or the executive board of the institute. The research institute is responsible for co-funding from direct government funding and hence for the necessary infrastructure and the supervision of project workers. If an applicant/co-applicant cooperates with other institutes not eligible for STW funding, such as a foreign university, the non-eligible institutes are responsible for their own costs. Notes on costs of personnel temporarily appointed to the project at the research institute Temporary personnel positions can be requested for: PhD student postdoc (PD) PDEng trainee other SP (scientific personnel, including additional researcher, holders of a masters degree, medical graduates) NSP (non-scientific personnel, including technical assistant) Casimir candidate Pagina 20 van 62

21 Notes on temporary personnel positions Temporary personnel positions can be requested for up to four years in the case of a full-time appointment. State the job group, the length of the appointment, the part-time percentage and the associated amount. For each position, STW uses a predetermined fixed maximum rate per year of appointment (see In determining these rates, STW adopts the rates laid down in the most recent akkoord overlaten werkgeverschap NWO/VSNU, with no supplement for the risk of unemployment. Under this agreement, the personnel rates for the positions are determined annually after agreement on the long-range forecast for personnel rates. The rates which apply at the time of award are maintained for the duration of the STW project. If the personnel rates are changed during the evaluation procedure, STW will apply the new rates at the time of award. This does not affect the level of the compulsory contribution from users. Personnel appointed to additional personnel positions during the course of the project (e.g. in the event of continuation or extension) are subject to the rates which apply at that time. For postdoc, scientific personnel and non-scientific personnel positions, STW does not accept liability under the Dutch Unemployment Insurance Act if the term of appointment is less than 12 months and/or the candidate has more than 1 year s relevant work experience in a previous, similar appointment. The research institute appoints the personnel and bears the customary responsibilities of an employer. Notes on permanent staff The salary or allowance paid to the applicant/co-applicant and the salary or allowance paid to others person with a permanent appointment or other permanent association with the institute where the research is to take place are not eligible for reimbursement. Exceptions to this are the temporary appointment to a project of 1) a technical assistant (NSP) or 2) a scientist with an appointment on a project basis. An NSP with an existing employment contract at the research institute can temporarily be appointed against the standard NSP rates at the expense of an STW project, if this NSP has a specific special expertise that is necessary for realising the research proposed. A scientist with an appointment on a project basis at the research institute can temporarily be appointed against the standard scientific personnel rates at the expense of an STW project. The scientist concerned may not be registered as an applicant or co-applicant at STW/NWO. STW accepts no liability under the Dutch Unemployment Insurance Act in this case. Notes on secondment Temporary researchers are appointed to the research institute where the research is to be realised. Because STW imposes the condition that the majority of knowledge development must take place at the research institute, the secondment of university researchers to a company or other research institute is permitted only for a limited period, i.e. up to 50% of the extent of the appointment. This requires written permission from STW in advance. A secondment agreement shall be concluded. Where the need arises, an applicant can submit a reasoned request to the STW office to grant leniency with regard to the 50% limit. Criteria for this are 1) there must be a need to use the infrastructure of the external party, 2) there must be a sufficient academic environment present at the external party for interaction with and supervision of the researcher and 3) the project leader and/or supervisor of the researcher must also be present at the external location concerned for some of their time. Pagina 21 van 62

22 Notes on PDEng trainee A temporary personnel position can be requested for a PDEng trainee (certified training Professional Doctorate in Engineering). This position should be applied for within a larger research context (1 or more other scientific personnel positions). The PDEng trainee is employed by the institute submitting the application and for a fixed period of time can perform certain tasks within the research project at a company (on a secondment basis). The PDEng position is subject to the following conditions: In the research plan and the utilisation section the embedding of the PDEng position should be described and/or the underlying Technological Designer Programme. Assuming a full-time appointment, a maximum duration of 2 years applies. The personnel rate for a PhD (first 24 months) applies to a PDEng position. The personnel costs are included in the personnel credit. For the PDEng position, material and/or travel credit can be applied for as part of the standard credit. The secondment to the company concerned is for a maximum of 50% of the duration of the appointment. The contribution from the company concerned to the PDEng position is k 50 (assuming 1 fte for 24 months). This contribution should be entered in the project budget as cash co-financing to be settled with STW. If the project is funded then a secondment agreement must be signed with the company concerned. Notes on Casimir candidate One SP position can be filled by an academically trained R&D worker from a Dutch company or a company with a Dutch branch where R&D activities are carried out (100% private sector). The following conditions apply: Based on a full-time secondment, a 2-year time limit applies. The limit for PhD students is 3 years. Part-time secondment (at least 50%) is possible. The proposed candidate should have been working for the above-mentioned private sector employer for at least 1 year (tenured or temporary appointment). The application should contain a brief description of the proposed candidate s work experience and expertise. On the basis of the necessary work experience of the relevant candidate, PhD work should be able to be completed within 3 man-years. In addition to the Casimir position, at least 1 other SP position must be requested with at least the same extent of appointment. The Casimir candidate should have access to the university infrastructure and the Casimir position should be an integral and necessary part of the proposed university research and serves the realisation of the project aims and utilisation. This should be described in the research plan. In relation to personnel costs for the Casimir position, the university can declare to STW the secondment costs actually paid to the company, up to the personnel rate for a postdoc position which applies for the relevant extent of appointment. These costs should be charged to the material credit for the project. STW accepts no liability under the Dutch Unemployment Insurance Act for the Casimir candidate. Material and/or travel credit can be requested for the Casimir candidate as part of the regular credit to be requested. If the project is funded then a secondment agreement must be signed with the company concerned. Pagina 22 van 62

23 Notes on costs of materials and domestic travel STW funds consumables, small instruments and aids, and domestic travel expenses. The amounts stated in the budget are exclusive of Dutch VAT. Notes on Material credit Costs which CAN be charged to material credit Materials which no longer have an economic value after use. This concerns consumables, small instruments and aids. Specified compound items. Fixed instalments or rates in particular (e.g. bench fees and fees for standard analyses) must be substantiated. Within the rates accepted by STW, only the consumables costs can be charged to STW. Personnel costs for Casimir position (see point 8.1 for notes). Costs of domestic travel. Costs of project-specific courses for STW researchers which are necessary for the conduct of the research. Posters for disseminating knowledge at conferences and symposia. Pre-clinical trials. A condition in this respect is that the project workers themselves are responsible for the majority of the work (e.g. sampling, analyses). Costs for the use of cleanrooms insofar as these fall under the cleanroom regulation (see ). Costs which CANNOT be charged to material credit Miscellaneous or unforeseen items, unspecified bench fees. Patent costs. Where appropriate, STW will consider the extent to which it will bear such costs. Costs of publications or costs of purchasing books and/or journals. Costs of publications or books. Costs of printing a thesis. A separate reimbursement scheme exists for this (see Costs of general courses which form part of researchers generic education and the generic education of a PhD student (e.g. English, presentation skills, literature searching, laboratory animal science, use of isotopes). Costs of desktop computer, laptops, notebooks or similar for administrative purposes (text and data processing) and costs for computer use. Generic software. STW assumes that generic software is available via campus licences. Costs associated with the use of computing facilities at SURFsara. If necessary, these costs can be requested from the Netherlands escience Center (NLeSC) in Amsterdam. Costs of using existing infrastructure (depreciation charges), salary costs of permanent personnel, accommodation costs, overheads and administrative and technical support, where these are part of the research institute s customary package of facilities. Costs (excluding material costs and cleanroom regulation) of university facilities (e.g. glasshouse space, laboratory animal facilities, specialist research facilities). Clinical trials. Notes on costs of foreign travel The foreign travel credit is intended to cover costs associated with participation in conferences and symposia in other countries. Extended visits may also be applied for. Pagina 23 van 62

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