Common Rules for Cooperation
with Application Sphere
 
Administrator(s) Marketing Manager / Jakub Ondroušek
Approved by
Operational Director / Emilie Zichová 30.11.2011
Executive Director / Tomáš Hruda 30.11.2011
Coordination Board 14.12.2011
Applicable from 1.1.2012
Version 001/2012
Annexes
Overview of Common Rules and Policies, Regional
Technology Transfer Model
Common Rules for Cooperation with Application Sphere, version 001/2012
2 / 27
Content
1. INTRODUCTION ............................................................................................................................. 3
1.1 PURPOSE .................................................................................................................................. 3
1.2 GOAL ........................................................................................................................................ 3
1.2.1 Specific Goals.................................................................................................................. 4
2. CONTENT ....................................................................................................................................... 5
2.1 ACTIVITY SUMMARY ................................................................................................................... 5
2.2 PRINCIPAL ACTIVITIES ................................................................................................................ 6
2.2.1 Business Development.................................................................................................... 6
2.2.1.1 Measure 1: Marketing Strategy ................................................................................... 6
2.2.1.2 Measure 2: Regional Technology Transfer Model ...................................................... 7
2.2.2 Research Outputs Exploitation........................................................................................ 8
2.2.2.1 Measure 1: Identification and Assessment of IP Potential .......................................... 9
2.2.2.2 Measure 2: Protection of Intellectual Property .......................................................... 10
2.2.2.3 Measure 3: Motivation of Researchers...................................................................... 11
2.2.2.4 Measure 4: Training in Area of IP Protection ............................................................ 11
2.2.3 Cooperation in R&D....................................................................................................... 12
2.2.3.1 Measure 1: Contract Research.................................................................................. 12
2.2.3.2 Measure 2: Collaborative Research .......................................................................... 13
2.2.3.3 Measure 3: Services.................................................................................................. 14
2.2.4 Use of Infrastructure ...................................................................................................... 14
2.2.4.1 Measure 1: Categorization of Infrastructure Users.................................................... 16
2.2.4.2 Measure 2: Price Policy............................................................................................. 16
2.2.4.3 Measure 3: Laboratory Information Management System (LIMS) ............................ 18
2.2.5 State Aid Compliance .................................................................................................... 18
3. LIST OF ABBREVIATIONS.......................................................................................................... 19
4. GLOSSARY................................................................................................................................... 20
5. CHANGES FROM PREVIOUS VERSION.................................................................................... 21
6. ANNEXES ..................................................................................................................................... 22
6.1 ANNEX 1 OVERVIEW OF COMMON RULES AND POLICIES ............................................................ 23
6.2 ANNEX 2 REGIONAL TECHNOLOGY TRANSFER MODEL ............................................................... 25
Common Rules for Cooperation with Application Sphere, version 001/2012
3 / 27
1. Introduction
CEITEC (Central European Institute of Technology) is a project focused on the establishment
of a European centre of excellence in the area of life sciences and advanced materials
and technologies.
Common Rules for Quality Management, Human Resources Management, Cooperation with the
Application Sphere, Code of Ethics and Common Publication Policy are an integral part of the
management and coordination of the centre in all CEITEC Organisational Units and the Central
Management Structure. A detailed description is available in Annex 1 Overview of Common Rules and
Policies.
1.1 Purpose
The Common Rules for the Cooperation with the Application Sphere describe the overall policies,
organisational responsibilities, procedures, and the means of ensuring that all items of work are in
conformance with the obligations to the OP RDI grant and, in particular, with project’s overall
objectives reflected in the specific goals stated below.
The purpose of these rules is to increase efficiencies in the use of the results produced through R&D
and CEITEC infrastructure, and to ensure a uniform and consistent approach in the area of R&D
cooperation (contract and collaborative research) and the use of the CEITEC infrastructure within the
whole CEITEC centre.
1.2 Goal
The main goals of the policy are to set a quality system of intellectual property treatment in place on
the level of CEITEC Organisational Units and on that of the Central Management Structure and to
increase the level of cooperation with the application sphere in terms of contract research, common
research projects and the use of CEITEC infrastructure.
The binding values of CEITEC monitoring indicators related to cooperation with the application sphere
are given in the table below.
Binding Values of Monitoring Indicators By 31.12.2015
Volume of contract research (thousands CZK) 50 906
Number of collaborative projects with application sphere 15
Share of the new infrastructure used by other subjects (%) 30
Protected R&D results (according to R&D Council methodology) 2
Common Rules for Cooperation with Application Sphere, version 001/2012
4 / 27
1.2.1 Specific Goals
The accomplishment of the main goal is assured through the following specific goals:
 To assure coordinated, standardized and efficient exploitation of research results (e.g.
patents, licences, spin-off companies, joint R&D projects with application sphere on the
developing research results)
 To set in place a coordinated approach in the area of contract research, collaborative research
and services provided by CEITEC partners
 To implement an efficient strategy for the use of the CEITEC infrastructure including functional
monitoring and reporting systems (as part of CEITEC common information system)
 To create a unified communication platform with the application sphere
 To assure adherence to state aid principles
Common Rules for Cooperation with Application Sphere, version 001/2012
5 / 27
2. Content
2.1 Activity Summary
The following table indicates who should pay attention to individual principle activities and specific
measures.
ED
1
SD OD CD CB ISAB OUD RPC RGL Researcher
Business
Development  
Marketing
Strategy 
Regional
Technology
Transfer Model
 
Research Outputs
Exploitation      
Identification and
Assessment of IP
Potential
    
Protection of IP     
Motivation of
Researchers  
Training in the
Area of IP
Protection
  
Cooperation in
R&D   
Contract
Research  
Collaborative
Research  
Other Forms of
R&D Cooperation  
Services  
Use of
Infrastructure   
Categorisation of
Infrastructure
Users
 
Price Policy  
                                                            
1
ED Executive Director, SD Scientific Director, OD Operational Director, CD Commercial Director, CB Coordination Board,
ISAB International Scientific Advisory Board, OUD Organisational Unit Director, RPC Research Programme Coordinator, RGL
Research Group Leader. 
Common Rules for Cooperation with Application Sphere, version 001/2012
6 / 27
ED
2
SD OD CD CB ISAB OUD RPC RGL Researcher
Laboratory
Information
Management
System (LIMS)

State Aid
Compliance   
2.2 Principal Activities
The effective strategy of cooperation with the application sphere is one of the key areas of CEITEC
interest. The application sphere is perceived as commercial companies with their own R&D
departments along with other types of organisations as well (e.g. other research institutions, hospitals).
CEITEC activities in the area of cooperation with the application sphere are focused on (1) business
development, (2) the use of intellectual property, (3) R&D cooperation with the application sphere,
(4) usage of CEITEC research infrastructure and (5) state aid compliance.
2.2.1 Business Development
Business development in the case of CEITEC has to be understood in the broad sense of generating
income from both collaborative and contract research, and ensuring the use of the infrastructure
and services by external users including both researchers and commercial partners. In the long term,
CEITEC will have to diversify sources of income. CEITEC should increase income from its inventions,
patents, royalties from licences, and other forms of intellectual property exploitation.
2.2.1.1 Measure 1: Marketing Strategy
The Central Management Structure, represented by the Commercial Director, is responsible for the
creation of the CEITEC centre’s marketing strategy as a whole. In the marketing strategy, concrete
measure implemented by Central Management Structure should be described.
The main activities / responsibilities included in the CEITEC marketing strategy are:
 creation of the CEITEC marketing strategy
 administrative support in the area of technology transfer – within a process of
commercialization of research outputs
 administration of database of partners / subjects from application sphere
 comprehensive management of marketing documents
 assessment of target groups
 communication with companies and arranging events with partners / subjects from application
sphere
 PR and presentation of the CEITEC centre
                                                            
2
ED Executive Director, SD Scientific Director, OD Operational Director, CD Commercial Director, CB Coordination Board,
ISAB International Scientific Advisory Board, OUD Organisational Unit Director, RPC Research Programme Coordinator, RGL
Research Group Leader. 
Common Rules for Cooperation with Application Sphere, version 001/2012
7 / 27
The Marketing Strategy will be formulated by the Commercial Director no later than 3 months after the
issue of the Decision on grant.
2.2.1.2 Measure 2: Regional Technology Transfer Model
CEITEC activities will seek synergies and complementary activities with other regional partners –
in particular with the Technology Transfer Offices of Masaryk University (TTO MU) and with Brno
University of Technology (TTO BUT), as well as with other regional entities active in the fields
of technology transfer, start-up incubation, marketing, business development and consultancy.
In order to coordinate these synergic activities and to advance technology transfer competences
in South Moravia while omitting overlaps and creating other synergies, an Indicative Regional
Technology Transfer Model has been created. The regional model describes the positioning of the
following main regional players: TTO MU, TTO BUT, South Moravian Innovation Centre (JIC), and
CEITEC. The purpose of this regional model is solely to illustrate the present situation in the region
and to map out the ambitions of the selected regional players involved in the technology transfer value
chain and related processes. However, it does not create any commitment for future collaboration
arrangements or of any future supplier-customer relations. The role of JIC is only indicative, expert
service provider(s) will be selected on the basis of open tender.
The mapping of competences of the described regional players is shown in the table below, which
provides a basic idea of possible involvement within the technology transfer value chain. For the
CEITEC Central Management Structure the key roles are scouting of research results and evaluation
of commercial potentials as well as marketing competences focused on internationalisation and brand
management (also summarized in the table below).
It is the obligation of all CEITEC partners to assure the functionality of all activities given within the
framework of the regional technology transfer model. The activities are as follows:
 basic screening of R&D outputs
 communication and information
 research scouting
 desk analysis
 patent portfolio creating
 market watch on application potential and technology benchmarking
 scientific proof-of-concept
 cost-value assessment
 know-how / invention description
 deepening of technical aspects
 support contract management
Common Rules for Cooperation with Application Sphere, version 001/2012
8 / 27
For detailed information on the processes of the regional technology transfer model, see Annex 2
Regional Technology Transfer Model.
CEITEC TTO MU and TTO BUT Expert Services Provider(s)
scouting liaising with researchers networking
networking education and training strategic marketing
strategic marketing networking business planning
search for clients and business
development
IPR management and spin-off
creation support
search for clients and business
development
internationalization market focus financing system
brand management and PR internal culture and management incubation programme
project support project support venture capital attraction
a shared information system is a must to enable prompt collaboration on individual projects
2.2.2 Research Outputs Exploitation
The effective use of intellectual property is one of the key areas of CEITEC interest. A strategy for the
use of IP means planning the gradual creation and implementation of an effective system
of commercialization and the protection of IP.
The use of IP within the CEITEC centre is derived from the established rules for the use of the IP
belonging to individual participating institutions. All partners are obliged to have corresponding internal
norms dealing with IP exploitation.
The effective exploitation of the results of CEITEC research and development activities is an integral
aspect of project management. It is the responsibility of the Commercial Director to actively support
planning and activities leading to applications of the centre’s results.
The Central Management Structure, represented by Commercial Director, is responsible for the
preparation of sample documents for the transfer of knowledge into the application sphere (templates
of contracts, etc.). The content of sample documents can be adjusted in individual cases. Sample
documents should be available in Czech and English version.
The fundamental principles shall include:
 Implementation of business development models based on cooperation of subjects concerned
in IP protection
 Regular planning and assessment of application potential (through annual preparation
and approval of the Scientific Activity Plan of the Project)
 Regular personal contact with respective researchers
 Fostering knowledge and regular training in intellectual property exploitation and protection
 Matching identified demand and supply
 Intense monitoring of trends and events in CEITEC application areas and key market
segments
Common Rules for Cooperation with Application Sphere, version 001/2012
9 / 27
 Transfer of best practices (e.g. case studies, listing most successful researchers / Research
Groups in technology transfer)
Activities undertaken by CEITEC project Partners to ensure the transfer of R&D project results into
practice and the basic protection of IP will be financed by the owner of the IP. If the owner of the IP
has no interest in patenting / commercialization, he is obliged to offer this prospect to the other
CEITEC partners in order to seek alternative options.
2.2.2.1 Measure 1: Identification and Assessment of IP Potential
‘CEITEC IP’ always means IP in the wider sense of the term, i.e. not only inventions and their legal
protection (patents, utility designs), but also other results for which application potential may not be
immediately evident – e.g. IP, which cannot be protected by registration into a register (business
secret, confidential information, know-how) or copyrighted work (scientific publications, databases,
software, etc.). Scientific publications are dealt with in the Common Publication Policy.
The property rights for the IP created by CEITEC employees are derived from the labour relations of
researchers and other employees to their respective Organisational Units, unless agreed otherwise.
Workflow
Identification of IP Potential
1. As a part of Research Programme management, the Research Group Leader has a duty
to regularly (during regular meetings) inform the Research Programme Coordinator about new,
planned and expected research results or knowledge created within that Research Group.
2. It is the responsibility of the Research Group Leader to review and identify potentially promising
intellectual property created within the Research Group. Research Group Leader can apply for
assistance from technology transfer experts from the respective partner institution in this activity.
3. Compliance with these rules automatically means compliance with the Common Publication
Policy.
Assessment of IP Potential
4. If it is concluded (by a Research Group Leader) that the intellectual property created might have
commercial potential, the Research Group Leader informs the Commercial Director. Consultation
is recommended regarding the options of IP potential assessment on regular basis with a
designated technology transfer expert.
5. The proper assessment of application potential and the proposal of further steps in intellectual
property exploitation is the responsibility of the Commercial Director who has the obligation
to assure a consultation with the Organisational Unit Director or his/her authorised representative,
with the respective Research Group Leader, with other personnel of the partner organisation
responsible for intellectual property management, with an opponent such as an independent
expert capable of objectively assessing the intellectual property and with other stakeholders or
participants where required. The Commercial Director has to make the final decision within 10
working days of Research Group Leader sending him/her all the background materials regarding
the technology transfer potential or other beneficial use of the research result.
Common Rules for Cooperation with Application Sphere, version 001/2012
10 / 27
6. In case the research results have no identified potential for a technology transfer, the research
team follows the Common Publication Policy with no further limitations. The final decision is taken
by the Research Group Leader on the basis of the Commercial Director's recommendation.
Decision on Appropriate Approach to Commercialisation | Decision on Approach to IP
Protection
7. The final proposal is issued only after investigating the background data on the new research
output.
8. Consequent steps to implement the recommendations have to be carried out in accordance
with the valid internal norms for intellectual property protection of the respective partner institution.
Structure of IP Exploitation Proposal
The proposal shall provide the following recommendations for each and every instance of intellectual
property submitted for investigation:
 Recommendation on commercial potential or another exploitation of the intellectual property
 Recommendation for further management of the intellectual property, especially in the following
aspects:
1. To protect or not to protect the intellectual property (and possible way to protect IP)
2. To further develop or not to develop the intellectual property
3. To further finance or not to finance further development / protection
2.2.2.2 Measure 2: Protection of Intellectual Property
The purpose of the protection of IP is to ensure advantages for the inventors and owners of new
technological solutions and to protect the results of their creative work from competition and to prevent
the loss of any deserved profits to authors. The CEITEC centre consistently follows these basic
principles and pays the maximum amount of attention to the protection of its results. Decisions
and discussions about whether or not to ensure legal protection for certain results is a subject of
negotiations between authorized persons representing CEITEC partners and responsible persons on
the part of CEITEC (Commercial Director, respective Research Group, technology transfer experts of
CEITEC partners). Nevertheless, the final decision is in responsibility of respective Research Group
Leader. These negotiations include decision on strategies for the protection of IP:
 type of the protection (patent, utility design, registered trademark);
 where the registered trademark is submitted (e.g. national patent, European patent, PCT
application with a possibility of the subsequent designation of selected states);
 how long the registered trademark is assumed;
 approximate costs for this protection;
 who and at what rate the subject will participate in covering costs related to the protection, and
for how long (institutions participating in the CEITEC project contributing to the origination of
the IP, commercial partner which will use this IP);
 the profit share to stakeholders, including CEITEC, in each individual case;
Common Rules for Cooperation with Application Sphere, version 001/2012
11 / 27
 the manner of remunerating authors of the solution taking motivational considerations into
account for their cooperation with application sphere.
In the case of IP originating from joint projects with subjects outside the CEITEC, it must be specified:
 who will be the owner of the IP originating from this mutual cooperation;
 who will submit the application for protection;
 who will be the owner of the patent or other protected document;
 who will use it and under what terms;
 the manner of settlement with co-participating parties.
In addition, it is necessary to mention the manner of financing of the protection; who will conclude
possible licences and who will ensure possible protection abroad, etc.
Determining the manner of identification and the protection of IP in the case that this IP cannot be
protected by registration into a certain register (business secret, know-how, software) is undertaken
according to the regulations of the institution where the IP was originated.
The fact that decisions on aspects of IP protection are performed in accordance with the proposed
plan of commercialization of results of the actual R&D project and mainly reflect the interests of
application partners, if these partners or their interests are known. Otherwise they are derived from the
source materials, generally available patent databases and an analysis of the commercial usability of
the invention and other results of the CEITEC centre.
2.2.2.3 Measure 3: Motivation of Researchers
Motivation policy creates an essential part of an adequate IP exploitation strategy. The principles of all
CEITEC partners shall serve to have motivational effect on the inventor as well as on the Research
Group, Organisational Unit and partner institution per se.
The partner institutions shall determine values of rewards and scale the shares of rewards dedicated
to inventors in relation to the net income to the institution (in general, the higher the total net income
for the institution, the lower reward for the inventor in terms of proportionality).
In general, all CEITEC partners are obliged to reinvest (into the respective Organisational Unit) the
proceeds from the exploitation of R&D results in at least the same ratio in which their Organisational
Units have contributed to the overall proceeds of the partner institution.
2.2.2.4 Measure 4: Training in Area of IP Protection
Training of CEITEC employees, especially researchers, in the area of IP protection is a part of general
career development and further education activities, which are regulated within the Common Rules for
Human Resources Management.
CEITEC researchers will be supported to undertake training in the area of IP protection provided
mainly by technology transfer experts from the CEITEC centre (Central Management Structure,
technology transfer offices of Masaryk University and Brno University of Technology). Information
brochures, description model cases and also individual advisory services will be available to
researchers.
Common Rules for Cooperation with Application Sphere, version 001/2012
12 / 27
Ensuring of training in the area of IP protection is in responsibility of Commercial Director in
cooperation with Organisational Unit Directors. The first training and training package shall be
prepared no later than 3 months after the issue of the Decision on grant.
2.2.3 Cooperation in R&D
Cooperation in R&D is defined as an implementation of contract research, collaborative research (or
other forms of R&D cooperation) and provision of services by CEITEC employees. It is not the delivery
of research equipment by companies, fundraising activities or donations to the CEITEC centre.
The Central Management Structure, represented by the Commercial Director, is responsible for the
preparation of sample documents for contract and collaborative research. The content of sample
documents can be adjusted in individual cases. Sample documents should be available in Czech and
English versions.
The Organisational Unit Director is responsible for the negotiation of contractual terms and conditions
and for entering into contract with companies / research institutions from the application sphere.
Priority outputs from the process of the transfer of knowledge into the application sphere:
 proposals for further projects of contract and collaborative research
 proposals for further projects of basic research
 socially beneficial technology (meeting CEITEC Common Research Objectives) in the
ownership of the ordering party of the research
 results of the project (not only results protected by patents) owned by CEITEC partners
 results of the project (not only results protected by patents) in co-ownership with application
partners
 publications in leading professional journals
 provided licences
 established spin-off companies
2.2.3.1 Measure 1: Contract Research
Contract research is defined as a research project in which a customer orders services on a
contractual basis at CEITEC and pays the price set in the contract. The subject of the contract is the
execution / resolution of a research task carried out by CEITEC employees on CEITEC research
equipment. The customer is not involved in the execution of the research task.
IP created in the CEITEC centre (foreground knowledge): When the ordering party of the research
pays the full market price for the research, or the full cost plus a profit margin, the results of the
contract research (foreground knowledge in contract research) will be under the ownership of the
ordering party of the research. The strategy of the CEITEC centre is to attempt, where valid legislation
permits, to maintain the right to use IP created in the CEITEC centre for purposes for which
the contract research was not agreed (e.g. further investigation, teaching, etc.) for participating
institutions.
IP entered into the CEITEC centre (background knowledge): The strategy of the CEITEC centre is
to not permit the use of existing IP as a non-transparent, hidden or not finished part of delivery of
order-based research during the order based research. IP brought into CEITEC will always be
Common Rules for Cooperation with Application Sphere, version 001/2012
13 / 27
identified and included in the calculations of the price for order-based research. In cases where it is
necessary to transfer IP rights to the ordering party of the research due to the necessity to use the
results of research and development, it will be performed on the basis of licence provided at usual
price.
For all order-based research projects and contracts where the bearer is to be CEITEC, the Author’s
Announcement of Invention3
will be prepared concerning the use of IP in the project of contract
research with the aim of achieving the maximum possible contribution for society and CEITEC.
The procedure will be applied in cases of contract research when the financial volume of contract
research exceeds the amount of CZK 500,000 (VAT excluded).
The above mentioned limits are set for cooperation with one subject defined by one identification
number (IČO) within one calendar year.
2.2.3.2 Measure 2: Collaborative Research
Collaborative research is defined as cooperation between the CEITEC centre and a subject from the
application sphere on a research task that is regulated in a contract. The parties involved share risks
involved in the research project, but also share research outputs.
The strategy for collaborative research and its development is directed at cooperation with enterprises
and other application partners from the private and public spheres, including cases of cooperation
between multiple CEITEC partners in a single R&D project. In cases where the collaborative research
project of or a part of it is paid with Czech state budget funds or from the EU, the respective legal
regulations and rules of the provider of the grant will be taken into consideration in the application of
the strategy. The source material is the summary of existing and future co-operating subjects in
CEITEC.
IP created in the CEITEC centre (foreground knowledge): In the ownership of collaborative
research project results, the principle to be applied is as follows: each R&D partner will have those
results he created in the R&D project. CEITEC strategy is to ensure the broadest rights to IP and to
maintain the maximum influence for those responsible, and to ensure the contribution of target groups
for end users of IP – results of the project. It is the strategy of CEITEC to try to maintain rights of use
of partners’ IP in the R&D project, which has originated in the project, for the use of all other
participating parties within legal parameters.
IP entered into the CEITEC centre (background knowledge): The strategy of CEITEC is not to
permit existing IP to be used during collaborative research in a non-transparent manner as hidden and
unvalued part of CEITEC’s investment in the project. IP brought into the project will be identified
in advance and, where required, rights to this IP will be transferred to the ordering party or the
research partner when there is a need to use the research results in practice. This will be performed
on the basis of licence agreement paid at the usual price.
For all collaborative research projects and contracts, where the bearer is to be CEITEC, the Author’s
Announcement of Invention4
will be prepared concerning the use of IP in the collaborative research
project. The aim is to achieve the maximum possible contribution for the company and CEITEC.
                                                            
3
Czech term: Oznámení původce o vytvoření vynálezu. 
Common Rules for Cooperation with Application Sphere, version 001/2012
14 / 27
The procedure will be applied in cases of collaborative research where the financial volume of this
collaborative research exceeds the amount of CZK 1,000,000 (VAT excluded).
The above mentioned limits are set for cooperation with one subject defined by one identification
number (IČO) within one calendar year.
2.2.3.3 Measure 3: Services
CEITEC will offer expert services (provision of professional consultations, expertise). Expert services
are provided independently without relation to the use of the infrastructure.
Indicative list of services:
 training for external subjects
 expert consultations on research problems (e.g. how to set up research equipment, what
methods are appropriate to be used)
 processing of expertise
Each Research Group is obliged to formulate its list of services that are offered to subjects outside the
group. These lists of services offered are grouped into one document and administrated by the
Commercial Director. Services provided by CEITEC Research Groups are presented on the CEITEC
website.
2.2.4 Use of Infrastructure
Three basic categories of external-subject-infrastructure use could be distinguished:
 use of CEITEC research equipment without assistance of CEITEC personnel: approach to and
use of infrastructure directly by the user; this concerns the leasing of equipment calculated in
hours; full costs from which the price is stated vary according to the type of the user and the
device used
 use of the CEITEC research equipment connected with previous training required: training
of users to work with devices; each user will be sufficiently trained on the required equipment
within the scope of work to be undertaken; if necessary, the user may require further
(repeated or more detailed) training; the training is invoiced separately
 measures on CEITEC research equipment by CEITEC personnel: operator of measurement –
service for users where measurement is not performed by the user, but by authorized
laboratories employing technically trained operators; for equipment characterized by
complicated operation, the use of this service may be obligatory
The use of CEITEC infrastructure is directly linked to the operation of the Laboratory Information
Management System.
Technologies constituting CEITEC research infrastructure are classified in two categories:
technologies within (1) Core Facilities and (2) complementary technologies. There are the following
Core Facilities within CEITEC:
 Nanolithography and Nanofabrication
                                                                                                                                                                                          
4
Czech term: Oznámení původce o vytvoření vynálezu. 
Common Rules for Cooperation with Application Sphere, version 001/2012
15 / 27
 Nanocharacterization
 Structural Analysis Laboratory
 Nanobiotechnology and Biointeractions
 Single Crystal Diffraction
 Electron Microscopy
 NMR Spectroscopy
 Proteomics
 Genomics
 Molecular and Functional Imaging
The external usage of technologies placed within Core Facilities is expected to be significant. These
are not only designed as service laboratories within the CEITEC research centre, but facilities to be
commonly exploited by external users as well.
Each Core Facility has defined its “Card of Core Facility” with following information:
 main activity (short description of Core Facility)
 head of the Core Facility
 unique features
 services provided
 research equipment
 possibility of remote access
 any additional information
“Card of Core Facility” is compiled by the Head of the Core Facility in cooperation with the Commercial
Director, who will administrate all Cards of Core Facilities and use them for the support of cooperation
with the application sphere. Information on Core Facilities is publicly available on the CEITEC website.
Complementary technologies are not expected to be primarily used by external users. These
technologies shall mainly be used by centre researchers and students. Services with high added value
shall mainly be offered for contract and collaborative research. Additionally, ad hoc access to these
technologies can be granted to external users. Principles of the pricing policy shall be the same as in
aforementioned Core Facilities.
Principles of research infrastructure operation:
 Laboratory information management system [hereafter: LIMS; see Measure 3: Laboratory
Information Management System (LIMS)]
 Standard rules for all users of the research infrastructure
 Simple and publicly accessible rules for the use of equipment
 Publicly accessible price lists of hourly rates for machine time for the use of the infrastructure
or other supporting services by internal and external users
 Simple system of payment for external users
 Provision of technical support, trainers, supervisors and technicians
 Regular monitoring and evaluation of research infrastructure usage
Common Rules for Cooperation with Application Sphere, version 001/2012
16 / 27
2.2.4.1 Measure 1: Categorization of Infrastructure Users
The specification and knowledge of the group of users and related services is the key element
for the description of the business strategy.
The term ‘user of infrastructure’ means any person who uses CEITEC research equipment and follows
the rules for its operation.
In the use of the infrastructure, no difference will be distinguished between a user of the CEITEC
partner or an external subject; all will have the same rights while using the infrastructure. Only prices
for the use of the infrastructure or service provided will be different; this is specified in the price policy.
Categorization of users of the infrastructure:
 employees (researchers) of CEITEC Organisational Units of the partners
 other employees of the CEITEC partners
 other external employees from the research sector (scientific workers of non-commercial
research institutions using the CEITEC infrastructure)
 users on a commercial basis in the form of contract research (use of CEITEC infrastructure
by commercial subjects within research on the basis of an order)
 users on a commercial basis in the form of collaborative research (use of the infrastructure
by commercial subjects within the framework of mutual cooperation verses the respective
agreed counter-value)
2.2.4.2 Measure 2: Price Policy
When stating prices of CEITEC products and services, in cooperation with enterprises, the rules
of the Community Framework will be followed for the state support of research, development
and innovations to prevent the indirect support of enterprises (Section 3.2, Community Framework).
The price of products and services will be stated at market price or at full-cost price plus an adequate
profit margin. In the case of CEITEC projects in cooperation with enterprises, enterprises will not be
provided with any indirect state support and IP originated from these projects will be used
in accordance with the Community Framework.
Each use of the infrastructure and other related services incurs costs, which users of the infrastructure
will pay according to the price policy.
Principles of Price Policy
1. Free of charge access to research infrastructure: When obtaining funding though a scheme
covering costs of access to CEITEC research Infrastructure and especially Core Facilities (so
called “open access”), research projects taking advantage of this funding shall be selected and
implemented in compliance with the following rules:
a. Open call for proposals with transparent and non-discriminatory conditions must be
published at least on CEITEC website.
b. Selection of the projects has to be based on their scientific excellence, as the main
criterium. Scientific excellence shall be assessed by independent peer review.
Common Rules for Cooperation with Application Sphere, version 001/2012
17 / 27
c. All research results achieved within supported projects with the help of CEITEC research
Infrastructure shall be publicly accessible, i.e. published in a scientific journal. Reference
to the use of CEITEC facilities shall be acknowledged.
2. Research infrastructure accessed for a fee: In the case of collaboration not supported
by a public subsidy, all entities exploiting CEITEC research infrastructure shall reimburse CEITEC
costs at market price, and in cases of no set market price the reimbursement shall reflect all costs
in full plus internal mark-up norms.
3. Research infrastructure accessible within collaboration:
 In cases of collaboration supported by public subsidies, all entities exploiting the CEITEC
research infrastructure shall reimburse the full costs of collaboration according to the valid fullcost
methodology.
 In cases of collaboration not supported by a public subsidy, all partners shall reimburse
the market price; and in cases of no market price the reimbursement shall reflect all costs in
full plus a reasonable margin.
 In cases of collaboration not supported by public subsidies, it shall be possible to accept nonfinancial
(in-kind) compensation of the market price, and in cases of no set market price the
compensation shall reflect all costs in full plus a reasonable margin.
Price Categories
With respect to the price policy, it is possible to divide the services provided into two basic categories
according to the manner of price specification:
 Contract prices: calculation of fees for professional researchers in relation to external
subjects. Contract prices are applied mainly within the application of specific research and are
stated in the agreement with the client in accordance with rules for the specification/calculation
of the price.
 Firmly stated prices: prices stated by the defined methodology. This mainly concerns
the leasing of machine time where the specification of the price is derived from real costs.
Prices are calculated once a year on the basis of an evaluation of income and costs
for individual technology units and equipment. Prices are defined by the persons responsible
for each technology unit (or institution owning the respective infrastructure) with the aim
of optimizing the economy of the technology unit on the basis of all available information.
Specification of Tariffs for Individual Target Groups
All partners of CEITEC have an internal standard for the specification/calculation of the prices in
relation to all above-mentioned services which includes both the actual direct costs for the acquisition
and provision of the service, and indirect costs (full cost), plus possible profit margins in the case of
external subjects. Services will be invoiced by the partner providing the service.
 CEITEC partner: all direct and indirect operating costs with no additional costs (e.g.
marketing).
 External subjects: all direct and indirect operating costs, including depreciation and an
adequate profit margin.
Common Rules for Cooperation with Application Sphere, version 001/2012
18 / 27
2.2.4.3 Measure 3: Laboratory Information Management System (LIMS)
Thanks to the laboratory information management system, data on the exploitation of the infrastructure
or specific technologies will be regularly collected, monitored and evaluated by the Operational
Director. The information system will be implemented in 2012 and operational from 2012. After the first
six months of its operation, the Operational Director shall regularly propose actions to ensure the
optimization of the research infrastructure use.
The use of LIMS is compulsory for all facilities or individual pieces of equipment with a purchase price
exceeding CZK 10 mil. (VAT included).
2.2.5 State Aid Compliance
All CEITEC cooperation must be in line with applicable state aid legislation, in particular the
Community Framework for state support of research, development and innovations (2006/C 323/01,
hereinafter referred to as the “Community Framework”). 
Common Rules for Cooperation with Application Sphere, version 001/2012
19 / 27
3. List of Abbreviations
CB Coordination Board
CD Commercial Director
CEITEC Central European Institute of Technology
CMS Central Management Structure
CZK Czech crown
ED Executive Director
EU European Union
IČO Identification number
IP Intellectual property
IPR Intellectual property rights
ISAB International Scientific Advisory Board
JIC South Moravian Innovation Centre
LIMS Laboratory information management system
MEYS Ministry of Education, Youth and Sports of the Czech Republic
NMR Nuclear magnetic resonance
OD Operational Director
OP RDI Operational Programme Research and Development for Innovation
OUD Organisational Unit Director
PCT Patent cooperation treaty
R&D Research and development
RGL Research Group Leader
RPC Research Programme Coordinator
SD Scientific Director
TTO BUT Technology Transfer Office of Brno University of Technology
TTO MU Technology Transfer Office of Masaryk University
VAT Value added tax
Common Rules for Cooperation with Application Sphere, version 001/2012
20 / 27
4. Glossary
Application sphere
Commercial companies with their own R&D departments along with other
types of organisations as well (e.g. other research institutions, hospitals).
Card of Core Facility
Each Core Facility has defined its “Card of Core Facility” with following
information: main activity (short description of Core Facility), head of the
Core Facility, unique features, services provided, research equipment,
possibility of remote access, any additional information.
CEITEC centre
CEITEC centre is formed by Organisational Units of the CEITEC project,
including Central Management Structure.
CEITEC project
CEITEC (Central European Institute of Technology) is a project financed
through the Operational Programme Research and Development for
Innovations focused on the establishment of a European centre of
excellence in the area of life sciences and advanced materials
and technologies.
CEITEC IP
Intellectual property in the wider sense of the term, i.e. not only inventions
and their legal protection (patents, utility design), but also other results for
which application potential may not be immediately evident – e.g. IP,
which cannot be protected by registration into a register (business secret,
confidential information, know-how) or copyrighted work (scientific
publications, databases, software, etc.).
Collaborative research
Cooperation between the CEITEC project and a subject from the
application sphere on a research task that is regulated in a contract. The
parties involved share risks involved in the research project, but also share
research outputs.
Community Framework
Community Framework for state support of research, development and
innovations (2006/C 323/01).
Contract research
Research project in which a customer orders services on a contractual
basis at the CEITEC and pays the price set in the contract. The subject of
the contract is the execution / resolution of a research task carried out by
CEITEC employees on CEITEC research equipment. The customer is not
involved in the execution of the research task.
Cooperation in R&D
Implementation of contract research, collaborative research (or other
forms of R&D cooperation) and provision of services by CEITEC
employees.
Core Facility
Set of often unique facilitites (technological units), which are used by
scientists from the various research teams across the scientific disciplines.
User of infrastructure
Any person who uses CEITEC research equipment and follows the rules
for its operation.
Common Rules for Cooperation with Application Sphere, version 001/2012
21 / 27
5. Changes from Previous
Version
Date Chapter Description
not relevant
 
Common Rules for Cooperation with Application Sphere, version 001/2012
22 / 27
6. Annexes
ANNEX 1 Overview of Common Rules and Policies
ANNEX 2 Regional Technology Transfer Model
Common Rules for Cooperation with Application Sphere, version 001/2012
23 / 27
6.1 Annex 1 Overview of Common Rules and Policies
Document Issues covered in the document
Common Rules for Quality
Management
Independent Evaluation of the Scientific Excellence
Evaluation of complementary projects
Risk management
Procurement management
Project monitoring
Change management in the OP RDI project
OP RDI project irregularities
Scheduling and result-oriented planning
Confidential and other data processing
Document control
Communication among partners and the Central Management
Structure
Communication to third parties
Marketing documents
Infrastructure exploitation
Violation of the Code of Ethics
Support of publications
CEITEC website
Quality management control, update and training
Common Rules for
Cooperation with
Application Sphere
Marketing strategy
Cooperation with regional partners in the area of technology transfer
System of identification, assessment and protection of IP
Contract research, collaborative research and other forms of
cooperation with the application sphere
Services provided by CEITEC centre
Common rules for using CEITEC infrastructure
Common Rules for Cooperation with Application Sphere, version 001/2012
24 / 27
State aid compliance
Common Rules for Human
Resources Management
Recruitment policy
Career development and further education of CEITEC employees
Ensuring of merit based non-discriminatory remuneration policy
Mobility of CEITEC researchers
Equal opportunities
Common Publication Policy
Defining authorship
Classification of scientific publications
Publication process activities
Monitoring of written publications
Production of scientific publications with an IF higher than the median
in the respective scientific category
Code of Ethics
Ensuring ethical conduct in research and development and
management of the centre
Common Rules for Cooperation with Application Sphere, version 001/2012
25 / 27
6.2 Annex 2 Regional Technology Transfer Model
The two figures below show key processes identified within the academic and business pathways
of the regional model and the positioning of the key regional players. The technology transfer workflow
is formed by activities and processes, inputs, outputs and decision points - especially those relating to
the evaluation of the commercialization potential of the particular research results in question.
However, not all processes and activities must be covered in individual cases of results exploitation.
Various combinations are thus possible depending on the particular result, situation, stakeholders
involved and their intentions.
The following shapes and abbreviations are used in the charts:
Activity Input / Output Process Decision point
C, MU, BUT, JIC 
C CEITEC
MU TTO of MU
BUT TTO of BUT
JIC South Moravian
Innovation Centre
 
Regional TT Model for South Moravia - Phase I.
Common Rules for Cooperation with Application Sphere, version 001/2012
27 / 27
Regional TT Model for South Moravia - Phase II.