Signing the project proposal

The project proposal must be approved before a project becomes effective. It takes a signature from both Research Services and a user with signatory role in your institution. Here you can read how to sign a project proposal and how, as the person responsible for authorisation or a substitute, you assign the role of signatory to users. 

See the video guide (in Danish) on how to sign a project proposal in Denmark’s Data Portal

1. When you have submitted your project proposal to Research Services, an employee will assess whether the proposal can be approved. If Research Services estimates that the proposal cannot be approved, the contact person for the project will get a reason for the rejection and an opportunity to adjust the proposal.

   If the project proposal is approved, Research Services will sign it. Subsequently, the contact person for the project, the administrator or the contact person with powers who submitted the proposal, as well as the chosen signatory will receive an email with information about the approval.

2. When Research Services has approved the proposal, the person who has been assigned the signatory role in your institution must sign the proposal. Only users who have been assigned the role of signatory can sign project proposals.

3. To sign it, you – as the signatory – log into Denmark’s Data Portal. On the front page, you select “My overview” followed by “Project proposals for signature”. Here you can see all the project proposals that are ready to be signed.

   Select the project proposal that you want to sign. You can read the project proposal; see who has access to the project, and who is the contact person for the project. If you wish, you can refuse to sign, and then the project proposal is returned to the contact person for revision.

   If you want to sign the project proposal, you select the button “Sign”. Read the terms of the signature and tick the two fields to confirm that you want to sign the project proposal and that you are an employee of the institution in question. You can now click the button “Sign”.

4. When as signatory you have signed the proposal, the submitter and contact person for the project will receive an email about the further course.

Assignment of the role as signatory 

If relevant, see the video guide (in Danish) about assignment of the role as signatory in Denmark’s Data Portal

A person responsible for authorisation or a substitute can assign the role as signatory to a user who is employed in the institution in question. The person responsible for authorisation or his or her substitute is responsible for ensuring that the signatory fulfils this requirement. Note that persons with the signatory role can sign on behalf of the institution to pledge that a project proposal is legal and conforming to Article 6 of the General Data Protection Regulation.

Procedure:

When you are the person responsible for authorisation or a substitute and you want to assign a signatory role to a user, you must log into Denmark’s Data Portal.

• On the front page of Denmark’s Data Portal, you click ‘My overview’.
• Then select the institution that you want to manage.
• Click the three dots next to the name of the institution and select ‘Manage signatories’.
• Click ‘Select’ next to the users you want to make signatories, and click ‘Save’. (If you want to withdraw the role of signatory from a user, you must click the tick, so that it is removed, and then click ‘Save’.)

The user has now become a signatory and can be designated to sign project proposals on behalf of the institution.