EUA Conference Barcelona, 18-19 June 2004 Case Study from the University of Genoa, Italy...

EUA ConferenceBarcelona, 18-19 June 2004

Case Study from the University of Genoa, Italy

Establishing a central research management office as a step towards an institutional strategy

Establishing a central research management office

In the year 2000 the CRE Committee visited the University of Genoa and made the following recommendations:• Creation of a central level office, an easily

entrance point for researchers, firms, authorities and citizens as a science shop;

• The establishment of a patent office;• Put more effort into internationalisation as well as

implementing a university-wide research policy.

University of Genoa, Barcelona, 18-19 June 2004

Types of structures involved in the promotion and management of research

Most European Universities have established a structure using four types of organisational methods:• Service centres within the University;• Service companies (Srl or Spa) owned by the

University;• Foundations established by the University;• Associations (also in participation with the regional

government).


Realisation of the Project

The project has been realised through the establishment of a special office directly dependant to the administrative management, namely the “Ufficio speciale di coordinamento e supporto amministrativo all’attività di ricerca”.


Activities of the Office

The actual activities carried out by the office can be summarised as follows: • Information on calls for proposals and financing

opportunities; • Orientation activities and direct assistance in the

preparation of proposals, in project reporting and management;

• Partner search; • Relations with companies and promotion of

collaboration;


Activities of the Office

• Assistance in patents procedures and business agreements for commercial exploitation;

• Telephone and e-mail help-desk;• Relations with private and public organisations and

institutions;• Elaboration of project proposals directly managed by

the office; • Organisation of information days and seminars on

research and innovation programmes as well as project reporting and management activities.


Details of activities - Calls for proposals and financing opportunities

Office activities cover a wide range of actions, among which:• Daily monitoring of the calls for proposals;• Definition of a communication strategy; • Elaboration of concise information;• Targeted diffusion of information to the

researchers by email; • Publication of information on the research section

of the University web site.


Details of activities - Orientation and direct assistance

This activity answers to the specific requests from researchers and the administrative personnel. Office staff provide:• email and phone answers;• organisation of meetings dedicated to the

investigation of problems and projects ideas and suggestion for possible solutions;

• assessment of possible funding opportunities and selection of the most suitable ones.


Details of activities - Orientation and direct assistance

• Training and updating of administrative personnel of the departments for a correct project management and reporting activity;

• Solution of particularly complex problems.


Details of activities - Partner Search

• The Office provides a Partner Search service for research projects.

• On request an ad hoc research is carried out aimed at individuating the most suitable partners to the requested profile.

• This service is provided making use of a private web site run by the University of Coventry and through the partner search system offered by CORDIS.


Details of activities - Relations with companies and promotion of collaboration

• The office has an entrance and assistance point for the companies that want to collaborate with the University.

• This service facilitates the initial contact between the firm interested in cooperating with researchers and gives assistance to the company in the preparation of project proposals when the University is involved.


Details of Activities - Relations with companies and promotion of collaboration

This activity concerns also relations with

Industrial associations, Trading associations,

the Chamber of Commerce etc.


Details of Activities - Patent Assistance

The Office provides a dedicated assistance with reference to:

• verifying the effective innovative character of the invention with the help of the Patent Office in Genoa;


Details of Activities - Patent Assistance

• Contacts, advice and verifications with the patent consultant society; direct submission of national patents to the appropriate national authority;

• Contacts with agencies to define and stipulate eventual license agreements and patent extension to a European level;

• Strategy: the University invests in the first phase at the national level; the extension at the European level is done only with the involvement of companies.


Details of Activities - Telephone and e-mail help desk

• Phone and e-mail assistance is carried out daily on the most various themes: research programmes, patents, conventions with businesses, contract management, project reporting etc.

• Requests come from the researchers, administrative personnel and businesses.


Details of Activities - Relations with institutions and organisations

• Relations are constant and concern numerous subjects,among which are: the Province of Genoa, the Town Council,Industrial Associations, European Union, Apre-Italian agency for the promotion of European research, Region of Liguria, other Universities etc.


Details of Activities Elaboration of project proposals and management

• The Office is currently managing two projects financed by the Ministry of Research, others are under preparation.


Details of Activities - Organisation of, info-days, training activities

and seminars • Events address both researchers and the

administrative staff.• Participants are asked to suggest their themes of

interest.On average 5-6 seminars are organised per year on:• research programmes and funding opportunities;• project management and reporting;• Patents and IPR.


Results

• The University of Genoa has numerous European and National contracts under way. Funds come from:

• the EU Framework Programmes; • other EU and International research programmes;• national research programmes;• contracts with companies.


Results – Total Funding for research from 1999 to 2002


Total Funding for research from1999 to 2002 – Comments

• The total income for research registered a large increase in 2002, due to in particular to the already mentioned European contracts and to the contribution of the new national programme FIRB (Fund for the Investments in Fundamental Research), that has contributed to the total with more than 8 million Euro.

• The University of Genoa has definitely distinguished itself in the competition at a national level.


Results – Subdivision of funding according to the type of sources - Year 2002


Results – Subdivision of funding according to the type of sources - Year 2002 –

Comments

Of the total research income, the contracts with businesses represent 17% of the total, a

quota Nearly equal to that of the contracts with the EU.

Contracts with multinational and foreign businesses have increased, testimony of the stronger internationalisation of the University of Genoa.


Results – Funding from European and International contracts


Funding from European and International contracts: comments

The sum of European contracts in 2002 was over 6.6 million Euro, while the total value of international contracts was nearly 7.7 million Euro. European projects in particular have registered a notable increase in comparison to the preceding year, certifying a more than double amount in comparison to 2001.


Results – Number of EU projects by thematic programme -

5th Framework Programme


Results – Number of EU projects by thematic programme -

5th Framework Programme - Comments

Under the profile of the competitive position in a national panorama, the University with its 97 European projects under he V Framework Programme, is among the first six Italian Universities, covering the thematic

programmes.


Results – Participation of the University of Genoa

to the 5th FP as Coordinator


Participation of the University of Genoa to the 5th FP as Coordinator – Comments

The participation of the University of Genoa in European projects as coordinator concerns a high number of projects, ranging from the biomedical sciences, including the biotechnologies, to the Information technologies, to the Industrial and Material technologies.


Results – Participation of the University of Genoa to the Sixth Framework Programme

The University of Genoa is participating in at least 21 projects within the 6TH Framework Programme for R&ST 2002-2006, of which:– 10 for thematic priority 1.2 IST; – 5 for thematic priority 1.6 Sustainable development,

global change and ecosystems; – 4 for thematic priority 1.1 Life sciences, genomics and

biotechnology for health; – 1 Marie Curie Research Training Network; – 1 Marie Curie Reintegration Grant.


Problems and difficulties in establishing the office

• Difficulties in integrating and recruiting – even only temporarily - new staff;

• Lack of funding, lack of investments, obsolescence of equipment.


Problems and difficulties in establishing the office

• Internal procedures typical of public administrations;

• Strong “legal” approach, weaker managerial approach, weak result-oriented approach;

• Poor means in order to reward good performances• Problems with team work;• Strong “traditional” organization-structure and

mentality.


Ways to overcome mentioned problems

• Strong commitment and determination;• Patience;• Search of means for staff motivation• More flexible interpretation of rules and regulations;• Attention: it very important that the strong

commitment comes from the higher levels (Rector, Vice Rector, Administrative Director etc. );

• The new structure risks to be vulnerable (due to election of a new Rector, for example);


Ways to overcome mentioned problems

• Enhance the strength points of every member of the staff;

• Give a good example of commitment;

• Be always present and work hard;

• It is important not to expect “all and now” and at the same time to have a vision for the future.


Contacts

Ufficio Speciale di coordinamento e supporto amministrativo all’attività di ricerca

• Head Office: Jenny Racah • Tel. 010.2099201 e-mail: [email protected]• Staff members: • National Projects: Riccardo D’Eredità, Antonella Prato,

Giovanni Valle, Elisabetta Ferrando, Angela Runci, Elena Mazzone -

• European and International research programmes, projects and mobility: Eva Baraldi, Barbara Pirilli


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