externally funded contracts in LUCRIS
The module 'Awards' contains information on who has received external funding from which funding body and for what purpose.
The aim of this module is to enable funding agreements to be linked to relevant projects to show how these projects are funded.
The contracts awarded are registered in LUCRIS and transcribed in central records at the University. Only a limited amount of information on an award is visible in the research portal in relation to a connected project. Awards can be linked to one or several projects, which is a way of showing which research is conducted in relation to a particular funding body.
Researchers can link (their own) awards to projects in which they are participating, projects are entered separately from the award in the module 'Projects'. You can view all your own awards in the LUCRIS interface on your personal profile page. On the home page of a project in the research portal, only the funder’s name and the start and end date will be displayed. It is possible to link several awards to the same project.
On this page
Lund University have decided that, all research contracts (awards) from 2016-01-21 must be entered in the central document registration system W3d3. Contracts are also registered in LUCRIS.
How the awards are entered
The information about the contracts in LUCRIS is registered centrally by Research Services who are also responsible for managing the registration of incoming awards in the document registration system W3d3. The person normally responsible for the registration of the awards locally is also to ensure that newly received contracts are made available to the central function.
Awards are not visible and not searchable in their entirety in the research portal. In LUCRIS, the general information such as the title, participants, funding body, sum and period covered are searchable for those who can log in with their LUCAT ID. Entered awards are thus visible but “Restricted to LUCRIS users” until they have been linked to a project, in which case their visibility changes (with a certain delay) to 'Public'. Even with a 'Public' status, only a very limited amount of information about the funding body’s name and start and end date is visible in the public Research Portal in relation to the project to which the award has been linked.
If the award information is incorrect
The information regarding the awards in LUCRIS can only be edited by the person responsible for the contracts at Research Services. If you notice any inaccuracies, please contact the LUCRIS support on servicedesk [at] lu [dot] se.
Researchers have no responsibilities to register awards, since this is handled centrally. As a researcher you are responsible for creating a project in LUCRIS based on the award data. This includes adding additional informaiton and making the project visable in the Research Portal.
Create a project based on an award
A researcher can create a projected based on an award once the award has been registed in LUCRIS. Go to the module 'Awards', find the award and click on the button 'Create project from award'.
If you are locally responsible for document registration of awards the first step is to fill out the information on our webform:
What should you send us?
Remember that the webform is only for awards, which means decisions and agreements regarding external research funds, both for grant and commissioned research.
This does not include general agreements that have no connection to research and its funding or that concern pure infrastructure, even if the infrastructure will be used for research. It also does not apply to the applications themselves or requisitions (although both must be documented). These documents are maintained locally.
You are welcome to include the application or requisition form, especially if they form part of the notice or contain relevant information, but we need the decision part to post the case.
Write to kontrakt [at] fsi [dot] lu [dot] se and ask if you are unsure or consult the document management plan.
When the errand has been completed, W3d3 sends an automatic email to you (the locally responsible case manager). The researcher mentioned in the errand will receive a similar message from LUCRIS once the award has been registered there.
Mind the following when you fill out the web form
- Enter correct project title. (This is important partly because it increases searchability in the journal and partly because titles become visible externally in the research portal when the researchers publish related projects). The title is usually found on the application, unless it is included in the decision. Otherwise, ask the researcher.
- Specified administrator must have authorization in W3D3.
- The field 'Department' corresponds to the options in the 'department/equivalent' field in W3D3. Department is thus never a cost center or the name of a subdivision.
- 'Principal Investigator' is the person who applied for and received the grant. Not necessarily the project manager.
- Check that the contract is complete and signed by all parties, as well as signed in accordance with the delegation order.
- 'Arrival date' must be when the document was received by LU (alternatively made available in an external system - for instance Prisma). If it cannot be determined in retrospect, state what is likely and write in the message field that it is an estimated date.
- 'Document status' is the format in which the original document is kept at LU. It is important that this is correct, as the case manager is responsible for the documents being preserved and archived correctly. If a digital document is specified as a paper original, it can, when archiving, mean a long search for a document that never existed, and a paper original designated as digital may accidentally be thrown away.
- Do not send all documentation in one file. (It is of course OK for the decision and terms to be together, but the application, decision and requisition must be archived in separate documents.
A project based on the information in an award can be created in LUCRIS by you as a researcher. Go to the module "Awards", find the relevant award. open it, under "Related project" Click "Create project based on this award". Remember that, as a researcher, you must then complete the information and make the project visible in the portal.
Information about the Awards in LUCRIS is only editable by the function at Research Service handling awards. To change any information please contact the LUCRIS Support: servicedesk [at] lu [dot] se
jorgen [dot] persson [at] fs [dot] lu [dot] se