JAGIELLONIAN UNIVERSITY VICE-RECTOR’S ANNOUNCEMENT of June 6, 2018

I. General rules for all projects funded by the NCN.

1. All changes made during the project implementation (hereinafter: changes) must be substantively justified, i.e. they must have a direct connection with the subject of the implemented project, and necessary to achieve the assumed objectives of the project.
2. The changes may not endanger the proper and full implementation of the tasks planned in the project, or be contrary to the principle of thriftiness.
3. If the change planned to be introduced by the Principal Investigator causes other changes in project implementation, for which the Unit Manager or NCN consent is required, then all changes should be introduced jointly in the widest form, i.e. a written request for permission to make changes (to the Head of the Unit) or an annex to the financing agreement (to the NCN Director). (Example for projects from the 17th calls: substantive change - the Project Manager decides on his own, substantive change resulting in the purchase of additional equipment above 15% of the originally planned equipment costs - the Project Manager puts forward a motion to the Unit Manager to introduce both changes).
4. The Principal Investigator and the Unit are obliged to inform the National Science Center about all changes introduced in the annual report covering the year of making a given change and in the final report. The Principal Investigator is responsible for introducing information about changes to the report form.
5. The Principal Investigator is obliged to keep the CAWP project supervisor informed about any changes he has made. In the interests of correct implementation of the project, I recommend consulting the project supervisor at CAWP before making a decision about changes.
6. Motions for changes with the consent of the Head of the Unit or the NCN Director require obtaining the approval of the Head of the Unit responsible for the implementation of the project (Dean of the Faculty or Head of the Unit).
7. In the scope not regulated in this document, the introduced changes must be in accordance with the provisions of the contract for the implementation and financing of the research project .

II. Rules for projects qualified for financing up to the 16th calls edition inclusive, i.e. calls for PRELUDIUM 8, OPUS 8, SONATA 8, SONATA BIS 4, MAESTRO 6, HARMONIA 6, SYMFONIA 3 and BEETHOVEN 1.

1. Projects qualified for financing to the above-mentioned NCN calls should be carried out in accordance with the provisions of the contracts.
2. The exception are:

a. extension of the project implementation up to 12 months from the original date of its conclusion (expressed in full months) will be made the Head of the Unit consent. The motion for extension (a template in Polish) should be submitted to the Head of the Unit via CAWP within the period enabling delivery to the NCN of the above-mentioned consent with a minimum of one month before the date of the project conclusion. The motion requires detailed justification and approval of the JU Head of the Unit;

b. changes within other direct costs which may be made by the Project Manager/Principal Investigator by his own. The condition for introducing changes is the simultaneous e-mail or written notification sent to the project supervisor at CAWP. Changes must comply with the catalogue of eligible and non-eligible costs applicable in a given call.

III. Rules for projects qualified for funding from the 17th calls edition, i.e. from the following calls: OPUS 9, PRELUDIUM 9, SONATINA 1, SONATA 9, SONATA BIS 5, HARMONIA 7, MAESTRO 7, SYMFONIA 4, BEETHOVEN 2 and projects implemented under multilateral international programs, including, among others: NORFACE, JPND, CHIST-ERA, JPI HDHL, BIODIVERS, ENSUF, JPI AMR, M -ERA.NET, QUANT-ERA, ERA-CAPS, SUGI.

1. The Principal Investigator may make by his own the following changes in the project implementation, with the simultaneous e-mail or written notification to the project's supervisor in CAWP:

a) changes in the equipment and software planned to be purchased or manufactured, consisting of:

• renouncement of the purchase of the planned scientific-research equipment, devices or software up to 15% of the originally planned costs of the equipment in all;

• purchase of an additional, unscheduled, scientific-research equipment, devices or software up to 15% of the originally planned costs of the apparatus together;

• changing the model / parameters of the equipment;

• changes in the unit price (purchase of planned scientific-research equipment, devices or software for an amount different than originally planned);

b) substantive changes, taking into account the general principles indicated in the point I, section 1 and 2;

c) changes within other direct costs, observing the catalogue of eligible and non-eligible costs applicable in a given competition.

2. The Principal Investigator may make the following changes to the terms of the project, after prior approval of the Head of the Unit (request for change, including extension of the project implementation period should be submitted to the Head of the Unit via the CAWP. The motion requires detailed justification and approval of the Head of the Unit):

a) changes in the equipment and software planned to be purchased or manufactured, consisting of:

• renouncement of the purchase of the planned scientific-research equipment, devices or software above 15% of the originally planned costs of the all equipment;

• purchase of an additional, unscheduled, scientific-research equipment, devices or software above 15% of the originally planned costs of the equipment in all;

b) extension of the project implementation period to 12 months from the original date of its conclusion (expressed in full months). The motion for extension (a template in Polish) should be submitted to the Head of the Unit via CAWP within the period enabling delivery to the NCN of the above-mentioned consent with a minimum of one month before the date of the project conclusion.

c) transfers of the funds between the items of cost estimate planned in the application in the total amount up to 15% (but not more than PLN 100,000) of the direct costs from the Total column;

d) changes in the funds available for the full-time salaries (from the funds for salaries unused), consisting of:

• increase in remuneration for researches employed as post-docs, planned in the application, up to PLN 120,000 annually;

• increase in remuneration for persons employed on specialist support posts planned in the application, up to PLN 85,000 annually;

• creation of additional / additional post-doc posts;

e) changes in the additional remuneration pool.

3. The following changes require the NCN consent:

a) change of the unit, Project Manager, scientific tutor in the PRELUDIUM call, a leading foreign partner in the HARMONIA call and the head of the research team in the SYMFONIA call;

b) shortening the project implementation period (expressed in full months);

c) extension of the project implementation period by more than 12 months in relation to the initial date of its conclusion (expressed in full months);

d) transfer of funds between calendar years resulting in a change in the amount of instalments transferred to the entity by the NCN;

e) transfer of funds between the cost estimate items planned in the application in the total amount of more than 15% (or more than PLN 100,000) direct costs from the Total column. In the case of a consortium, the transfer can be made separately for each of the partners.

NOTE

According to the position of the NCN Director expressed in a letter dated February 6, 2018, the correctness of the changes made will be assessed by the NCN during the final settlement of the project or during a possible control. Possible financial consequences (ineligible costs) are borne by the JU Unit responsible for the implementation of the project. If the Principal Investigator does not agree to the evaluation of the introduced changes only at the stage of the final report on project implementation or control, then he should carry out the project in accordance with all provisions of the contract.

For projects qualified for funding from the 26th calls edition, i.e. calls announced on June 14, 2017, i.e. MAESTRO 9, HARMONIA 9, SONATA BIS 7, SONATA 13, the eligible cost is the expense that has been incurred since the NCN Director's decision on granting funds (decision validity date is counted from the date of effective delivery of the decision to the recipient, i.e. Jagiellonian University) until the project completion date and meets the other conditions specified in the "Regulations for awarding funds for the implementation of tasks financed by the National Science Center in the field of research projects, internships after obtaining the doctoral degree and PhD scholarships. " If the contract is not signed for reasons attributable to the Jagiellonian University Unit or Principal Investigator, it is not possible to apply to the NCN for reimbursement of the costs incurred. Expenses created up to that time will be the costs of the JU Unit responsible for the project implementation.

This announcement does not apply to the projects eligible for funding within the MINIATURA, ETIUDA, FUGA, UWERTTURA and POLONEZ calls (the project implementation principles are defined only in the contract or in the general terms of the contract (GCC in the case of the MINIATURA call).

The above rules apply from June 11, 2018.