Abstract

The newly created Grant Facilitators (GFs) service reflects KU Leuven's strategic initiative to enhance support for coordinators of multi-partner applications within the Horizon Europe funding Programme. Additionally, it responds to the growing request for external services in the proposals application process, establishing an internal team to reduce reliance on these (expensive) services and build internal expertise. KU Leuven has achieved considerable success within the Horizon Europe framework, coordinating numerous multi-partner projects. However, the increasing complexity of European funding programs has led to a growing need for support, particularly in non-scientific aspects of proposal development. The GF’s team is complementary to the existing KU Leuven EU team, which already provides support on administrative, financial, and legal/IP issues, funding opportunities, proposal writing advice, and proofreading. The role of the GFs is to assist coordinators in the proposal stage with hands-on tasks such as text preparation, consortium building, communication, meeting organization, proposal editing, and ensuring compliance with all EC requirements. It focuses primarily on supporting new coordinators or those who have not previously succeeded in securing European funding. By providing this support, KU Leuven aims to increase the success rate of coordinators and encourage new applicants. The initiative started in 2024 and currently has three facilitators, advised by two experienced EU advisors. This effort is expected to reduce costs associated with external services, train coordinators through hands-on experience for future applications, and improve the overall quality and success rate of proposals. Moreover, it aims to foster a self-sufficient approach to proposal management within the institution, decreasing long-term reliance on external consultants while building internal capacity for future funding applications. This approach also aligns with KU Leuven’s broader strategy to maintain its competitive edge in European research funding.