# Consortium roles and responsibilities template

Arvacore — arvacore.com — contact@arvacore.com
Adapt this template to your project and annex it to the consortium agreement or the project handbook.

## 1. Project identity
- Project acronym / title:
- Grant agreement number:
- Duration (start – end):
- Coordinator organisation and contact:
- Project officer:

## 2. Bodies and decision rules
| Body | Composition | Meets | Decides on | Voting rule |
|---|---|---|---|---|
| General Assembly | One representative per beneficiary | Every 6 months | Budget transfers, partner changes, CA amendments | One vote per beneficiary, qualified majority |
| Executive Board | Coordinator + WP leaders | Monthly | Work plan execution, risk response, deliverable release | Consensus, coordinator decides on deadlock |
| Coordinator | Named person | Continuous | Commission interface, reporting, payments | — |
| Advisory Board | External experts | Yearly | Non-binding advice | — |

## 3. Role definitions
### Coordinator
- Single point of contact with the granting authority.
- Manages the grant agreement, amendments, and payments to beneficiaries.
- Consolidates periodic and final reports; runs the reporting calendar.
- Chairs the Executive Board; maintains the risk register and the action log.
- Ensures the consortium agreement is signed before the start date.

### Work package leader
- Delivers the WP objectives, deliverables, and milestones on time.
- Coordinates the partners contributing to the WP and tracks their effort.
- Reports progress, risks, and deviations to the Executive Board monthly.
- Reviews deliverables before submission to the coordinator.

### Task leader
- Executes the task and produces the agreed outputs.
- Flags dependencies and blockers to the WP leader as they appear.

### Beneficiary (each partner)
- Performs the work described in Annex 1 with the committed effort.
- Keeps time records and cost documentation audit-ready.
- Declares background IP and respects access rights in the CA.
- Nominates a technical contact, an administrative contact, and a deputy.

### Dissemination and communication manager
- Owns the plan, the calendar, and the KPIs; approves use of the EU emblem and funding statement.
- Ensures open access compliance for publications and data.

### Exploitation and IP manager
- Maintains the key exploitable results register with owners and routes to market.
- Coordinates IP decisions: protection, licensing, joint ownership.

### Data and ethics manager
- Owns the data management plan, GDPR compliance, and ethics deliverables.

### Quality manager
- Runs the internal review process: every deliverable reviewed by two partners who did not write it.

## 4. RACI matrix (adapt)
R = responsible, A = accountable, C = consulted, I = informed

| Activity | Coordinator | WP leader | Partner | Diss. manager | IP manager |
|---|---|---|---|---|---|
| Periodic report | A/R | C | C | C | I |
| Deliverable production | I | A | R | C | C |
| Deliverable quality review | A | C | R | I | I |
| Risk escalation | A | R | C | I | I |
| Press release / publication | I | C | R | A | C |
| Patent filing decision | I | C | R | I | A |
| Budget transfer request | A/R | C | C | I | I |

## 5. Deadlines and internal rules
- Deliverable drafts to reviewers: 3 weeks before the due date.
- Review comments returned: within 1 week.
- Effort reporting by each partner: monthly, by the 5th.
- Escalation: any slippage above 4 weeks is reported to the Executive Board immediately.
- Meeting minutes circulated within 5 working days; objections within 5 more.

## 6. Signature block
| Beneficiary | Representative | Role in project | Date | Signature |
|---|---|---|---|---|
|  |  |  |  |  |

Need help tailoring governance to your consortium? contact@arvacore.com