Communication and Dissemination of PRIMA funded projects

INTRODUCTION

Communication is at the heart of PRIMA mission to make the Mediterranean a space of sustainability and prosperity.

The core values we ALL need to use when we promote PRIMA are:

 

Partnership and Collaboration                          

Research and Innovation                                

Environmental and technical solutions         

 

Sustainability and resilience.

Social and Societal inclusion

Science Diplomacy  

 

EU COMMUNICATION OBLIGATION: 

According to the Communication and visibility rules (European Union funding programmes 2021-2027) Guidance for the Member States: HERE Communication toolkit (europa.eu)

Ten ways how recipients of EU funding are expected to communicate and ensure visibility:

  • All recipients of EU funding have a general obligation to acknowledge the origin and ensure the visibility of the EU funding received:

Awareness-raising should target both internal and external stakeholders.

  • Link to EUs priorities

This is about showing the big picture of the European Commission some examples are found in the Council`s Communicators ` Portal.

  • Engage in specific communication activities (Depending on the programme)

The preparation of a detailed communication and dissemination plan, organizing events, having relations with media, publication of projects results.

  • Display the EU emblem correctly and prominently :

The EU emblem is the single most important visual brand to acknowledge the origin and ensure the visibility of the EU funding.

DOWNLOAD IT HERE

You can contact [email protected].

  • Display a simple funding statement, monitoring the EU support

It is expected that recipients of EU funding statements, mention the EU`s support. The funding statement:” Funded by the European Union” or “Co-funded by the European Union” shall always be spelled out in full, in local language, and be placed  next to the emblem 

  • Use accurate information

In times of disinformation and misinformation, it is important that recipients of EU funding are reminded and legally obliged to use accurate information.

  • Involve the granting authority 0EU when communication (depending on the programme)
  • Remember that generally communication and visibility expenditure count among eligible costs
  • Grant the EU the right to use communication material.
  • Expect a financial reduction in case of non-respect of contractual obligations.

READ THE FULL GUIDE on The USE of the EU Emblem in the Context of EU Programmes 2021-2027 eu-emblem-rules_en

Operational guidelines for recipients of EU Funding guidance_for_member_states-november_2021-final (1) 

European Commission Visual identity European Commission visual identity | European Commission (europa.eu)

PRIMA PROGRAMME COMMUNICATION AND DISSEMINATION OBLIGATIONS:

Prima visibility regulations

The beneficiaries must promote the action and its results by strategically and effectively providing targeted information to multiple audiences (including the media and the public). Before engaging in a communication activity expected to have a significant media impact, the beneficiaries must inform the PRIMA Foundation.

It is an obligation and right to use the PRIMA logo and the EU emblem. Unless the PRIMA Foundation requests or agrees otherwise or unless it is impossible, any communication activity related to the action (including in electronic form, via social media, etc.) and any infrastructure, equipment, and significant results funded by the grant must: Grant Agreement number: [insert number] [insert acronym] [insert call identifier of the master call] (a) display the PRIMA logo, and (b) display the EU emblem, and (c) include the following text:

For communication activities: “This project is part of the PRIMA Program supported by the European Union.”

Logo’s manual

For infrastructure, equipment and significant results: “This [ infrastructure], [equipment] [insert type of result] is part of the PRIMA program supported by the European Union’s Horizon 2020 research and innovation program.”

When displayed together with another logo, the PRIMA logo and the EU emblem must have appropriate prominence.

For their obligations, the beneficiaries may use the PRIMA logo and the EU emblem without first obtaining approval from the PRIMA Foundation and the Commission, respectively.
This does not, however, give them the right to exclusive use.

Moreover, they may not appropriate the PRIMA logo and the EU emblem or any similar trademark or logo, either by registration or by any other means.

Acknowledgements in publications

This paper is supported by the PRIMA program under grant agreement No…, project… The PRIMA program is supported by the European Union.

Disclaimer excluding the PRIMA responsibility

Any communication activity related to the action must indicate that it reflects only the author’s view. The PRIMA Foundation is not responsible for any use that may be made of the information it contains.

In the Grant Agreement, ARTICLE 29 — DISSEMINATION OF RESULTS — OPEN ACCESS — VISIBILITY OF PRIMA FUNDING

29.1     Obligation to disseminate results

Unless it goes against their legitimate interests, each beneficiary must — as soon as possible — ‘disseminate’ its results by disclosing them to the public by appropriate means (other than those resulting from protecting or exploiting the results), including in scientific publications (in any medium).

[OPTION for additional dissemination obligations if foreseen in the work plan: In addition, the beneficiaries must comply with the additional dissemination obligations set out in Annex 1.]

[OPTION for additional dissemination obligations for interoperability if foreseen in the work plan: Moreover, the beneficiaries must — up to four years after the period set out in Article 3 — disseminate any technical specifications of the results that are needed for interoperability.]

[OPTION for additional dissemination obligations for cross-border interoperability if foreseen in the work plan: Moreover, the beneficiaries must — up to four years after the period set out in Article 3  — disseminate the deliverables relating to cross-border interoperability (see Annex 1) and any results needed for cross-border interoperability (in particular common technical specifications and software components).]

This does not change the obligation to protect results in Article 27, the confidentiality obligations in Article 36, the security obligations in Article 37 or the obligations to protect personal data in Article 39, all of which still apply.

A beneficiary that intends to disseminate its results must give advance notice to the other beneficiaries of — unless agreed otherwise — at least 45 days, together with sufficient information on the results it will disseminate.

Any other beneficiary may object within — unless agreed otherwise — 30 days of receiving notification, if it can show that its legitimate interests in relation to the results or background would be significantly harmed. In such cases, the dissemination may not take place unless appropriate steps are taken to safeguard these legitimate interests.

If a beneficiary intends not to protect its results, it may — under certain conditions (see Article 26.4.1) — need to formally notify the PRIMA Foundation before dissemination takes place.

29.2     Open access to scientific publications

Each beneficiary must ensure open access (free of charge, online access for any user) to all peer-reviewed scientific publications relating to its results. 

In particular, it must:

(a)   as soon as possible and at the latest on publication, deposit a machine-readable electronic copy of the published version or final peer-reviewed manuscript accepted for publication in a repository for scientific publications;

Moreover, the beneficiary must aim to deposit at the same time the research data needed to validate the results presented in the deposited scientific publications.

(b)   ensure open access to the deposited publication — via the repository — at the latest:

(i)    on publication, if an electronic version is available for free via the publisher, or

(ii)  within six months of publication (twelve months for publications in the social sciences and humanities) in any other case.

(c)   ensure open access — via the repository — to the bibliographic metadata that identifies the deposited publication.

The bibliographic metadata must be in a standard format and must include all of the following:

–       the terms “PRIMA”, “European Union (EU)” and “Horizon 2020”

–       the name of the action, acronym and grant number;

–       the publication date, and length of embargo period if applicable, and

–       a persistent identifier.

29.3     Open access to research data

[OPTION 1a for actions participating in the Open Research Data Pilot: Regarding the digital research data generated in the action (‘data’), the beneficiaries must:

(a)    deposit in a research data repository and take measures to make it possible for third parties to access, mine, exploit, reproduce and disseminate — free of charge for any user — the following:

(i)    the data, including associated metadata, needed to validate the results presented in scientific publications, as soon as possible;

(ii)  Not applicable;

(iii)      other data, including associated metadata, as specified and within the deadlines laid down in the ‘data management plan’ (see Annex 1);

(b)   provide information — via the repository — about tools and instruments at the disposal of the beneficiaries and necessary for validating the results (and — where possible — provide the tools and instruments themselves).

This does not change the obligation to protect results in Article 27, the confidentiality obligations in Article 36, the security obligations in Article 37 or the obligations to protect personal data in Article 39, all of which still apply.

As an exception, the beneficiaries do not have to ensure open access to specific parts of their research data under Point (a)(i) and (iii), if the achievement of the action’s main objective (as described in Annex 1) would be jeopardised by making those specific parts of the research data openly accessible. In this case, the data management plan must contain the reasons for not giving access.

29.4     Information on PRIMA funding — Obligation and right to use the PRIMA logo and the EU emblem

Unless the PRIMA Foundation requests or agrees otherwise or unless it is impossible, any dissemination of results (in any form, including electronic) must:

(a)     display the PRIMA logo

(b)     display the EU emblem

(c)     include the following text:

“This project is part of the PRIMA programme supported by the European Union”.

When displayed together with another logo, the PRIMA logo and the EU emblem must have appropriate prominence.

For the purposes of their obligations under this Article, the beneficiaries may use the PRIMA logo and the EU emblem without first obtaining approval from the PRIMA Foundation and the Commission respectively.

This does not however give them the right to exclusive use.

Moreover, they may not appropriate the PRIMA logo and the EU emblem or any similar trademark or logo, either by registration or by any other means.

29.5     Disclaimer excluding the PRIMA Foundation responsibility

Any dissemination of results must indicate that it reflects only the author’s view and that the PRIMA Foundation is not responsible for any use that may be made of the information it contains.

29.6     Consequences of non-compliance

If a beneficiary breaches any of its obligations under this Article, the grant may be reduced (see Article 43).

Such a breach may also lead to any of the other measures described in Chapter 6. 

Intellectual property rights (IPR)

  • Applications for patents, trademarks, registered designs, etc. shall be listed according to the template of GA.
  • One IPR can have several IP organisations, identifiers, and even more applicants.
  • In the case of multiple applications covering the same IP (e.g the same invention), in different offices, the beneficiary should only indicate one.
  • If an application is filed with the European Patent Office, only this application should be mentioned. If not, only the first application should be reported. The same principle applies to the publication number of award of protection.

 

PLAN YOUR JOURNEY

After you have checked the communication, dissemination and exploitation obligations from the European Commission and the Communication and dissemination obligations from PRIMA, it is time to plan your journey. 

Develop your communication strategy: What you want to achieve and where you want to be

  • Communication objectives: short term and long-term objectives SMART
  • Target audience: define target groups, their interests, needs, characteristics, attitude
  • Key messages: define short and clear sentences that represent your project best
  • Activities and channels: Website, Newsletter, social media networks, direct email, videos and publication. Activities could also include Conferences and academic workshop presentations (oral/poster), Feedback activities to research participants and related communities, Meetings with policymakers or health care professionals, Media coverage or other related activities, Research resources generated and made publicly available(e.g. website, software or database developments)
  • Communication KPIs

GET INSPIRED by the Communication Strategy of PRIMA Read it here.

VISUALIZE YOUR PROJECT

It is crucial to create a look and feel where you build a unique visual identity for your project. In order to create it, you have to create a logo, choose a  font, colours, images associated and well – representing your project. The aim of the visual identity is to deliver your values and your impact in an attractive and informative way. 

  • Get yourself inspired when designing a logo: Canva.com
  • Choose visual elements from websites like Pexels
  • Choose a colour palette: Coolors
  • Decide on a font: Google Fonts 
  • Create a website and Social media platforms

Social Media plays a crucial role in connecting people and developing relationships and provides an excellent opportunity to establish connections. It is necessary to have social media accounts to publish information about your projects and get funds from research institutions, universities and funding agencies. As part of the PRIMA organization, it is mandatory to insert in the bio of the project`s account: @PRIMAProgram, #EUHorizon2020, #EUCommission.  

What are the differences between social media accounts?

  • Twitter is a fast-paced, concise, and easy way to connect with your audience. With over 310 million registered users (and growing), Twitter is a sea of information of 280 characters or less content waiting to be read, clicked, followed, and re-tweeted. Check out PRIMA TwitterAccount: here
  • Facebook is a place to share photos, updates, and general news with those who follow or “like” you. Fans of your project come to your Facebook page to find out what’s going on with it, see pictures of what’s going on, or explore events. Check out PRIMA Facebook Account: here
  • LinkedIn is different from the rest of the social media outlets because it’s specifically designed for businesses and professionals. Users mainly go to LinkedIn to showcase their job experience and professional thoughts, making it one of the more critical platforms to use for those in B2B. Check out PRIMA LinkedIn Account: here
  • Instagram is a photo and video-sharing social networking service. The app allows users to upload media that can be edited with filters and organized by hashtags and geographical tagging. Check out PRIMA Instagram Account: here

WRITE THE STORY OF YOUR PROJECT 

It is crucial to document your journey, collect experiences, engage your partners and create different content with different formats in different channels with different information purposes. You need to think digital, think creatively and be interactive. 

How to write :

  • Project summary:
    • Background
    • Objectives
    • Implementation
    • Expected Results

You can find an example here:

  • News about your project:
    • Introduction inverted pyramid
    • 5Ws and how

You can find an example here:

  • Press release
    • 5Ws
    • News
    • Quotes
    • Data
    • Contact information

You can find an example here:

  • Social Media Post:
    • Short, sharp, multimedia content
    • Use the handles @PrimaProgram and @EuropeanCommission
    • Use the right hashtags # like #Research #Innovation #EU #PrimaProgram
    • Care for the Timing and the Frequency 

SHARE THE RESULTS OF YOUR PROJECTS

It is important to share with your audiences the results of your communication activities by evaluating the KPIs and referring to your communication plan. For the social media platforms you can measure the Reach (How many people see your content ), Impressions (number of times your content is displayed) and Engagement (number of interactions people have with shares, retweets, etc. )

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Read the PRIMA COMMUNICATION STRATEGY HERE

For support on Communication and Dissemination, contact Sara Elmaghraby Communication Officer [email protected]