When should I come up with my project idea?

As soon as possible.
When you have already concrete scenarios in mind you may describe them directly in the project description form, that you should use also for project submissions.
You may discuss less concrete ideas informal with us and your university contact person.

The AAA/SWITCH program runs from 2008 until April 2013.

Last Deadlines for the competitive bid is March 31 2012.

How to submit a project?

Consult the instructions for submission and the detailed project guidelines.
We strongly recommend to contact aaa@switch.ch and your university contact person(s) at your earliest convenience and first submit a draft of your project idea.

How many university partners should participate in a project?

Your project should have an impact on Swiss university infrastructure. Participating partners show that alignment with the scope of AAA/SWITCH and the wider interest.
But also projects realized at your university may have this kind of impact (pilotes, simple reuse of developed tools, implementation of general services, platform components, accessibility etc.).

What size and lenght should a project have?

The financial and manpower size of a project may very substantially depend on the goals and number of partners.
It may be a small one of just a few person months. The project's lenght should typically not exceed 18 months, with a hard limit of 24 months.
Projects or extensions submitted in the last competition can have a duration of 10 months maximum (earliest start in July 2012 and end April 2013).

How is a project financed?

Each project must obtain matching funds of at least equal size from the institution in order to become qualified for federal funding.
Partner contributions are liable to the same rule.
(see app. C of the project guidelines for the deifnition of matching funds)

What are "university" and "competition" projects?

Projects are classified as "university project" or "competition project" (decided by contact person and SWITCH).
University projects are financed through the money allocated to the correspondent universities.
Competition projects (or parts of it) are financed through competition money. Parts (partners) of such a project may be funded through money allocated to the universities.
University projects normally should not exceed a one year duration.
Competition projects may have a duration of two years maximum.

ETH contributions must pass the competition!

When is a project approved?

After receiving an approval letter with the project number from SWITCH.
The project can start immediately after approval (depending on project timetable).
After submitting the definitive version of a project description, university projects may wait for the decision about one month and competition projects about 4 months (after deadlines).

How do project partners receive the funding, once a project is approved?

Project leader and partners should contact the AAA contact person of their institution to apply for the money (it can be payd out half-yearly or yearly).
Consult the "Guidelines for the financial transfers" for details.

First steps: What steps should be done once my project is approved?

• Inform your partners about the decision, project start date etc.
• Acknowledge that your project can fulfill the conditions (if any) imposed
• You may consider organizing a kickoff meeting and discuss the next steps (with your partners, ev. contact person, SWITCH etc.)
• Create your project identity.
  A project website and a space for collaboration can be useful.
  You are invited to use tools for web conferencing (as SWITCHpoint) etc. for collaboration and presentations.
• If desired submit a short description of your project to aaa@switch.ch for www.switch.ch/aaa/projects
  (otherwise the short description from the project description will be used).

What responsibilities do I have as a project leader during the project?

• Beside your duties towards your project you must send short quarterly reports to aaa@switch.ch (31.3./30.6./30.9./31.12.).
• At the end of the year you should inform your university contact person about the financial situation and
  send us back the annual reporting (about project content /progress until 31.1.; the form will be sent by email).
• At the end of the project you must submit the final report and project outcome forms.
  (for details consult the guidelines for the project reporting).

What documents do I have to submit before, during and after a project?

What feedback should I receive from SWITCH?

What responsibilities do I have as a project partner during the project?

• Beside your duties towards your project you must send at the end of the year financial statements to the contact person of your institution (for the annual reporting).
• At the end of the project you must submit financial statements to the project leader (for the final report) and to the contact person of your institution.

Can a project change its objectives, milestones or deliverables?

Usually you have to follow the project plan and to fulfill the deliverables described into the approved project description. Minor variations during the project should be mentioned and justified in your regular reports.
If you see severe problems upcoming by following the submitted project plan you should discuss possible ways with us. In exceptional situations you may submit a modification application.

Last steps: What is to do at the end of a project?

• Collect information about and resources of your project.
• Send the final reporting & project outcome forms to aaa@switch.ch (within one month after the completion of the project). You will receive the annual report form for funding agencies that must be filled in and signed too and sent back by email and regular mail.
• Prepare the financial statements (must be sent to your university contact person at the end of year).
• You may consider organizing presentations of your results.