Handbook
NORHED II - Handbook
NORHEDII is based on a contract between NTNU and Norad.
NTNU reports to Norad annually.
NTNU-Norad contract consists of the main agreement, a programme budget and a result framework in addition to the contracts between NTNU and partner institution in the South ('South-partner').
NTNU has been allocated funds for 13 projects under NORHED II, and these projects report annually to NTNU directly.
Documents on the project level
2021 - Initiation of the projects:
- Project contracts with partner institutions in the South.
- Project budget
- Result framework
Annually:
- Annual budget
- Annual implementation plan
- Annual report
- Annual financial report
- Annual audit
- Annual updated result framework.
Annual Plan - 2025
Main tasks and deadlines |
Responsibility |
Resources |
|
Work on the yearly implementation-plan and adjusted budget |
Projects |
Templates provided by North-partner |
|
Identify, select and qualify audit company. Auditor has to be approved by North partner/NORHED -team |
South-partner |
Templates provided by North-partner |
Main tasks and deadlines |
Responsibility |
Resources |
|
15. February: Deadline for updated implementation-plan and budget per project |
Project leader |
Templates provided by Noth-partner |
|
28. February Deadline for NTNU`s overall adjusted implementation-plan and budget to NORAD |
NORHED-team |
|
Main tasks and deadlines |
Responsibility |
Resources |
|
Projects own internal deadlines for reporting |
Projects |
|
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31. March Deadline for annual report, updated result framework financial report and audit report |
Project leader |
Templates provided by North-partner |
Main tasks and deadlines |
Responsibility |
Resources |
|
10 April disbursement request from projects to NTNU. |
Project leader and project economist |
Template provided by North-partner |
|
Meeting with projects to go through and adjust reports |
NORHED-team |
|
|
Disbursement request from NTNU to Norad |
NORHED-team |
|
No particular tasks or deadlines in May.
Main tasks and deadlines |
Responsibility |
Resources |
|
1st of June: Deadline for NTNU`s NORHED report. |
NORHED-team |
|
Main tasks and deadlines |
Responsibility |
Resources |
|
Adjustments on the annual report according to NORAD`s feedback |
NORHED-team |
|
No particular tasks or deadlines in August.
Main tasks and deadlines |
Responsibility |
Resources |
|
Disbursement request from projects to NORHED-team |
North-partner |
Templates provided by North-partner |
|
Financial request from NTNU to NORAD |
NORHED-team |
Templates provided by North-partner |
|
Annual meeting NTNU-NORAD |
NORHED-team |
|
Main tasks and deadlines |
Responsibility |
Resources |
|
Disbursements request from NTNU to Norad |
NORHED-team |
Main tasks and deadlines |
Responsibility |
Resources |
|
Workshop on this year's reports |
NORHED-team |
Main tasks and deadlines |
Responsibility |
Resources |
|
Preparing the templates for Annual reports. |
NORHED-team |
Process description
|
Format |
Description |
Responsibility |
|
Steering committee |
All projects are to establish a steering committee. The committee should have representatives from the South-partners and North-partners. The committee should meet at least twice a year. The meeting should at least cover an update regarding results, activity plan for the upcoming semester keeping the long-term goals in focus and the project`s financial status. The meeting should be documented in minutes. NTNU Norhed-team is invited into the meeting. |
Project leader. |
|
Annual meeting |
The projects should hold an Annual meeting. If the Annual meeting covers the steering committee the meeting should also cover an update in results and financial status. NTNU Norhed-team is invited. |
Project leader |
|
Day to day running of the project |
The projects decide for themselves how they run their day-to-day activities. The projects and NTNU-Norhed team discuss how the cooperation between project and team is to take place. NTNU-team has regular communication with North-partner and South partner/institutional contact whenever necessary. |
Project leader and NORHED-team. |
Reporting
Format |
Description |
Responsibility |
|
Produce the annual implementation plan and budget.
|
The implementation plan and the budget describe the activities in the coming year. The implementation plan for 2023 relates to the project proposal if this was not adjusted for 2022 OR last year's approved implementations plan if there were changes made. All changes that are made to these documents need to be addressed.
The updated budget needs to correspond with the financial report from the preceding year. The yearly budget needs to adjust to currency fluctuations up to date (pr 31.12.xx)
South-partners fill in separate columns in the template. The deviations that are more than 10% from the preceding year need to be explained/commented. North-partner needs to remember to control the template and close the sections that South-partner does not need to adjust.
If the project observes that the actions described in the yearly plans do affect the results of the project this needs to be addressed so that NTNU and Norad can consider adjusting the overall result framework.
|
Template: implementation plan and budget |
|
Handle currency fluctuations |
Fluctuations will happen in the project period and all plans and budgets need to adjust for the on-going fluctuations. The fluctuations can lead to a gain or a loss for the project. The projects had to use the template Currency exchange rate to calculate the exchange rate for the actual costs.
|
Template: currency exchange rate
|
|
Qualify auditor |
South-partners need to have a qualified auditor. The South-partner sets up an agreement with an auditor according to the rules and regulations of the South-partner. The audit shall be done according to ISA –805 standard and follow the requirements from NTNU’s auditor PwC.
Where NTNU has several partners at the same university they shall use the same auditor. A document showing which South-partner is responsible for setting up the auditor is available at NTNU. NTNU`s project economist is responsible for ensuring that the South-partner knows its responsibility.
A document for quality control of the auditor is provided by NTNU economist. After filling it in it is to be uploaded on to the NTNU project teams.
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Template: NORHED II – South partners auditor's requirement
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Annual financial report and audit |
Each year, the projects must present a financial report for the previous year. This report should be signed and audited by a qualified auditor. The signed financial report must always be attached to the audit report. NORHED reports according to the Norwegian fiscal year that runs for January 1st to December 31st. The report must be approved by the Project leader. NTNU project is responsible for the template to be distributed to the South-partners. The NTNU economist must create a total financial report for the project.
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Templates: NORHED II partner financial report Template audit-report ISA-805
|
|
Result framework |
All projects are responsible for updating their Result framework annually. Projects deliver the updated Result framework along with the annual report. Projects must add two new rows to the Result framework file: These new rows should describe the results this year and results so far. All results with narrative reporting are to be commented- and described in the annual report. |
Project result framework is managed by North- partner |
Practicalities around student and PhD mobility
Format |
Description |
Responsibility |
|
PhD practicalities in Norway |
Tax on PhD-stipends: PhD stipend can be taxed in Norway. The host department must apply for tax relief for each PhD student. There is no guarantee that such relief will be granted as it is based on an individual assessment. The students must consult the HR at their host department and apply for tax-card when they settle in Norway to ensure right-level of taxation.
Housing. NTNU does not offer housing for PhDs. The Norh-partner communicates with the incoming PhD regarding the housing options.
|
NORHED-team
HR at NTNU
Student |
|
Exchange students towards NTNU at PhD level |
Exchange Students at PhD level who will only work on their thesis/carry out research do not need to apply for registration to the Office of International Relations. It is the responsibility of the NORHED Project Manager/host Department along with HR to arrange all the details regarding his/her stay at NTNU along with an invitation letter stating the Terms and Conditions of stay at NTNU. NORHED-Team can provide more information regarding the practical details, invitation letters etc.
However, if the PhD student is going to be enrolled for courses at NTNU, the NORHED Project leader needs to inform the Office of International Relations, inbound mobility team. The PhD student will then get further instructions about how to apply formally. NORHED Coordinators can also refer to the following link:
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Project manager - NTNU |
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Exchange students towards NTNU at Master level
MoU - NTNU and Partner university in South
Insurance
Travel Insurance
Health insurance during the stay at NTNU |
Exchange Students at master level need to apply formally for exchange studies to the office of International Relations, inbound mobility team. NTNU Project leader should send a list of students with contact details of the applicants. The deadline for nominating the students for spring and autumn semesters must be checked by contacting the inbound mobility team. NORHED Project leader can also refer to the following link:
The NORHED Project leader must ensure that partner universities in the South must have a MoU with NTNU to nominate the students as exchange students.
All exchange students coming to NTNU should arrange travel insurance before departure from the home country.
Refer to the link below regarding the National Insurance scheme. Membership in the National Insurance Scheme (NAV) is connected to the duration of stay, so please refer to the right duration for NON-EU students.
https://www.ntnu.edu/studies/insurance
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Project leader - NTNU
Project leader– NTNU
South - partners
Project leader- NTNU
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Procurements
All procurements must take place according to the project partner responsible for the action's requirements.
Partners can further refer to the Partner Contract.