Plan & Prepare

Negotiation and grant preparation

After you receive confirmation that your research proposal has been successful, a negotiation or grant preparation step often occurs. Usually, you can influence the start date of the project. Sometimes, you may be able to negotiate changes to the terms of the grant, but this is not usually the case with large public funding agencies such as the SNSF and the EU.

The funder may also require additional information about the budget or request changes to the project plan. If your budget has been reduced, some reorganization or removal of tasks may be needed.

Grant agreement or contract

Once any open issues have been resolved, you will receive a contract or grant agreement. If you are a partner on a project and not the main PI, you may receive a contract from another institution instead of directly from the funder. In most cases, if you are the PI, the agreement is between the funder and the UniBE. Although many funders send an agreement that needs an official UniBE signature, others do not. Please note that in both cases, you need to inform the UniBE central administration of the contract or agreement.

Many grant agreements are extensive and include the funder’s rules on expenses and reporting. The SNSF issues funding decision letters instead of grant agreements, so you will need to familiarize yourself with the applicable rules. See the SNSF’s page on lifetime management of grants.

Kredite (UniBE accounts)

Every project receiving external funds requires a UniBE third-party account (Drittkredit) for the project and for the overhead or indirect costs if applicable. The accounts are opened in eForms, with the roles and responsibilities defined by the internal control system of your institute. You can only open the accounts once you have received the signed grant agreement.

The schedule for receiving funds differs between funders. Some funders will wait for your payment request, and others will transfer the funds according to a fixed timeline. For larger grants, only a part of the budget is likely be paid in advance. The last payment is often made after the approval of your final report.

Services and advice

For all funders except the SNSF, your grant agreements must be reviewed and processed by one of the offices below. Your first point of contact depends on your funder.

Considerations and regulations

Please read the information on external funding on the UniBE Compliance and Good Research Practice page. There, you will also find information on the contract procedures, including who is authorized to sign and whether the contract requires University Board of Director approval.

If UniBE rules and procedures differ from those of the funder, the stricter requirements apply.

You as PI have ultimate responsibility for the correct handling of the funds entrusted to you and for compliance with all the relevant regulations. If errors or mismanagement are discovered, you may be required to return funds.

If your project involves partners or collaborators, you will most likely need to conclude a research agreement with them to regulate the rights and obligations of both parties and the financial and administrative framework conditions. Other types of contracts include material and data transfer agreements and confidentiality agreements. For collaborative projects funded by the EU, a consortium agreement is needed, which is to be negotiated amongst the partners. 

Services and advice

The offices below can advise you about contracts with partners. Please contact them as early as possible.

Considerations and regulations

Please read the information on contracts on the UniBE Compliance and Good Research Practice page, especially the Directive on contract procedures so that you are aware of your obligations. You can view a standard model for a contract between the UniBE and an external partner here (in German). Note that you will be required to give input, but you will never draft a contract yourself.

If your project is externally funded, please also check the funder’s conditions concerning contracts with partners and your responsibilities. Some funders hold you responsible for the scientific and financial management of your partners.

The research team comprises all the individuals who contribute to a research project. Typically, recruiting the team members, and all other aspects of the project will be your responsibility as principal investigator (PI) or Co-PI.

Team members can include a variety of personnel such as:

• Postdoctoral researchers
• PhD researchers
• Other scientific or technical staff
• Other scientists and collaborators both internal and external to UniBE

Services and advice

The Human Resources Department (Uni intern, in German) provides a comprehensive range of services for the recruitment of new staff, including on:

• UniBE as employer
• Terms of employment
• Requirements for advertising positions
• Practicalities of recruitment of staff, including work permits if needed
• Management of personnel
• Staff development
• Termination of contract
• Digital infrastructure

The Welcome Center offers a variety of services for new PhD and postdoctoral researchers, professors, and guest scientists who are not from Bern or Switzerland.

Considerations and regulations

Recruitment of a person with the right expertise can take some time, especially if they are not a Swiss national or resident. Begin this process as soon as possible after the funds have been committed.

Commitment to the project by each potential member should be secured as early as is possible and feasible. Likewise, the resources and opportunities that are to be made available to the individual should be committed as soon as feasible.

See the collection of legal documents on staff and recruitment here (Geman only).