Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
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Tallinn University of Technology
RULES OF PROCEDURE
Services of the Innovation and Business Centre
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
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Information on amendment of document
Status
(original/
amended/
repealed)
Original
Date of
enrty into
force
Description of amendment
Creation of original full version.
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
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TABLE OF CONTENTS
1.Purpose ........................................................................ Error! Bookmark not defined.
2.Scope of application ................................................... Error! Bookmark not defined.
3. Responsible unit(s) .................................................... Error! Bookmark not defined.
4.Definitions .................................................................... Error! Bookmark not defined.
5.References ................................................................... Error! Bookmark not defined.
6. Process chart ............................................................. Error! Bookmark not defined.
7.Work procedure ........................................................... Error! Bookmark not defined.
Responsible unit: Innovation and
Business Centre
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1. Aim
Ensuring smooth and high-quality implementation of the services offered by the Innovation and
Business Centre (hereinafter the IBC) of the Tallinn University of Technology (hereinafter TUT)
and the satisfaction of all parties.
The IBC is responsible for offering four main services:
1) Provision of research and development activities. The purpose of the service is offering
research and development activities in the fields of competence of the TUT for companies in
order to ascertain the development needs arising from the technology strategies of
companies and resolve their research and development issues. The research and
development activities provided by the TUT may be, for example, preliminary and applied
research, consultation, etc.
Using the innovation shares offered by Enterprise Estonia (hereinafter EE) is an essential
way of providing the service. Through the innovation share, the TUT is able to offer
undertakings the possibility to research innovative solutions to obstacles in development,
test new materials, collect knowledge concerning new technologies, search the databases of
intellectual property, etc., in cooperation with the TUT and thereby tighten their cooperation
with external innovation partners.
2) Supporting implementation of innovative ideas. The purpose of the service is accelerating
the development of teams and companies related to the TUT in terms of both
product/service as well as business development by involving partners, experts,
undertakings and investors. The service includes business model analysis and meetings with
experts, undertakings and investors who are interested in the field. The purpose of analysis
and feedback is to assemble the most capable team and provide an overview of the business
idea and model that shall serve as basis for a sustainable company.
3) Protection and marketing of intellectual property. The purpose of the service is obtaining
legal protection for an invention created as the result of research and development activities
of the TUT and giving inventions, know-how and other intellectual property into use.
4) Preparation of project applications, consultation and administration. The purpose of
the service is to support the TUT academic staff in applying for additional financial means
for carrying out business-related development projects.
Of the aforesaid services, the work procedures of the three first services are described in these rules
of procedure. The work procedure of preparation of project applications, consultation and
administration has been described separately.
2.
Scope of application
Academic staff, students and graduates of the TUT, the IBC, the Legal Office (hereinafter the LO),
and the Office of Economics and Finance (hereinafter the OEF).
3. Responsible unit(s)
The IBC shall be responsible for implementing, reviewing and amending the rules of procedure.
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
4.
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Definitions
Process coordinator – a unit who has the responsibility of observing the implementation of all the
stages of the process between the functions and structural units. The process coordinator shall have
the right to call together relevant structural units or employees for resolving issues that become
apparent in the course of implementing the rules of procedure. Any amendments to the rules of
procedure shall be made by the IBC.
4.1 Provision of research and development activities
Preliminary research – research for gathering information concerning planned applied research or
the feasibility of a product development project and using the results thereof.
Innovation share – a grant offered to companies by EE that can be applied for in order to carry out
a development project necessary for the company in cooperation with a research and development
institution.
Applied research – original research that is conducted for gaining new knowledge and that is
mainly directed at attaining a specific practical objective.
Client – companies, non-profit associations or public sector institutions.
4.2 Supporting implementation of innovative ideas
Client – TUT academic staff, students, graduates.
4.3 Protection and marketing of intellectual property
Invention – a new creative technical solution for a technical problem. The subject of an invention
may be a device, process, material, including biological material, or a combination thereof. Patents
and utility models are used for legal protection of inventions.
Know-how – essential, confidential and identifiable practical information that is not protected as
industrial property.
Know-how licence agreement – the undertaking in possession of know-how (the licensor)
communicates know-how to another undertaking (the licensee) for above all the purpose of
production, use or marketing.
Client – TUT academic staff, companies with the participating interest of the TUT.
Industrial property – general definition that indicates rights to trademarks and service marks,
patentable inventions, utility models, industrial designs, layout-designs of integrated circuits, etc.
Separate Acts apply to all the respective objects of industrial property.
Expert committee on industrial property – a permanent committee of the TUT whose members
and rules of procedure are approved by a Directive of the Rector. The committee is called and the
meetings thereof are prepared by the IBC.
Application for legal protection – a registration application submitted pursuant to the Industrial
Design Protection Act for receiving legal protection for an object of industrial property.
5.






References
Programmes and grants of Enterprise Estonia: http://eas.ee/index.php/easi-programmid-jatoetused/ueldist
Other structural aid of the European Union (e.g. www.struktuurifondid.ee)
Procedure of registration of agreements in registers 1-24, 1.1-10, 2-18, 5-32, 8-16 and 10-5 and
the relevant access
Amendment of the procedure for entry into agreements and organising public procurements
Amendment of the procedure for entry into agreements – specification of prohibited
transactions
Approval of the procedure for entry into agreements
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre

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Rules for establishment of, supervision over and cooperation with legal persons related to
Tallinn University of Technology
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
Prepared by:
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6. Process chart1
TELLIJA
IEK
TEOSTAJA / PARTNER /
ETTEVÕTJA*
1.01. Pöördumine/taotlus
1.02. Sobiva(te) teostaja(te)
tuvastamine
1.03. Töö vastuvõtmine, sisend
pakkumise koostamiseks
1.04. Pakkumise koostamine,
esitamine
EI
JAH
EI
1.05.1. Innovatsiooniosaku
taotlemine EASilt
1.09. Tööde kava ja lepingu
allkirjastamine
1.13. Töö vastuvõtmine
JAH
EI
EI
JAH
1.07. Tööde kava ja lepingu
täiendamine, kooskõlastamine,
allkirjastamine
1.06. Tööde kava ja lepingu
projekti koostamine, edastamine
1.08. Tööde kava ja lepingu
lõppversiooni edastamine
1.10. Interdistsiplinaarse
meeskonna koordineerimine
1.10. Töö teostamine
1.12. Töö ja aruan(nete)de
ülevaatamine ja edastamine
1.11. Töö üleandmine,
aruan(nete)de koostamine
1.14. Arve koostamine ja
edastamine
1.15. Arve tasumine
1.16. Töö teostajale tasumine
TEADUS- JA
JA ARENDUSTEGEVUSE
ARENDUSTEGEVUSE OSUTAMINE
OSUTAMINE
TEADUS-
1.05. Pakkumise kinnitamine
1.17. Projekti arhiveerimine,
kokkuvõtte tegemine
2.01. Innovaatilise idee
rakendamise toetamise vajaduse
tuvastamine
2.01. Pöördumine/taotlus
2.04. Projekti esmaste
eesmärkide heakskiitmine,
koostöö-otsus
JAH
EI
2.03. Projekti esmaste eesmärkide
paika panemine
2.05. Projekti meeskonna lisamine
IEK kodulehele
JAH
2.07. Projekti idee turul
tõestamine vastavalt
tegevuskavale
2.06. Projekti edasise
tegevuskava koostamine,
kokkuleppimine
2.10. Partneriga
konsulteerimine, õppereisidel jne
osalemine
2.12. Äriplaani ja meeskonna
täiendamine
2.08. Projektipartneri otsimine ja
osaluse/rolli läbirääkimine
2.09. Projektis osalemise
kinnitamine ja läbirääkimine
2.10. Partneri-meeskonna
kontaktide vahendamine
2.10. Tagasiside, koolitamine,
õppereisidele kaasamine jne
2.11. Võimalike uute
meeskonnaliikmete leidmine
2.13. Äriplaani jm täienduste
ülevaatamine, edastamine
2.16. Pakkumise kinnitamine
JAH
EI
EI
2.15. Pakkumise edastamine,
läbirääkimiste vahendamine
2.14. Edasise koostööpakkumise tegemine
JAH
2.17. Lepingu sõlmimise
protsessis osalemine ja TTÜ
edasise osaluse määratlemine
Top: CLIENT/IBC/CONTRACTOR/PARTNER/UNDERTAKING
1
Parties responsible for separate functions are marked with different colours on the chart.
INNOVAATILISTE IDEEDE
IDEEDE RAKENDAMISE
RAKENDAMISE TOETAMINE
TOETAMINE
INNOVAATILISTE
2.02. Projekti idee esmane analüüs
ja otsus teostatavuse kohta
EI
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
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Side bar: PROVISION OF RESEARCH AND DEVELOPMENT ACTIVITIES / SUPPORTING
IMPLEMENTATION OF INNOVATIVE IDEAS
1.01. Inquiry/application
1.02. Identifying the suitable person(s) for performing the work
1.03. Accepting the work, input for preparing an offer
1.04. Preparation and submission of the offer
1.05. Approval of the offer
1.05.1. Applying for innovation share from EE
1.06. Preparation of work schedule and draft agreement, submission
1.07. Amendment of work schedule and agreement, approval, signature
1.08. Communicating the final version of the work schedule and the agreement
1.09. Signing the work schedule and the agreement
1.10. Coordination of the interdisciplinary team/Performing the work
1.11. Delivery of work, preparation of report(s)
1.12. Inspection of the work and report(s) and submission thereof
1.13. Acceptance of work
1.14. Preparation and submission of the invoice
1.15. Payment of the invoice
1.16. Paying the Contractor
1.17. Archival processing of the project, preparing a summary
2.01. Inquiry/application / Identifying the necessity of supporting the implementation of an
innovative idea
2.02. Initial analysis of the idea of the project and decision concerning feasibility
2.03. Setting out the initial objectives of the project
2.04. Approval of the initial objectives of the project, decision concerning cooperation
2.05. Adding the project team to the website of the IBC
2.06. Preparation of and agreement on the further activity plan for the project
2.07. Proving the idea on the market pursuant to the activity plan
2.08. Finding a partner and negotiations concerning the role/participation
2.09. Approval of participation in the project and negotiations
2.10. Consulting with the partner, participating in study trips, etc./Exchanging the contact details
between the partner and the team/Feedback, training, involving in study trips, etc.
2.11. Searching for new possible team members
2.12. Supplementation of the business plan and the team
2.13. Review of the business plan and other supplementations, communication
2.14. Submission of an offer for further cooperation
2.15. Communicating the offer, mediation of negotiations
2.16. Approval of the offer
2.17. Participation in the process of entry into the agreement and determining the further
participation of the TUT
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
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3.01. Oskusteabe ja leiutiste
kaardistamine ja analüüs
3.01. Teade leiutise loomise
kohta
3.02. Patendiotsing ja –analüüs,
turuanalüüs
3.04. Tööstusomandi
ekspertkomisjoni kokku
kutsumine
3.05. Leiutise kaitsmise
otsus
EI
3.06. Leiutisele õiguskaitse
taotluse esitamine, leiutise
haldamine
JAH
3.07. Leiutisest või oskusteabe
kasutamisest huvitatud
ettevõtte leidmine
3.08. Osalemine läbirääkimistel
3.08. Leiutise või oskusteabe
kasutusse andmise
läbirääkimised
3.09. Pakkumise koostamine,
edastamine leiutise/ oskusteabe
kasutamiseks
3.08. Osalemine läbirääkimistel
EI
3.10. Pakkumise kinnitamine
INTELLEKTUAALOMANDI KAITSMINE
KAITSMINE JA
JA TURUSTAMINE
TURUSTAMINE
INTELLEKTUAALOMANDI
3.03. Patenteeritavuse ja
turupotentsiaali hindamine
3.03. Ekspertarvamuse esitamine
JAH
3.12. Lepingu kinnitamine
3.11. Lepingu koostamine,
edastamine
3.12. Lepingu allkirjastamine
3.13. Lepingu registreerimine,
seire ja aruandlus
Side bar: PROTECTION AND MARKETING OF INTELLECTUAL PROPERTY
3.01. Notice concerning creation of an invention/Mapping and analysis of know-how and inventions
3.02. Patent search and analysis, market analysis
3.03. Submission of an expert opinion/Assessment of patentability and market potential
3.04. Calling the expert committee on industrial property
3.05. Decision on protection of the invention
3.06. Submission of an application for legal protection for the invention, management of the
invention
3.07. Searching for an undertaking interested in using the invention or know-how
3.08. Participation in negotiations/Negotiations for giving the invention or know-how into
use/Participation in negotiations
3.09. Preparing and communicating an offer for using the invention/know-how
3.10. Approval of the offer
3.11. Preparation and submission of the agreement
3.12. Approval of the agreement/Signing the agreement
3.13. Registration of, monitoring and reporting concerning the agreement
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
7.
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Work procedure
Responsible
person (position /
unit)
Description of activities
1. PROVISION OF RESEARCH AND DEVELOPMENT ACTIVITIES
1.01 Client
commissioning the
work (hereinafter
the Client)
Inquiry/application. A Client interested in the research and
development activities of the TUT addresses the IBC.
In some cases, the process may also be initiated by the person
performing the work – e.g. if the person performing the work has
completed or is completing work for which finding a Client is
necessary.
1.02 IBC
Identifying the suitable person(s) performing work and institute(s)
for performing the work.
1.02.1
Registration of the inquiry/application in the database.
1.02.2
Analysis of the objectives submitted by the Client and contacting
the suitable academic staff and/or institutes for performing the
work. Organising meetings between the Client and a possible
performer of work, if necessary.
1.03 Person performing Approval of accepting the work and submitting an input to the IBC
work (hereinafter
for preparing an offer to the Client.
the Contractor)
1.03.1
Upon acceptance of the offer, preparing the description of work
and calculated cost in cooperation with the IBC for attaining the
result required by the Client, including agreeing on the percentage
of service charge with the IBC.
1.04 IBC
Preparation and submission of an offer to the Client.
1.04.1
Amending and improving the offer prepared by the Contractor.
1.04.2
Registration of the offer in the document management system
(DOCLOGIX) and submission of the offer to the Client.
1.05 Client
Approval of the offer. The Client shall decide on approving the
offer and ordering the work. Upon approval of the offer, the Client
shall submit a signed approval of the offer to the IBC.
1.05.1
In the event that the Client does not approve the offer and requests
specifications/improvements, the IBC shall coordinate the
introduction thereof in cooperation with the Contractor. Should the
Client decide to refuse the offer of the TUT, the IBC shall inform
the Contractor thereof.
1.05.1
Applying for an innovation share from EE. Small or medium-sized
companies entered in the Estonian commercial register may apply
for an innovation share from EE for ordering services from the
TUT. If the Client conforms to the aforesaid requirements, they
may submit an application to EE for applying for an innovation
share. If the application receives financing, the Client shall order
the service from the TUT with the support of the innovation share.
In the event that the application does not receive financing, the
Client shall decide whether to order the service from the TUT by
using its own assets or to refuse approval of the offer.
1.06 IBC
Preparation of the work schedule and draft agreement and
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
1.06.1 LO, OEF
1.07 Agent
1.08 IBC
1.09 Client
1.09.1
1.09.2 IBC
1.10 IBC
1.10 Contractor
1.11 Contractor
1.12 IBC
1.12.1
1.13 Client
1.13.1
1.14 IBC
1.15 Client
1.16 IBC
1.17 IBC
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submission thereof to the Contractor. The IBC shall consult (seek
the approval of) the Client when preparing the work schedule and
draft agreement.
Review and approval of the agreement.
Review of the work schedule and draft agreement and amendment
thereof, if necessary. Approval and signature of the agreement and
submission thereof to the IBC.
Submitting the final version of the work schedule and agreement
to the Client.
Signature of the work schedule and agreement and submission
thereof to the IBC.
In the event that the Client does not approve/sign the work
schedule
and
the
agreement
and
requests
specifications/improvements, the IBC shall coordinate the
introduction thereof in cooperation with the Contractor.
Organising registration of the signed agreement (in the Research
Administration Office).
Coordination of the activities of the interdisciplinary team.
Performing the work pursuant to the agreed schedule and
agreement.
Communicating information concerning the performed work and
the prepared (interim and final) reports to the IBC.
Inspection of the performed work and the report(s), including
inspection of the conformity of the work to the work schedule and
the agreement and suggesting that the Contractor introduce
improvements/specifications, if necessary.
Submitting the performed work to the Client if the work conforms
to the agreed schedule and agreements or if the Contractor has
introduced the necessary improvements/specifications.
Acceptance of the work.
In the event that the Client does not approve acceptance of the
work and requests specifications/improvements, the IBC shall
coordinate the introduction thereof in cooperation with the
Contractor.
Preparation of an invoice and submission thereof to the Client for
the performed work according to the terms and conditions of the
agreement.
Payment of the invoice.
Paying the Contractor for the performed work according to the
terms and conditions of the agreement, including charging the
agreed percentage from the received amount.
Archival processing of the project and performing the necessary
summaries and conclusions.
2. SUPPORTING IMPLEMENTATION OF INNOVATIVE IDEAS
2.01 IBC
2.01 Client
Identifying the necessity of supporting the implementation of
innovative idea(s) in cooperation with the Client of research and
development activities as a follow-up activity of provision of
research and development activities.
Inquiry/application to the IBC for receiving support for the
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
2.02 IBC
2.02.1
2.02.2
2.03 IBC
2.04 Client
2.05 IBC
2.06 IBC
2.07 Client
2.08 IBC
2.09 Partner
2.10 IBC
2.10 Partner
2.10 Client
2.11 IBC
2.12 Client
2.13 IBC
2.14 Partner
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implementation of innovative idea(s). The Client shall present
their (business) idea to the IBC and the team planned for the
performance thereof.
Initial analysis of the idea of the project and the composition of the
team, initial assessment of the possible success of the project and
market analysis.
Deciding on approval concerning accepting the work on the basis
of the results of the analysis.
Providing feedback to the Client concerning the results of the
analysis and presenting the reasons for refusal to the Client upon
refusal to approve the acceptance of the work.
Setting out the initial objectives of the project. Providing an
overview to the Client of the activities that the IBC deems
necessary for the implementation of the innovative idea.
Approval of the initial objectives of the project, deciding on
cooperation. The Client decides on officially linking itself to the
IBC.
Adding the project to the website of the IBC if the Client has
decided to link itself with the IBC.
Preparation of and agreement on the further activity plan for the
project. Mapping the necessity for developing the idea and the
team by the IBC and agreeing on the further precise activity plan
in cooperation with the Client.
Proving the idea on the market pursuant to the agreed activity
plan.
Searching for a mentor and/or investor as a partner arising from
the needs of the Client. Negotiating with the partner concerning
their role and conditions for participating in the project.
Negotiating with the IBC concerning the role and conditions for
participating in the project. Approval of participating in the
project.
Exchanging contact details between the partner and the team.
Notifying the team upon finding a partner and contributing to the
cooperation between the team and the partner.
Providing feedback concerning the idea of the project and to the
team. Counselling, training, involving the Client in study trips, etc.
according to the agreed activity plan and the needs of the Client.
Consulting with the partner, participating in the study trips,
counselling activities, etc., offered by the partner.
Search for new possible team members. The IBC shall map the
needs of the team with regard to new members and search for the
new possible team members.
Supplementation of the business plan and the team pursuant to the
suggestions of the IBC.
Reviewing the supplementation of the business plan and the team
and communication thereof to the partner for deciding on further
cooperation.
Submitting an offer for further cooperation to the Client in the
event that the partner is convinced in the profitability of the project
and/or interested in developing it further for another reason.
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
2.15 IBC
2.16 Client
2.16.1
2.17 IBC
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Communicating the offer to the Client, mediation of negotiations
between the Client and the partner for regulating further
cooperation.
Approval of the offer.
Should the Client decide to refuse the offer, the IBC shall inform
the partner thereof.
Participation in the process of entry into the agreement and
determining the further participation of the TUT.
3. PROTECTION AND MARKETING OF INTELLECTUAL PROPERTY
3.01
IBC
3.01
Client
3.02
IBC
3.03
IBC
3.03
Client
3.04
IBC
3.05
IBC, EC
3.06
IBC
3.07
IBC
3.08
IBC
3.08
Client
3.08
Undertaking
3.09
IBC
Current analysis and mapping of know-how and possible
inventions. Regular review of the projects added to the Estonian
Research Portal (hereinafter the ERP), making an initial choice
and analysing it from the viewpoint of possible protection of
intellectual property and marketing necessity.
Communicating a notice to the IBC concerning the creation of an
invention. The TUT faculty or a company with TUT participating
interest shall inform the IBC of the creation of an invention.
Patent search and analysis and market analysis by using
international databases (e.g. ESPACENET.COM).
Assessment of patentability and market potential in cooperation
with the Client.
Submission of an expert opinion concerning the assessment of the
patentability and market potential to the IBC.
Calling a meeting of the expert committee on industrial property
(hereinafter the EC), including preparation and conduct of the
meeting.
Decision concerning protection of the invention. In case of a
positive decision, an application for legal protection shall be
submitted for the invention. If a decision is made to not apply for
legal protection, the invention shall be treated as know-how.
Submission of an application for legal protection for the invention,
management of the invention, including management of
correspondence with the Patent Office and patent agents,
observing the payment schedule of state fees and the payment
thereof, notification of partners concerning the course of
proceedings and submission of invoices.
Searching for undertakings that might be interested in the
invention or know-how and putting it into use in cooperation with
the Client.
Negotiations concerning giving the invention or know-how into
use. The IBC shall mediate negotiations between the undertaking
interested in the invention or know-how and the author of the
invention/know-how.
Participation in negotiations concerning giving the invention or
know-how into use.
Participation in negotiations concerning giving the invention or
know-how into use.
Preparation of an offer and submission thereof to the undertaking
for giving the invention or know-how into use.
Responsible unit: Innovation and
Business Centre
Process Coordinator: Innovation and
Business Centre
3.09.1
3.09.2
3.10
3.10.1
Undertaking
3.11
IBC
3.11.1
3.12
3.12
3.13
LO, OEF
Client
Undertaking
IBC
3.13.1
3.13.2
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Preparation of the offer according to the matters agreed in
negotiations and approving it with the Client.
Registration of the offer in the document management system
(DOCLOGIX) and submission of the offer to the undertaking.
Approval of the offer.
In the event that the undertaking does not approve the offer and
requests specifications/improvements, the IBC shall coordinate the
introduction thereof in cooperation with the Client.
Preparation of the agreement concerning giving the know-how or
invention into use and organising signature of the agreement on
behalf of the TUT.
Review and approval of the agreement.
Approval of the agreement.
Signing the agreement.
Registration of, monitoring and reporting concerning the
agreement.
Registration of the agreement (in the IBC).
Observing the performance of the agreement, provision of the
service, adherence to the schedule and receipt of the amounts of
money pursuant to the contract.
8. Approval table
Structural unit
Jelena Fomina
Position
Technology Transfer
Officer
Rasmus Lindmaa
Technology Transfer
Officer
Intellectual Property
Officer
Intellectual Property
Officer
Participation policy and
financing specialist
Assistant to Manager
Kersti Peekma
Kati Vinter
Tiia Ojasalu
Heidi Pihlak
Signature
Date
13.12.2011
13.12.2011
13.12.2011
13.12. 2011
01.10.2012
13.12.2011