Your work with research contracts is an important part of LUCRIS

It is you who work as an economist who has insight into the various research contracts at your faculty. Lund University has decided that all research contracts must be entered in W3D3 by a central contract function at Research Service, which also registers the information in LUCRIS. By submitting the information about the contracts in LUCRIS, the researchers can show how their research projects are funded by linking information to their research projects in LUCRIS.

How to handle research contracts

Your responsibility is to submit the contract via the web form at:

• Registrate research contracts

What to submit

Keep in mind that this handling only applies to research contact, i.e. 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. Write to kontrakt [at] fsi [dot] lu [dot] se (kontrakt[at]fsi[dot]lu[dot]se) if you are unsure or consult the document management plan. It also does not apply to the applications themselves or requisitions (although both must be kept in a W3D3). These are entered locally.

Clarification: 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.

Automatic notification when complete

As soon as the case is entered in the register, W3D3 sends an automatic e-mail to the person designated as the local administrator, in which the register number appears. The specified researcher receives a corresponding message from LUCRIS, that the funding has been registered there.

Keep this in mind when filling out the form

1. Enter correct project title. This is usually found on the application, if it is not included in the decision. Otherwise, ask the researcher. (This is important partly because it increases searchability in the register and partly because titles become visible externally in the Research Portal when the researchers publish related projects).
2. Specified administrator must have authorization in W3D3.
3. The domicile requested is the entity, usually institution, that corresponds to the options in the "Institution/equivalent" field in W3D3. Domicile is never a cost center or the name of a subdivision.
4. Responsible researcher is the person who applied for and received the grant. Not necessarily the project manager.
5. Check that the contract is complete and signed by all parties, as well as signed in accordance with the delegation order.
6. Date of arrival must be when the document was received by LU (alternatively made available in an external system - eg Prisma). If it cannot be determined in retrospect, state what is likely and write in the message field that it is an estimated date.
7. Deed status is the format in which the original document is kept as 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 listed as a paper original, when archiving this can mean that someone will be looking for a document that never existed. Conversely, a paper original designated as digital may accidentally be discarded.
8. Don't send "lump files", with all documentation in one file. (It is OK, of course, that the decision and conditions are together, but the application, decision and requisition must be kept in the diary as separate documents.