Guide for Topic Proposers


The European Association for Research Managers and Administrators (EARMA) is now accepting proposals for sessions to be held at the 22nd Annual EARMA conference in Malta, April 24th-26th 2017. The Annual Conference Committee (ACC) invites all those interested in research management and administration to become actively involved in the conference programme. The ACC seeks current and thought-provoking topics and speakers who can engage their audiences with quality-driven content in lively and informative discussions.  As well as our core of active contributors, we particularly welcome submissions from new speakers.

Please read this guide carefully, send us your proposal(s) online on [], and help us to uphold the high standards of previous conferences by exploring new ideas and directions.

Please note that Topic Submission for the EARMA Annual Conference in 2017 has closed.

Who can submit?

Anyone active in the field of Research Management and Administration is welcome to submit a proposal. If you are not already an EARMA member, we encourage you to join, as this way you will gain more benefits and also be better able to contribute to the Association. However, EARMA membership is not part of the assessment of proposals.

Please also read the Terms and Conditions on the online submission for topics and speakers prior to submitting your proposal.

Subjects covered (Tracks)

You can submit a proposal to any of the Tracks listed below. Please also read the detailed Track descriptions before submitting . If, after reading this, you are still not clear which Track is most appropriate, chose the Track which you think most closely matches your proposal.

T1.       Pre-Award: Proposal Development and Funding Opportunities

Track leader: Katrin Reschwamm

  • Proposal preparation: issues and proposal writing
  • H2020 Projects
  • Other Funders e.g. NIH

T2.       Post Award: Grant Management

Track leader: Jagdees Pabla

  • IPR and consortium agreements (e.g. DESCA)
  • Responsible Research and Innovation
  • Open Access
  • Data Management and data protection
  • Gender
  • Compliance and scientific integrity
  • Financial and General Management of Grants
  • This track covers a diverse range of topics related to the above themes. It also presents an opportunity for professionals (including legal experts and other qualified managers) to exchange views and innovative ideas. In addition, The track also looks at general issues with respect to post award grant management, including financial aspects. This includes particular rules relating to funding programmes (H2020 and others) as well as experiences with national and international funding agencies such as NIH etc.

T3.       Professional development and Career Development; Generic Training

Track leader: Evelina Brännvall

  • Professional development and recognition of the profession
  • Expertise needed within profession
  • Models for training and certification
  • Professional Certificate courses
  • Generic Skills (e.g. time management, presentation skills and negotiation or leadership skills)
  • Software tools

T4.       Pre-Award: Research Strategies and Policies, the Global Dimension and Collaboration with non-Academic Partners

Track Leaders: Emmanuel Babatunde / Anja Hegen

  • Research strategies and policies at institutional level
  • Metrics: innovation and valorisation indicators
  • External pressures, changing funding landscapes and coping strategies
  • Research assessment frameworks and league tables
  • Academic-Industrial Academic-public sector Collaboration (or academic-non-academic collaborations)
  • Proof of concept: Research from idea to exploitation
  • Complexity in the European Funding Landscape

T5. Track EARMA

Track Leaders: Emmanuel Babatunde / Anja Hegen / Susi Poli

  • General Assembly
  • Working Group Activities
  • New Members and Newcomers meetings
  • Ambassadors Meeting
  • Closed Meeting (Groups hosted by EARMA)

T6. Track Sponsors

Track Leader: Susi Poli

This Track is specifically for sponsored sessions, which can be relevant to any of the Tracks above. Please read the detailed Track Descriptions before submitting.


Poster Sessions: Anja Hegen

Session Formats

The two basic types of session are:

  1. Oral
  2. Poster

Under Oral, there are following types:

  1. Standard Presentation
  2. Interactive Session
  3. Closed Session


Standard Presentation

This is a presentation usually with one presenter. In cases where more than one speaker, please provide a justification.

Interactive Session

This can either be a panel session, in which experts are invited to give their views on an important issue or some other session involving interaction with the audience (excluding workshops, see above).

Please note, if submitting an Interactive session, it is important to be clear about how this is managed. If this is not clear, then it is unlikely to be selected. The person named as ‘corresponding author’ will be the main person responsible for organization of the session and acts as the main point of contact.

Bear in mind that a panel session should have a maximum of 4 (or preferably no more than 3) main speakers. Also ensure that the speakers will be available. If there is any doubt about this it is unlikely to be selected

Closed Session

Closed sessions are limited to meetings of EARMA’s collaborators. E.g. Leiden Group.

If submitting an Interactive session or closed oral session, please make this clear in your Abstract.


Keynote Sessions

These are normally developed by the ACC working with the Board. However, if you think your session is worthy of consideration as a Keynote, please state this in the abstract.

Special Requirements

IMPORTANT: If there are any special requirements this must be stated in the proposal, otherwise we will not be able to guarantee the appropriate provision of any requests. If any printing is required, this must be carried out at your own cost. See also “Terms and Conditions” that are available on the online submission.

Please note, Workshops are now part of the pre-conference event only.

Details of the online Submission

Author: This is the person submitting the abstract. The system defaults is author = presenter. However, if you are not also the presenter, please click on link “(I’m not the author)”. You will then be able to add the details of the presenter.
Whilst you can nominate more than one author, the usual case will be one presenter per session for standard presentations. (See “Session Formats, above).

A “Corresponding Author” is the main contact for communications about the topic.

A Corresponding author can also be a presenting one. The system will not allow you to have more than one Corresponding author, but you can have more than one presenting author.

Abstract: This should provide a clear and succinct summary of your session, including any expected ‘take homes’ or expected learning outcomes.


Review Criteria

Please consider the following. Depending upon the topic, some or all of the following will be taken into account:

  • Overall clarity of submission
  • Appropriate level of audience [Select one of: Beginner, intermediate, advanced, all levels]
  • The intended learning outcomes
  • The relevance and timeliness of the content for RM&A
  • Where appropriate, relevance to the Conference theme: Negotiating Research: What is the best deal for European Research?
  • Where appropriate, any plans for a follow-up activity: Examples include an article, repeat presentation in another location (“OLAF”), survey of members, report on session.
  • Quality and level of speakers:       Do they have sufficient knowledge and experience of the topic? Except for new speakers, do they have good feedback from previous sessions? (Note, we welcome both previous speakers and people who are new)
  • Number of speakers (please fully justify if more than 1 speaker is required. (see also comments above and “Authors”)
  • Clarity of Organisation (Interactive sessions only, see above.
  • The novelty of the topic: Where possible, the ACC looks to support new ideas for topics not previously covered. However, if the topic is not particularly novel, it will still be evaluated favourably if it can be justified in terms of any of the following:

1) Essential for the day-to-day work of an RM&A
2) Update to previous knowledge
3) Particularly helpful for beginners.
4) Relevant to the EARMA Certificate Programme

Chairs (optional):

It would be helpful if you could nominate a chair. Please note that chairs need to registered by the early bird rate deadline (EBRD).   If you do not nominate a chair, or the chair has not yet registered by the EBRD, the ACC will find a chair on your behalf.


Once you have submitted you will receive an email confirming your submission.   We will inform you of the results of your submission as soon as possible. Please note that due to pressure of work, we regret that we cannot answer queries on the progress of the evaluation.